A Publication of the Kentucky Department of Workers’ Claims
December 2008 http://www.labor.ky.gov/workersclaims Vol. 1
In This Issue
· Introduction
· Updated FROI Information /
Introduction
Dear Trading Partner,Kentucky Department of Workers’ Claims would like to make known some upcoming changes and enhancements to the Kentucky workers’ compensation EDI program. This newsletter contains important information relative to the electronic transmission of First Reports of Injury. Kentucky Department of Workers’ Claims is committed to working closely with trading partners to assure that exchange of information is efficient and accurate. As a result of this effort, data contained in key fields will be examined closely to ensure data quality.
FROI Key Fields
Accident Description, Body Part, Cause, Date of Death, Date of Injury, Nature, SIC, SSN
General Links
Manual Change Form
KY Detailed Codes & Definitions Manual
EDI Code Instruction Guide
IAIABC FROI Element Table
FROI Event Table
Statute & Regulations
Contact Us
Information Systems Supervisor Jeremy King
(502) 564-5550 ext. 4415
EDI Administrator
Cam Lawson
(502) 564-5550 ext. 4486
Records Branch Manager
Sheila Shouse
(502) 564-5550 ext. 4483
EDI Section Supervisor
Sharon Anderson
(502) 564-5550 ext. 4416
Fax: (502) 696-5096 /
Updated FROI Information
No Longer Accepting Transactions with Errors (TE)Electronically transmitted records will no longer be modified when errors are discovered. Several key fields will be examined by the staff and either rejected or accepted based on the data that has been transmitted. If a record is found to contain an error, it will be rejected and must be resubmitted as an (00) Original transaction. Acknowledgements on rejected records will contain pertinent information in the free form text field that will explain why the record was rejected. Please pay close attention to this area as it will assist you in making adjustments necessary to resubmit your transaction.
(02) – Change Transaction
When an (02) Change transaction is submitted that contains changes to key fields, those fields will be examined by DWC Staff and the record could be rejected if the data that has been transmitted appears to contain errors.
Standard Industrial Code – (SIC)
All invalid Standard Industrial Code – (SIC) will be rejected on a transaction.
Manual Change Form
When making a manual change to a First Report of Injury (FROI), please use the new revised Manual Change Form that is available on the DWC website.
Continuation of Manual Change Form
A Manual Change Form is required to change the Date of Injury; Nature of Injury; and Social Security Number due to the fact that these three fields are locked in the DWC electronic database. A Manual Change Form is now also necessary to request a change for a Date of Death that has been reported in error. The Manual Change Form must be followed by an (02) Change transaction containing the updated fields. For faxed forms, the (02) Change transaction can be transmitted immediately. If mailed, please allow five days before submitting the (02) Change transaction. Forms not signed will be returned for signature, thus delaying the change requested. Please be aware that the EDI Section staff will start tracking the (02) Change transactions that are to follow the Manual Change Form starting January 16, 2009. Failure to submit this (02) transaction after your request for the manual change has been processed will result in subsequent transactions being rejected as the data will no longer match your last submission for this record.
Kentucky’s Detailed Codes and Definitions Manual EDI Code Instruction Guide
Kentucky’s Detailed Codes and Definitions Manual and the EDI Code Instruction Guide are reference tools in coding injuries on the First Report of Injury (FROI) and can be accessed at the DWC website. Proper coding facilitates use of reported data by the Department of Workers’ Claims. These codes have been approved by the International Association of Industrial Accident Boards and Commissions (IAIABC). Every effort should be made to use the appropriate codes and provide a detailed accident description. The EDI Code Instruction Guide contains examples of the appropriate use of some of the more frequently used codes.
Revised EDI FROI Event Table
The revised EDI FROI Event Table can be found under the “EDI” link on the DWC website. This table contains Maintenance Type Codes (MTC), definitions, statutory requirements, and conditions of acceptance for all EDI First Report of Injury transmissions.
Kentucky Administrative Regulations
Please find listed below text from several sections of the Kentucky Administrative Regulations that pertain to the filing of claims information with the Office of Workers’ Claims. Statute & Regulations related to workers’ claims can be accessed on the DWC website.
803 KAR 25:170
Section 2, Reporting Requirements.
(1) Each carrier shall file the information required on the Form IA-1 with a data collection agent or a value added network designated by the Office of Workers’ Claims, in electronic format, according to the time periods prescribed by KRS 342.038.
Section 3. Data Collection Agents.
(1) If a carrier is unable to transmit the information required under this Office of Workers’ Claims using its own facilities and resources, it shall employ a data collection agent capable of transmitting the information to a value added network utilized by the Office of Workers’ Claims.
Section 4. Acknowledgements.
An acknowledgement of an accepted filing made pursuant to this administrative regulation, or a request by the Office of Workers’ Claims for resubmission of a report due to incomplete or incorrect information, shall be made in electronic format through the same data collection agent or value added network used for the filing.
EDI Staff Assistance
The EDI Section staff will be happy to assist you with directions on how to submit the appropriate transaction. However, the EDI Section staff will not make manual changes to transmitted records as the result of a request made by phone.
Page 1 of 2