CMD Centennial Spotlight

Virginia Workers’ Compensation Commission CMD Centennial Spotlight

November 7, 2019

Correspondence Management Department CMD is the centralized mail processing division of the Virginia Workers' Compensation Commission and is comprised of four individual teams, Analyst, Indexing, Document Management and Outbound Mail.

Indexing:

What WE do… •All incoming Commission mail is date stamped and sorted for distribution •All CASPER system insurance-related mail is reviewed and noted with a priority code for a work event and batched for scanning. One code from the established 19 work events is used to identify electronic documents into the Insurance files •Enter and verify data for legacy files not contained in CASPER •If you need to ensure receipt of a fax, please contact Kim or Richard and provide the approximate date and time of the fax • The couriers, Ricky Knight or Kristy Estock are responsible for the daily delivery and pick-up of Commissio n mail and/or packages twice a day at 10:00 a.m. and 2:00 p.m. The courier’s responsibility also includes any transport of Commission employees. If a transportation request is necessary, you may contact VWC.Courier@workcomp.virginia.gov

Analysts:

What WE do… •All CASPER system claim-related mail is reviewed and noted with a priority code for a work event and batched for scanning •We use one or a combination of codes from the established 67 work events to identify electronic documents into a JCN •Incorrect work event? It can be corrected by using the “recategorize” option under the Standard Task Actions or by directly contacting Lori Carter or Esther Loney •The Analysts are also responsible for assigning a retention time for legacy files. Currently, there are seven (7) retention assignments for legacy files. The longest retention assignment is 75 What WE do… • The Outbound Correspondence Team is responsible for retrieving and printing the Commission’s outgoing correspondence uploaded to CASPER through an EDI ingestion or by the End-Users located in our Richmond and Regional Offices •We produce high quality digital print materials and coordinate all outsource digital print jobs for the Commission • We prepare, assemble, and meter all of the Commissions’ outgoing correspondence using state-of-the art mail processing machines •Maintain and Track the Commission’s mail/packages through the United States mail stream •Receives the digital scan of all return mail for the Commission and identify the documents to the appropriate electronic file in CASPER •Research and maintain the integrity of the claimant’s mailing address in CASPER. •Identify, intercept, and research employer mail with bad addresses before releasing the documents into the United States Postal flow. years, the shortest is 5 years. Outbound Mail:

What WE do… •Processes legacy file requests, the scanning of paper documents for task generation, providing copies of documents from legacy files, completing “shred batch” process and archiving of files •Need a legacy file? Send an email to ImagingRequests@workcomp.virginia.gov or update the current location of the legacy file to your name. •The current location indicates “Electronic File Only”? The legacy file has already been scanned into CASPER and a paper file no longer exists •After the paper documents have been scanned and identified, each document goes through what is called “shred batch”; all documents are physically viewed to ensure they are in the correct JCN, legible and identified correctly. The physical documents are then retained for 30-days. Document Management:

CONTACT US:

Manager, Billy Crawford 804.205.3196 Analyst Lori Carter 804.205.3580 Esther Loney 804.482.7045 Teresa Tillman Lynne Hall Maylone Hawkins ___ Indexing Kim Brummett 804.205.3568 Richard McDonough 804.205.3534 Janice Miller Nancy Nicholson Ricky Knight ___ Document Management

Brenda Light 804.205.3218 Anika Wyatt 804.482.5309 Felecia Hill

Florence Johnson Barbara Ragland Kristy Estock ___ Outbound Mail

Trina Waller 804.482.7046 Brandi Taylor 804.482.7053 Eddie Robinson Valerie Pryor

Emma Mednikov Reyna McArthur

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