From a mass e-mail submitted by the Division of Longshore and Harbor Workers’ Compensation:
The DLHWC went live with consolidated case create (CCC) in New York and central mail receipt (CMR) processing in Jacksonville on December 2, 2013. We appreciate everyone’s cooperation to date in making this improvement in efficiency as smooth as possible. With over a month behind us, we would like to share with you some tips that will make the processing more efficient and better enable the DLHWC to serve its stakeholders. When submitting documents to us, please adhere to the following guidelines:
1. Do Not Send Case Specific Mail to the District Offices – Only send it to New York for case create, and thereafter to Jacksonville.
2. OWCP Case Number on Every Document – If a case number has been assigned by OWCP, the case number should be on every document submitted. For example if you are submitting a cover sheet, a form and a medical report, the case number must be on each document. Documents are separated while preparing them for scanning.
3. OWCP Case Number Legibility – When placing the OWCP case number on the document, please do not write it too close to the edge of the paper and do not highlight it. Both of these are problematic when scanning.
4. Multiple Copies of Documents – Do not submit multiple copies of the same document, e.g. 3 copies of the same form. Now that we are imaging all documents, if another copy is needed we can just print if from the file.
5. Submission by Fax and Mail – Documents should be mailed unless time sensitive. However, if a document is faxed, do not send it via mail. The document should be mailed or faxed, not both.
6. Copies of Previously Submitted Documents – Do not submit copies of previously submitted forms for informational purposes, e.g. we have seen many instances where a copy of the original LS-202 is submitted with routine submissions. There is no need to do this. If you are submitting the form because there is an amendment to the form, please write “Amended” somewhere on the form.
7. Documents for Case Create – If you are submitting a claim form to the New York office for creation of a case, and you already have documents that pertain to that claim, submit them all together as one package to New York. When the case is created, all documents pertaining to that new case will be scanned at one time. After that original submission, then send everything to Jacksonville.
8. Priority Correspondence – If you are submitting priority correspondence, e.g. an 8(i) settlement, conference request, etc., please mark the document as clearly as possible so that it can be appropriately routed. For example, at the tope of the narrative letter include an indication such as “Informal Conference Request.” This allows for easier routing of time sensitive documents.
9. Envelopes – Thank you for submitting self-addressed envelopes; however, since all documents are imaged in one location, there is no way for the Claims Examiners around the country to use these.
10. Insurance Documents – The following Insurance documents should be sent to the National Office in Washington DC [US Department of Labor, OWCP/DLHWC, Branch of Financial Management, Insurance and Assessments, 200 Constitution Avenue, Room C-4319, Washington, DC 20210]:
Applications for Insurance Authorization
Applications for Self-insurance Authorization
LS-513s and LS-274/275/276s
Correspondence related to insurance/self-insurance authorization (including name changes, mergers, withdrawal of authorization, etc.)
The following Insurance documents should be sent to the District Director for the office where the employer conducts business under the Act. (See our website for jurisdiction and addresses for the district offices.)
Requests for Certificates of Compliance (LS-239/LS-240)
Carriers Report of Coverage (LS-570) – (Where coverage is not reported through NCCI)
Notices of Cancellation, Termination and Reinstatement
Thank you again for your cooperation and patience as we improve our infrastructure and efficiency.
(Note: I originally published this post on Navigable Waters: A Maritime, Longshore and Defense Base Act Blog.)