How Can I Sign Minnesota Work Order

How can i document type sign work order minnesota

good morning everybody this is brad morris program director for the modernization project we'll give it one more minute before we get this answer hour started all right group uh it is 1101 so we will get this answer hours started like i said my name is brad morris i'm the program director for the work comp uh campus project i'm with the department of labor and industry and on the call with me i have angie andreessen she is the lead business analyst from the dli side on the project as well as i believe i do have some members of the department on the phone as well uh to help with any of those questions that we that may come up um so with that i will like you know kind of get into this i know we've had a few of these so far but i i will still do some housekeeping here uh you know if anybody has any questions i'm sure they're already coming in uh please just put them in the chat and like before we will uh just we'll start to do a little bit of a presentation and then we will uh jump into those questions and really start to to document some of these and uh and move forward here so with that angie can you give me the first slide yep and before i move on i just wanted to remind everybody we are going to record this session today um so we will make this recording available um as soon as possible after the presentation thank you angie i always forget about that yeah we do want to record these in case somebody was unable to come to the session all right so uh agenda's going to go the we're going to talk about the qrc case information update the uh the release update some of the you know campus central page and then obviously upcoming answer hours and throughout this you know i'm pretty casual i like to have conversations i want to you know get to the points and get to the questions that you you all have so let's uh just uh keep the questions coming and let's uh get them uh let's get them uh get them uh get them going here so angie first uh next slide okay so i think so so i i want to first apologize at the confusion that that i caused in this survey situation we had the uh issue where we took all the cases off the rehab cases uh just so that we were able to you know build a plan to make sure that you know basic because of the legacy data coming in was not good enough to attach to tell us what are all the open cases we got a lot of feedback i think everybody saw what happened where you were you know a qrc for 30 years you know you were seeing your cases for you know 20 30 years in there and it was just and they all looked open and it was it was really it wasn't uh helpful and definitely wasn't beneficial to anybody so the first thing we uh we wanted to do was remove those from the tab and get out the messaging about you know moving of the filing dates and the penalty information so that you know we you know that the commissioner's office uh had signed off on that hey we're gonna we want you to keep conducting your business when these uh active cases are ready in campus you'll go in and file them and from that point on you know that's when we'll start looking at compliance the the way we were going to do that is we were going to have a survey sent out and the survey would go out to everybody and you would tell us your active cases and i uh i worked with uh the person who created the survey and we put in there information we thought would be very helpful to identify cases um so we say okay this is all good to have so that we can identify cases and uh we went we launched the survey uh because of the holiday the survey actually was supposed to go tuesday night it ended up going thursday morning and after we got numerous amounts of feedback the survey was hard to use and if there's no way it could be done in the time frame that we were asking for it and you know i talked to a couple of qrcs about it we decided to end that survey and you just saw a communication go out with a new survey that we will you know give everybody until the 18th so that we can get all those cases in uh if anybody did actually submit the survey was able to get through all that and just submit it we do have that you don't need to redo the survey but we know a lot of groups were um trying to do it and it was a was kind of cumbersome so we wanted to give everybody more time we also used a different survey tool which has a little bit more user-friendly format to to provide this information if anybody is running into issues with the survey or has any other questions i'm sure there's at least one in the comments already about what happened with the survey hopefully my explanation uh you know is is enough but if you need any more information about that uh please keep commenting but in the future if you are running into issues with the survey uh please uh let us know contact the help desk let them know there's something going on and we will get out of communication or we will work with you on that survey but i i do apologize there was a you know a real disconnect on this one we were trying to get it out fast so we could get your cases uh done fast and in uh doing that it wasn't the best user experience and it definitely wasn't the best customer experience for you so on behalf of the department we we apologize for that but we wanted to make it right and give everybody some more time and that commissioner's update that everybody received about the filings it doesn't have a date on it so um she's fully expecting to you know keep that extended until campus is right for you and we'll go from there so andy uh was there any other questions to that we need to um yeah we have a couple questions and i just wanted to clarify um brad i think there were a few people who did complete the initial survey who were able to complete it um for clarification we do not need those individuals to complete the new survey if you've already completed it we should be able to get your information um let me just run through some of the questions um so i tried to file an r2 form and the system required an average occlude sometimes we do not have an average weekly wage even though we're supposed to is there any way to leave that field blank in campus it is a required field um mike or melissa what would you want them to do in that instance what you should do is go ahead and follow up with the insurer and if the insurer doesn't have that information certainly the employer would as a part of your rehab consultation you have to talk to the employer anyways to find out about a return to work and that's a great opportunity to find out what the average weekly wage was for that individual clarify if if they're having issues getting that wage is it acceptable for them to provide an estimated wage or does it need to be an exact wage uh well we try to get an exact wage whenever we can i guess the question is is uh if they're not able to get it uh give us a call and maybe we can help facilitate that thanks mike all right um just a couple more questions while we're at this point um is there access in the system for placement vendors to view our forms know about administrative conferences file rehab request forms etc sorry do you say that again um it's just asking about access for placement vendors and how that works to view our forms know about admin conferences file rehab request forms things of that nature yeah um that's something we're gonna have to do some training on and i'm gonna have to look into it there was a number of uh options that were proposed when we were developing the system for placement vendors and how they get access to the to the rehab case and then obviously access to any disputes relating uh to that and so i am going to look into that and in the next answer hour i will have more information on that we did get a email to the help desk about that and unfortunately i just off the top of my head when i was looking at it i know we set them up as a type of a user but we don't i don't know the exact process so i will look into that and follow up thank you brad um this user completed an rcr with a new employee that was not in the system yet they went to save the document i thought that they had saved it as a draft but then they went back to review it and modify it it was a blank document amy i'm going to have you just go ahead and send me that information if anybody else has experienced that please just let me know but amy i'll just have you send me an email and i will send you my email address right now all right um and again just to clarification if you did complete the survey you do not need to um redo that if you've already completed it another question about the survey on the survey we've asked for a rehab consultation date please clarify for everybody if that is the initial meeting or the date the rehab consultation report was filed and that is the first in-person meeting uh for that date okay um when will rehab providers have access to all their files that's the slide we're on here so after we after you send that information in on the survey we'll do an upload into the system we will then associate all your all your active cases and then you will be able to go in there and file on your active cases awesome um there were some questions about just some basic registration issues um and then uh removing old qrcs so for that user i will i will reach out to you directly and we can we can work through that is that something we should in an answer or do a demo on in the future for this group about um adding and removing people from your group and that is actually something that i can demonstrate right now if you'd like brad i i think it'd be helpful i think we've had a number of people uh having some group issues especially if somebody has an old qrc or not an old uh an inactive qrc in their group that we want to show them how they can remove them fantastic so i can show you guys exactly how that works so i am logged in oh you guys can't see my screen hang on just a second let me share it on to the demo i just wanted to make sure we addressed this question about the survey so is the upload going to be done once everything is received on the 18th or is it going to be done as information is perceived it's going to be done once the survey closes on the 18th okay and there was one more uh survey question that i see now in pollock if you see any others please feel free to call us out it just says we saved screenshots of the list of rehab cases that we filled into the survey yesterday and it did not appear to go through can we send the screenshots or do we need to fill out the survey again lisa i think we can we can verify whether or not we received the survey results and maybe reach out to you with next steps another question are our office completed the previous survey unfold do we need to redo the survey again no you would not need to redo it um we are having issues with signing with uh assigning relationships for the admin staff um i can definitely demonstrate that information or that step as well so i'm just going to go ahead i'm going to show you all the rehab information i'm going to pause and show you all just the the group admin questions and then creating those relationships so i'm logged in here as a rehab provider and if i click on my screen i'm part of great lakes rehab so as a group administrator i can do a few different things so um you can see my permissions here you can see that i'm a group administrator we can see the other group administrators and that i've got eight people in my firm so if i click this little kebab menu is what we call it over here i can click manage group and now this is going to show me everybody who is part of my group so you can see all my qrcs you can see my uh my rehab staff and you can see here that i've got some relationships so if i click on to a support person or a qrc i can click just this little edit button with relationships and i can add or remove these people and then that should establish your relationships um please let us know if for some reason you're not seeing the relationship button there could be a couple reasons it could um be that you don't have any general users in your firm to relate to um or it could just be that there is is an issue for some reason and then to just to address the question of removing your old users from this group management screen so those old users are likely not going to be in your active members they're going to be showing in your active invitations um so let's just say i was going to remove stacy i would just need to click retract invite and that gets her right out of the group i'm going to go ahead i'm going to go back into our slides for now and if there are additional questions that if we can demo along the way we can certainly take that into consideration um some additional questions here that have just come up in the chat so um the plenty of attorneys often have difficulty getting average weekly age from the parties i don't think it's reasonable for qrcs to try and gather that information it almost seems like a claim management function so that's some really great feedback that we can take into consideration um so um to be clear we should not be able to file forms right now other than rcrs is that correct you can file forms on any case that you started in campus so if you filed an rcr um since november 2nd and you want to file the next form you could do that it's just the uh cases that on any of your active uh cases that were filed before uh campus my life great thank you um there was just a request to add my email address to the chat so i've done that um tom i think we got your question about uh the surveys being uploaded on 11 18. um the qrc i work for is pending registration any ideas on how to get her going and in my group is just the two of us and we are not able to view any files or add anything um jen i will reach out to you or if you want to send me an email with that information i can look at your group specifically can you review the appropriate user type to use for support staff and what specific permissions we need to assign to support staff to allow them to see cases and submit forms on behalf of our qrcs so i'm going to go back into the system just to show you all that so your support staff should just be able to register as general users so you can see that we've just got general users here as qrc's you're going to want to register as qrcs and then once you have these relationships established they should be able to file on behalf of their related qrcs and then they would be able to see those cases as well i am a new qrc intern i'm waiting to submit my first rcr i don't have any cases that have been submitted prior to go live so i don't have any cases to report on the survey when will i be able to complete the rcr you should be able to complete the rcr now we actually just walked through uh a user doing an rcr and we uh noticed that they that there might be a little bit of trouble with the uploading the is it the rights and responsibilities uh to the rcr so if you if you choose not to do that that the form did go through and it worked and then you can upload that at a later date now we will fix that so you can upload it with the rcr but that we do know they are working and we don't know if that form what issue was just the one user or if that's uh something that's uh that other people are having problems with is once they try to upload that rights responsibility form on the rcr that it's not working uh this was just something that we just documented uh at 10 30 right before we got on this call so if you want to try that and it should work if not please reach out to us because we want to see what your experience is and why because the new the new uh functionality and campus of filing new claims has been tested and it does work so what we're finding is because some of the data quality issues we had when we migrated and we set people's groups up it's causing some issues for people when they're trying to upload certain things or take certain actions in the system and for that we want to start to isolate what those are and figure out how we can uh better improve that data quality or help you improve it so that we can get this so you're you're uh you can file forms great um another question once the my rehab cases tab is functional for rcs will that tab also show up on the group admin page for submitting forms um these i i think i'm a little bit confused by that question are you asking if it would show up in your actual rehab groups page um you should be able to submit the forms from the the cases themselves so if you can just add a little clarification that would be great um with the new survey it is asking for the last r form filed date is that the date that i completed the form or when my admin staff sent it to dli that would be when it got sent to dli for filing thank you mike all right i filed an rcr for a new file after november 2nd but campus still shows zero for my open claims upcoming events and new documents so that would make sense when you file the rcr you would only be accessing the rehab case so you wouldn't have any claims that would be open if you look at the my rehab cases tab that's where you would see your cases so you would not see anything for open claims unless for some reason you have accessed um the actual full claim file of that employee yeah and i want to uh clarify that and i and i'm probably going to have to send out a communication on that as we get to it the campus uh page i think what may you may be experiencing is when we took away all the rehab cases off that tab we may have taken away some that you just had filed and if that is happening please reach out to me and i will get those put back on there for you so reach out to angie and we'll look at it and see if that's what we did great um i know where we upload our initial report after we complete the r2 in campus i don't remember where we upload monthly progress reports could you please remind us um is that the ppr mike actually qrcs are not uploading their monthly reports they only need to submit their narrative reports for the rehabilitation consultation the r2 which is the initial evaluation report for their uh planned progress report if there's barriers and then their measures to overcome them and of course then the r8 summary narrative report is a part of their closure but for your month-to-month progress reports the department does not require those to be uploaded so don't so those are just sent directly to the insurance carrier right mike correct the carrier into the parties perfect thank you um i am not able to access an rcr that i started in campus when i go back it says i do not have authorization i was told that this would be corrected with the form six but it seems that others um have full functionality of rcrs how do i get access um amy i believe i asked you to just send me an email we can touch base directly so i can see exactly what you're seeing and angie we might want to go to the next slide okay this is the more more information on the survey and like i said we'll have this out uh to everybody i think we've talked about this uh a few times in a few questions so uh this slide deck will be available and so will this presentation so if any of your anybody in your on your staff frame we have any questions on they can refer to them here or we this also will be posted in the campus page you go to the next one real quick yeah and brad i have a question about the survey really quickly is this survey one where you can save it as a draft and come back to it or does it have to be completed all in one shot you know that i do not know i uh i apologize we we went with a new survey tool that's made by microsoft uh it's a teams product that uh that we had one of our partners over at another agency help us to create so we did that because it was slowly a better user experience so i'm hoping so but i i cannot guarantee that i don't know hey brad i have it open actually and you do have to i think um complete it in one sitting based on what i'm seeing okay thanks pollock okay so some of the uh some of our updated of known issues that we are that we're looking into is the amend entity button on external rehab provider page and this is the the page that allows you to change some of your information on the for the actual rehab provider we know that's that's uh causing some problems for people that are trying to do that so if you do need to make a change to that that level and this is still happening uh let us know and we can help make that change or we can just wait till there's until this is fixed if it's not a substantive change select a known contact not showing on the r forms uh and did you know a little more about that one um i will have to look into that one a little bit i'm i'm not 100 percent sure what that is is referring to i think it may be um in some instances we don't have a contact for our employer entities that are pulling into those r forms maybe because we don't have the claim yet or the claim administrator did not provide that information so i believe that that may be um where that is coming from yeah perfect um we know that there's i do know that the r2 is missing some of the uh the education fields on it when you're doing that drop down and then the uh issues with saving uh retraining plan as a draft and i want i would like to hear some feedback is is issue is saving as a draft a thing across all the art forms or is it only particular ones that we're having issues with because i want to make sure that if it's a if it's on every r form that we we attack them all at once instead of formed by form next slide okay this is the page i was talking about where we're gonna post some of these information so we're gonna get things so just so you know from a process standpoint getting um releases uh of you know communications out to everybody it is a little time consuming from the state side it's i can't um they won't let me just send out an email to everybody because they they've seen my emails and that they uh they want it represented well so there's a big process to get stuff out but if you're not seeing things one of the places that's good to check is this com a campus central page uh once we have something where we know we have communications that may need to go out or a problem we immediately alert uh pawlik who is our ocm lead and jenny in uh who's our communications department they they start to look at these issues and they'll start to get them on this page so sometimes you'll see stuff on the page before they go out or right after they go out if you miss it or somebody's talking about it maybe you weren't on the email list they will um they will put out the uh campus central page did somebody ask for the uh the address for this i can put the address thank you thank you uh yeah we want to make this page a little more useful too so if you have feedback about stuff um let me know like last night it was just a it was a timing issue after we canceled the survey and the communication didn't go out because i i was stuck in a process of trying to draft i think it would have been helpful to have that on this page so at least everybody that contacted the help desk there was a number of you and the help desk didn't know so there was a communication breakdown on our side so we want to utilize this page to really get out um you know that information or also you know so many gov deliveries are going out right now sometimes it's good just to go to a place to refer you know if you know for instance if there's some particular business thing about a certain art form that there's a process that dli wants you to start taking on they post things like that there too so you don't have to always remember you can go back there say oh yeah mike told us about this art form thing a few weeks ago and this is how we're supposed to do it so we want to keep this going and uh keep this page uh up to date so if you have any feedback you know please give us the feedback this also we're trying to reduce some of the uh calls and emails into the help desk if we can by getting our general messaging and getting it out faster so that you don't have to continue to rely on the help desk because i know that it is it is frustrating when you're trying to get help like that and it's taking a long time to get a response and sometimes if there's another way to get that information and without calling that you want you want to use that avenue next page before we move on there was a question specifically about the help desk and tickets um that i get an email acknowledging my request but no feedback through the system i hear about tickets during answer hour but it would be nice to know that a ticket was resolved so we are planning on providing weekly updates on what um fixes and resolves when in the release and so you'll get that information on fridays as these changes are put into the system thursday evening and then during the answer hours if there are any issues that come up um we'll have the latest information so you know that it's been escalated and that's what we'll be using going forward in terms of reporting out the known issues and then when those are fixed brad did you have anything else to add no i i agree with everything you said there and so one of the one of the things when we first started the help desk i just want to give some background so we understand why that communication is going out people were sending stuff in on the emails and they never got an acknowledgement that we even received it so we were getting multiple emails that did you get this or you know multiple issues from the same person reported multiple times because they didn't understand if we got something and then of course when they uh helped us got backed up it got even worse so the email going back to you is just an acknowledgement helped us did receive it and that they are working on it and it's it puts uh you know it just kind of puts it out there now again we are trying to get caught up on these and and and we're trying to make sure that we you know we as a program uh are helping the help desk out by giving them all the information that they need to get these resolved um they are turning them into tickets and then those tickets are getting resolved i know mike has worked uh tirelessly on getting some of these tickets resolved he unfortunately one it's when it's a some of the times when it's a qrc rehab issue where people are asking questions like this we are limited in the subject matter experts we have that can actually answer those questions so that's in lieu of trying to make everybody a rehab expert which is almost impossible because i've done this for four years and still have a hard time with everything you do we want to do these answer hours and more general sessions and have these group sessions to try and answer these questions and also offer other avenues to to uh to answer questions and to help you through the process so that's that's what we're doing and we want to continue to do that continue to use the help desk if you're getting password lockouts group management things you know continue to use them if you have questions on you know art form filings like that average weekly wage thing that's something that does have to go the help desk and you know mike is the person that has to answer those questions he is the person who is the uh the regulator for qrcs but you know we want to use this other pages that we have to try and alleviate some of that to put more information out there so if you're not seeing stuff that should be on there that would be valuable please let us know uh the this next page here i talked about it before but here's some quick reference guides uh about you know some of the things we know that uh people had questions on before we went live and we actually did a reference guide so you know we like to do a uh provider renewal uh for for a rehabilitation provider renewal we have a quick reference guide for you of how to file that form and what to do how to send it in and filing the rcr and filing the amendment to an rcr submission we have we have that as a quick reference guide so you know maybe if you're running into something you can go refer to those if you're trying to take action on those and you can look at those and say okay here's what i'm doing here's what i'm missing or if you're still running into it then you can kind of clearly say okay follow all these steps and step four is just not working uh angie can you put the guide this link in the uh in the chat yep just did oh thank you i did as well i got very excited oh okay and this is something that we we are as we are starting to uh sit down with people my team is sitting down with uh qrc's and attorneys and insurance representatives for the next couple weeks in meetings where we are doing screen shares we're listening to them we're starting to document things and when we're starting to see things that we know is a the system is doing things how we designed it but maybe it's a little different than people are used to we want to make sure that we get the document and so people have a good understanding of how to use it because it you know if you've been doing something for 25 years or um or longer and now you're going into the system and it's behaving a little bit different and you're not understanding why we want to have some of these documents out there so that people can you know see them and that you know that your firms can have that information uh and then uh next one andrew questions all right now to the question slide so we've already answered quite a few but let's let's keep them going yeah um so there's one here specifically this user thought that uh dli was supposed to load the case files into campus just for clarification rehab providers now need to give the cases via the survey is that correct yes yes that is correct and if i didn't properly explain it what what happened is when you first logged in on like november so november 16th when we went live and i believe we pushed a hotfix on november 3rd or 4th to let everybody see their cases uh the way dli the way paper is handled is handled different than the electronics you know the electronic world and we were in a paper-based system for you know for all time basically and for the past 25 years you've been in a very particular system where certain dates weren't captured so when we loaded all your cases we loaded everything and that's why you saw 500 cases because we had no way of distinguishing what was open and what was closed without doing manual comparisons of looking at the document and closing it or trying to infer it and derive this information based on arbitrary criteria that we were coming up with both of those were not acceptable options to the department in the fact that we want to ensure that you're able to continue to do work and that's why uh the option uh c was chosen of send a survey out get all the open cases for everybody that they are working on they know they're gonna need your filings on and get them sent in and since they are already in our system when you send that back we will then pull that data over and all those all that case data over and then when you're making your next filing you'll type in you know the actual data entry stuff and then your cases will be set going forward great um i'm not seeing any other questions right now but i just wanted to clarify some of the things that we've added to the chat i know there are a couple people who had some questions about what a splash page was i know we've referred to that in the past um and i see pollock did put in the chat that campus central page is considered what we call a splash page so um interchangeable terms so thank you for clearing that up palette um there were some questions oh sorry there was a question that i had jotted down that i think we might have just um not addressed it was just around i have all of krc's showing up as pending and they will not show up in my group yeah um so if you are seeing people as pending um please send me an email with who you're seeing as pending and i'll put my email in the chat again and i can resolve that pretty quickly for you all for some reason sometimes it does just keep them stuck and pending even after they register so um please just send those individuals over to me and i can resolve that for you and then uh just a comment um so i'm sure you're understanding how much effort the survey information is causing us um this particular person is an independent uh qrc but can't imagine ho much time this is taking for larger firms so just something to acknowledge yes that's definitely something that should be acknowledged that uh it is a lot of work and it does take a lot of time and that takes time away from clients and we're we're aware of that and that's that's something that you know we do you know we are very thankful that you're willing to do it and you're willing to consider doing it um and you know for that we we do apologize for that we don't want to ever take away your time with your clients um that's why we extended the dates that's why mike worked uh hard with the legal department and the commissioner's office to make sure that those those filing deadlines got extended so that you weren't um under the gun that way so we're trying to to ease the burden of not having that hanging over your head knowing that you are doing extra work to get this ready and that's something we do appreciate thanks brad and then just another thing i know there was other few people who sent me messages just indicating that they were having issues accessing the survey i did go ahead and put the link in the chat um so if you're if you continue to experience issues with that survey please just send us an email so that we can figure out what's causing those issues and right now i do not see anything else in the chat okay well we can end the session early um uh we definitely can end the session early and you know go go on you know if anybody has any more questions please reach out to us we want to continue to work with you if anybody has any comments or questions on the survey uh we can uh definitely take care of you that way we appreciate your time we appreciate everybody's hard work and effort to to get this to be a successful uh project and we will continue to do more answer hours next week and try to to get all this uh get all this resolved so that you know your your kind of business is normal and we're also business as normal was there any other comments angie before we close there was just one last comment about extending the survey deadline um so just extending the survey deadline does have a downside more time where we do not have access to our files and the work we do file will have to be re-entered so that's just that's a great point yes that is a that's why we want to get it resolved as soon as possible the extension was really to try and be flexible for everybody and the reason why we want to do it all at once and do one load uh is because if you do these uh piecemeal there's a chance that things get missed and it gets hard to start tracking down where the data got missed and you know which time something didn't get uploaded if anybody has something crucial or uh they want to discuss you know offline please uh reach out to angie and we can we can talk about it we'll set up a meeting to talk about talk about that with you and your firm thanks brad um and then just all of you who have sent me emails thank you so much i've seen some of those come in um i will work through those as quickly as possible there may just be a little bit of a delay just because there are quite a few in there um but just bear with me and i'll make sure that i get back to you or hopefully help you with your issue yeah well thanks angie and with that i think we can adjourn this meeting thanks everybody thanks brad you