Edex Information Systems

EAMS S-SIGNATURE

“An S signature on the e-form shall consist of the letter S followed by the name of the person signing the document…”

On your EAMS filings, you will see “S-signatures” as allowed by EAMS electronic filing regulations. This is similar to the electronic signature format found in other courts, although other courts also use slashes (these are not allowed in EAMS).

The EAMS Reference Guide gives a bit of guidance regarding the S-signature on pages 41-42:

Use of the S signature is limited  to electronic filing.

An S signature on the e-form shall consist of the letter S followed by the name of the person signing the document, in the following format: S JOHN JONES – not “S SIGNATURE.” Do not enter a middle name or initial.

The S signature shall be rebuttably presumed to be that of the individual whose name is on the document signature line.

You cannot use a Signature Stamp or a digital signature on any of your documents. 

Do you have further questions about signatures on your filings? Call or email us today!

The State of California upgrade to its EAMS application over labor Day weekend caused a nearly month-long data problem for the state EDEX servers.

Over Labor Day weekend in early September 2018, the State of California upgraded its EAMS court system with new software. These changes had unexpected side effects which created data reporting errors in the state EDEX system.

Fortunately, our programmers constantly monitor the EDEX system and began seeing missing data immediately after the state upgrade and reported the problems to the state programmers who were unaware of the problems. They researched our reports and confirmed the EAMS upgrade did cause the data problems we found. 

Beginning Tuesday September 4 we found problems with some case searches, case watches, hearing notices, significant event notices, and other data. We worked with the state to help them debug their data, and as of Monday September 25 it appears the state has successfully repaired their software problems.

If you were affected by this state data problem please contact our customer support team by email at support@edexis.com or by phone toll-free at 866-438-3339. We are in the process of purging  corrupted data responses the state generated earlier this month and will reprocess these transactions.

It’s easy and fast to file companion case DORs, but it’s not all sunshine and roses. There’s definitely hurdles.

It’s easy and fast to add companion cases to your DOR filing – but you may find that it’s not quite as successful at actually calendaring your cases. Even a failed companion case DOR may help preserve your lien – it provides evidence that you have attempted to pursue your lien. Here’s a couple things to keep in mind when filing a DOR on more than one ADJ case.

First of all, it goes without saying that if any one of the cases listed in your companion case DOR is already scheduled for a hearing, your companion case DOR will fail. Be sure to check your case numbers for current hearings before you start your DOR.

Secondly, INCOMPLETE HEARINGS are still common and will cause DORs to fail if any one of the cases listed in your companion case DOR has an incomplete hearing. You’ll get an error message that says “Cannot schedule a hearing for a case when there is already a scheduled hearing.” But you don’t see an upcoming hearing… you can make an educated guess that a PAST hearing is INCOMPLETE if you see a recent hearing notice in your EDEX data but there hasn’t been a hearing complete notice YET. If you aren’t using EDEX data to track your cases, you can still make the same guess but it will be less educated because EAMS public case data will not show you past hearings.

What do you do if you have an ADJ case with an incomplete hearing? If the hearing was within the last 30 days, simply wait for the hearing to be completed. If it’s been longer than 30 days, contact us. EDEX Support will follow up with WCAB.

EDEXIS Prints and Delivers All Your Mail For You!

You already use Print and Deliver services when filing into EAMS. When you have other documents and reports to copy and serve, you can turn to EDEXIS. Simply upload your documents to your EDEXIS account, and order delivery, even if you’re not filing at all. Enter your recipients, and submit! You’re done!

Not only will EDEXIS print and deliver on your behalf, Proof of Service and Proof of Mailing are included FREE. Our proprietary mail system scans each piece of mail and is able to provide proof of mailing – including proof of receipt at the destination post office.

Not sure how to upload your document? Call EDEXIS support toll-free at 866-Get-Edex today!

Learn more about our EDEXIS mailing service…

State Computer Errors Cause Massive Workers’ Compensation Data Outage

If you’re a player in the state workers’ compensation system you are likely wondering where your data is. The answer? It’s locked inside a state computer that lost its keys – at least figuratively.

The broken process, known as Secure File Transfer, is managed by the state Office of Technology (“OTech”). OTech has worked to identify the problem and is hard at work determining a resolution. Until they do, state programs including EAMS, EDEX, and WCIS are all suffering data outages.

Data is finally flowing again, but it will take extra time to get caught up on four days’ worth of EDEX transactions and EAMS JetFilings. 

SB 1160 Requirements Have Finally Been Revealed!

It’s been a few months since California Governor Jerry Brown signed SB1160. And the DWC is finally releasing the details of the SB1160 Lien Declaration and there is more to know than meets the eye.   

When filing the retroactive declaration, you will need to reference the original lien reservation number.  Our system will automatically recognize that information for you for both single transactions and bulk filing.

You will need to declare “Provider Type” on both retroactive and new liens.  The available types are shown below.  As always, we can add a default Provider Type to your account. 

• A. Ambulatory Surgical Center 
• B. Diagnostics Medical-Legal
• C. Diagnostics Med Treatment
• D. Facility
• E. Group Practice
• F. Hospital
• G. Outpatient Facility
• H. Pharmacy
• I. Physical Therapy
• J. Physician-Medical-Legal
• K. Physician-Medical Treatment
• L. Urgent Care
• M. Copy Service
• N. Interpreter
• O. Transportation
• P. None of the Above

If you are provider types A through L you are required to include your NPI Number. This can be added as an account default in our system. 

If you are provider types M through P you are required to include your License or Certification Number. This can also be added as an account default in our system. 

When filing the retroactive declaration, you will also need to know the service date of your original lien. If you originally filed through our service, that information can be automatically populated.

Starting January 1, you will need to include your original supporting invoice and your itemized statement with the lien.

In preparation of all declarations to be filed starting January, please email our office to update your account information. We will need to know your Provider type and associated NPI or license number. If you are collecting on behalf of other entities please send us their information as well as your own.

For fastest results please email the information above to support@edexis.com, or feel free to give us a call at (209) 223-3461 and we can take the information over the phone.

Defense Attorneys Easily Identified for Service with party type LD

EDEXIS is at it again – saving our users time by marking Defense Attorneys on the EAMS Case Party Service List. You can quickly select which Defense Attorneys you need to serve! Look for the “LD” (Lawfirm for Defense) party type code on the left-hand side of the party list. Defense attorneys are now also colored light green and moved to the top of the list with the other defense-side parties.

Another custom report is available for our users – this one helps break down your invoices.

NEW FEATURE – INVOICE AUDIT REPORT BY USER

Ask and you shall receive (Usually.  I mean really, for the LAST time, we cannot bring you your cup of coffee.  We’d like to be that helpful, but there are limits.  Not many, but some.)  So where was I? Oh yes,  delivering the new feature news (throw confetti).

By popular request, we now have a report that itemizes your invoices by transaction.  This includes the case number, the injured worker name, and even the user that requested the transaction among other useful tidbits of data.  If you would like a copy of this report (and who wouldn’t?), just shoot us an email at support@edexis.com and we’ll set you up for automatic receipt as often as you’d like to receive it. 

Hmmm.  Now who I am going to get to clean up all this confetti? Too bad all of our company dogs don’t actually have some useful skills. 

Andrea MaconData ManagementEDEX Information Systems, Inc.
Toll-free 866-438-3339
andrea@edexis.com

Because #TeamEDEXIS believes that healthy employees are happy employees…

… you will find #TeamEDEXIS supporting great local events like the Motivate Our Youth 5k Fun Run, which promotes health and helps fund physical education at our county elementary schools. This new fun run is sponsored by Motivate Personal Fitness Academy and happens at the end of the month. The route is planned right near our office neighborhood. It’s a bit hilly, so it makes for a challenging loop even for just 5k.

If you would like to join us, visit the website here. Hope to see you there!

Here’s some photos from our last fun run (this one supported the local food bank).

Starting January 1, 2017 lien claimants must file a new declaration with every lien. As always, we’re here to help you comply.

Starting January 1, 2017 lien claimants will need to file a new declaration with each NEW LIEN stating: 

Under penalty of perjury, that the dispute is not subject to an independent bill review and independent medical review under Sections 4603.6 and 4610.5, respectively, that the lien claimant satisfies one of the following:

(A) Is the employee’s treating physician providing care through a medical provider network.
(B) Is the agreed medical evaluator or qualified medical evaluator.
(C) Has provided treatment authorized by the employer or claims administrator under Section 4610.
(D) Has made a diligent search and determined that the employer does not have a medical provider network in place.
(E) Has documentation that medical treatment has been neglected or unreasonably refused to the employee as provided by Section 4600.
(F) Can show that the expense was incurred for an emergency medical condition, as defined by subdivision (b) of Section 1317.1 of the Health and Safety Code.
(G) Is a certified interpreter rendering services during a medical-legal examination, a copy service providing medical-legal services, or has an expense allowed as a lien under rules adopted by the administrative director. 

Additionally, lien claimants shall have until July 1, 2017 to file a declaration for any lien claim filed before January 1, 2017, for expenses pursuant to subdivision (b) of Section 4903 that is subject to a filing fee under this Section.  This covers liens filed between January 1, 2013 and December 31, 2016. 

The DWC is creating a new electronic form that will be available January 1, 2017. It is unknown at this time if the declaration will require the lien claimant to check a box indicating which reason (A through G) is applicable to the lien, or if the declaration’s verbiage “satisfies one of the following” will be the only requirement. 

EDEX Information Systems will provide programmatic updates within their filing system to address these issues by January 1, 2017.  In the meantime, we can also help you identify those past liens affected by the declaration and allow you to batch upload the declaration for existing liens into EAMS with no filing cost. 

Please give us a call at 209-223-3461 or email us at support@edexis.com for assistance.  

Andrea Macon
Data Management
andrea@edexis.com