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Department of Workforce Development Bureau of Insurance

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Voluntary and Informed Consent for Disclosure of Health Care Information

*Provision of your Social Security Number (SSN) is voluntary. Failure to provide it may result in an information processing delay.

Personal information you provide may be used for secondary purposes [Privacy Law, s. 15.04 (1)(m), Wisconsin Statutes].

Department of Workforce Development

Worker’s Compensation Division

201 E. Washington Ave., Rm. C100

P.O. Box 7901

Madison, WI 53707

Telephone: (608) 266-1340

Fax: (608) 267-0394

http://dwd.wisconsin.gov/wc/

e-mail: DWDDWC@dwd.wisconsin.gov

By law, all health care providers must provide to any employee, employer, worker's compensation insurer or their representative any information reasonably related to any alleged work injury. However, determining the relationship of prior medical records to a work injury can be difficult and time-consuming. Therefore, to assist in the timely investigation of your claim, this document authorizes the health care provider to release medical information without attempting to determine the extent of its relationship to your alleged work injury.

You are not required to sign this document. You may refuse to sign this document without jeopardizing your right to collect worker's compensation benefits. However, by assisting in the investigation of your claim, you are likely to receive benefits quicker than if you refuse to authorize the release of medical information.

The patient named above hereby authorizes the health care provider named above to disclose all records checked below in its possession relating to the patient's health, treatment and evaluation to:

or its designated representatives, and to furnish to them a legible, certified duplicate of all records, writings, reports, test results and x-rays in its possession containing such information. This authorization includes all records, reports, correspondence, or other materials in the possession of the health care provider authorized, even if those materials were not generated by the health care provider, and the redisclosure of such materials is hereby authorized. This release is for use in the investigation, preparation, evaluation, and/or hearing of the worker's compensation claim described above.

CHECK ONE:

This consent constitutes a waiver of any privilege created by state or federal statute, regulation, rule or other authority, including but not limited to Wis. Stat. §§ 146.81 and 146.82, and 45 C.F.R. § 164.508.

This consent constitutes a waiver of any privilege created by state or federal statute, regulation, rule or other authority, including but not limited Wis. Stat. §§ 51.30, 146.025, 146.81 and 146.82, 42 C.F.R., Chap. 1, subpart C, § 2.31 and 45 C.F.R. § 164.508.

In signing this consent form, I acknowledge that I understand that:

• I am authorizing release of the records and information listed above.

• I am waiving any privilege that may otherwise prevent disclosure of the records and information listed above.

• I understand that the health care provider named above, whom I am authorizing to disclose my protected health information, may not condition my treatment, payment, enrollment or eligibility for benefits (if applicable) on whether I sign this authorization, except: (1) if my treatment is related to research, or (2) health care services are provided to me solely for the purpose of creating protected health information for disclosure to a third party.

• I may revoke this authorization at any time by written request to the party authorized above to receive information. However, I understand that my revocation is not effective with respect to actions a covered entity took in reliance on this authorization or as needed for an insurer to contest a claim/policy authorized by law if signing the authorization was a condition to obtaining insurance coverage.

• I may obtain a copy of the disclosed records and information, upon written request to the party authorized above to receive information, at no charge to me.

• My personal health information disclosed pursuant to this authorization may be redisclosed and may no longer be protected by federal law. My personal health information may be released to any of the following: the employer, the worker’s compensation insurer, the Department of Workforce Development, other parties to this matter or their attorneys; the Labor and Industry Review Commission; any court on any action or proceeding relating to this matter; experts retained or consulted by any party; and any of their agents, employees, or representatives. I specifically authorize and consent to any such disclosure and redisclosure.

• I am entitled to a copy of this consent form after I sign it.

If you have any questions about this document, you should contact the Worker's Compensation Division at (608) 266-1340. You should not sign this document if the name of the health care provider is blank.

This consent is subject to revocation at any time. If not revoked, this consent is effective for two (2) years from date signed. This authorization expressly waives any requirement that it must be used within a certain number of days after the date of signing, or that it must be dated within any time period before the date it is used. This authorization shall also extend to records of future treatment, after the date of signing of this authorization, as long as such treatment occurs while this authorization is still in effect. A photocopy copy shall be as valid as the original.

If not signed by patient, authority/designation to sign is based on the fact that the patient is

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What the Department of Workforce Development Bureau of Insurance covers

The Department of Workforce Development Bureau of Insurance generally refers to the state-level office that oversees insurance-related filings, policy administration, licensing, and compliance matters affecting employers, carriers, brokers, and consumers. This guide focuses on common submissions, required data elements, notarization and witness rules that may apply, and how electronic signatures and e-submissions are treated under U.S. law (ESIGN and UETA). Expect state-specific variations in procedure, fees, and retention; consult the relevant state agency for definitive filing instructions.

Why accurate filing and compliant signatures matter

Correct filings protect regulatory status, preserve claim rights, and reduce enforcement risk. Proper signatures and retention satisfy federal standards such as the ESIGN Act (15 U.S.C. ch. 96) and state UETA rules where adopted.

Why accurate filing and compliant signatures matter

Which organizations and roles commonly complete these filings

Typical users include regulators, carriers, employers, and intermediaries who must submit or sign insurance-related documents.

  • Insurance carriers and policy administrators submitting rate filings, policy amendments, and regulatory reports.
  • Employers and third-party administrators reporting workers' compensation or employer-sponsored insurance changes.
  • Licensed agents and brokers completing enrollments, disclosures, and producer licensing paperwork.

Roles and responsibilities vary by form and state; confirm the required signer and submission route before sending documents.

Core sections to include on a professional Bureau of Insurance submission

A well-structured submission groups regulatory identifiers, policy details, parties, attestations, supporting exhibits, and the signature or certification block for clarity and easier review.

Agency Header

Include the state agency name, filing type, filer ID, and filing date so reviewers can route and index the submission efficiently.

Applicant Details

Full legal name, DBA (if any), license number, federal EIN or TIN, mailing and physical address, and a primary contact with phone/email for follow-up.

Policy Data

Policy or form identifier, effective and expiration dates, coverage limits, premium amounts, and any cross-referenced policy or endorsement numbers.

Supporting Exhibits

Attach actuarial exhibits, rate schedules, endorsements, sample policy language, and redline comparisons where required by the filing instructions.

Attestations

A clear declaratory statement signed by an authorized officer attesting to the accuracy of submitted information and compliance with applicable statutes.

Signature Block

Name, title, printed date, and signer authority. Note whether notarization or witness lines are required for that form.

Required fields commonly requested

Full Legal Name: Exact entity or person name
Tax ID: EIN or SSN / TIN
Policy Number: Carrier-assigned identifier
Effective Date: MM/DD/YYYY format
Contact Info: Street address and email
Signature: Typed or handwritten date

Step-by-step: completing a typical Bureau of Insurance form

Follow a consistent sequence: collect required data, populate the form, confirm signatures and notarization needs, and submit to the designated state office via the prescribed channel.

  • 01
    Step 1: Gather identifiers, policy details, and supporting exhibits.
  • 02
    Step 2: Enter data into each field using the required formats.
  • 03
    Step 3: Verify signer authority; add notarization or witness fields if required.
  • 04
    Step 4: Submit by the state’s accepted method and retain a signed copy and audit trail.

How to set up an online signing and submission workflow

Configure authentication, field validation, routing, and notifications so each signer completes required steps in order and the agency receives a complete packet.

Field Configuration
Authentication method Email link | SMS code | Knowledge-based
Field validation Require formats | Drop-downs | Regex checks
Routing order Sequential or parallel signer routing
Notifications Automated reminders and completion notice

Digital submission platforms and technical considerations

Confirm file formats, supported integrations, and authentication options before choosing an e-submission path.

  • File formats: PDF, DOCX, and scanned images supported
  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Security standards: TLS 1.2/1.3 and AES-256 encryption

Use a platform that preserves an audit trail (IP, timestamp, signer events) and, where required, supports stronger authentication or a Business Associate Agreement for HIPAA-protected data.

Typical submission flow from completion to agency receipt

A predictable flow reduces resubmissions: prepare package, collect signatures, validate attachments, then file using the agency’s portal, email, or physical mail option.

  • Prepare package: Assemble form, exhibits, and cover letter.
  • Collect signatures: Obtain signatures and notarization if required.
  • Validate: Confirm all fields and file formats are correct.
  • Submit: File via portal, registered email, or mail per instructions.

Common timelines and processing expectations

Processing times, notice windows, and response deadlines vary by state and filing type; plan for agency-specific lead times and potential requests for supplemental information.

Initial filing review:

Typically 15–60 business days depending on complexity and agency backlog.

Complaint response window:

Many jurisdictions expect an initial acknowledgment within 30 calendar days.

Amendment submissions:

Minor endorsements often processed in 10–30 days; major rate filings take longer.

Renewal notices:

Carrier notices commonly required 30–60 days before policy expiration.

Record requests:

Plan for 30–90 days for agency document retrieval or audit support.

Consequences of incorrect or incomplete filings

Fines and penalties: Civil fines, variable amounts
License action: Suspension or revocation risk
Claim delays: Processing or payment holds
Contract risk: Enforceability disputes possible
Reputational harm: Regulatory citations made public
Data exposure: Privacy breach liabilities

Comparison: signNow and common eSignature alternatives for insurance workflows

Basic plan pricing and feature differences matter for compliance, bulk filing, and HIPAA needs; signNow is shown first for straightforward vendor comparison.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

How other organizations used e-signatures for insurance filings

Real-world examples show common value and practical considerations when shifting insurance filings to digital workflows.

Optica Ventures LLC — Brian Fitzgibbons

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Rapid customer turnaround improved document return rates during enrollment seasons.
  • The streamlined process reduced mailing delays and allowed the team to keep an auditable history for each insured, simplifying regulatory responses and renewals.

Martin Properties — Tim Martin

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Mobile and offline signing capability aided field staff.
  • Using digital signing reduced days in the signature cycle, improved customer satisfaction, and ensured that policy files included a verifiable audit trail for future audits and claims.

Practical tips for accurate and efficient submissions

Adopt consistent validation, signer verification, and retention practices to reduce rework and regulatory exposure.

Validate key identifiers
Cross-check EIN, license numbers, and policy IDs before submission to reduce rejection and follow-up requests.
Confirm signer authority
Document corporate authorization or power-of-attorney when an agent or officer signs on behalf of an organization.
Preserve the audit trail
Store signed copies with timestamps, IP addresses, and event logs to support legal admissibility under ESIGN.
Align retention
Match document retention to federal and state rules and keep an index to simplify retrieval for audits.

Frequently asked questions about filings, eSignatures, and validity

Answers to common questions about electronic signatures, notarization, and filing practice to help reduce delays and ensure compliance.


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