Fla. Admin. Code Ann. R. 69L-56.304 - Electronic Notice of Action or Change, Including Change in Claims Administration, Required by the Insurer's Primary Implementation Schedule
(FROI/SROI MTC 02, FROI MTC AQ, AU, SROI IP, PY, EP as found in the IAIABC Implementation Guide for Claims: First, Subsequent, Header, Trailer & Acknowledgement Detail Records, Release 3, January 1, 2009 Edition)
(1) Electronic Notice of
Action or Change (MTC 02). On or before the compliance date established in the
insurer's Primary Implementation Schedule set forth in paragraph
69L-56.300(3)(a),
F.A.C., the insurer shall file an Electronic Notice of Action or Change for
reporting changes to the information specified in paragraphs (1)(a) and (b) of
this section. The claim administrator shall file the FROI or SROI MTC 02
(Change) on or before 14 days after the claim administrator has knowledge of
the new or changed information. However, MTC 02 shall not be sent if a data
element changes as a result of an event that requires the reporting of another
MTC in accordance with the definition of Maintenance Type Code (MTC) in the
Data Dictionary located in Section 6 of the IAIABC Claims EDI Release 3
Implementation Guide. If there is a change in Insurer FEIN or Claims
Administrator FEIN, Claim Administrator Postal Code, and Claim Administrator
Claim Number due to the acquisition of a claim, the claim administrator shall
file MTC AQ or AU with applicable SROI pursuant to subsection (2) of this
section.
(a) The claim administrator shall
file a FROI or SROI MTC 02 (Change) as noted below, and provide Form
DFS-F2-DWC-4 to the employee and employer pursuant to Rules
69L-3.0091
and
69L-3.025, F.A.C., if any
of the following data elements are changed or reported for the first time:
1. Insurer FEIN not due to change in claims
administration (FROI or SROI MTC 02);
2. Claim Administrator FEIN not due to change
in claims administration (FROI or SROI MTC 02);
3. Claim Administrator Postal Code not due to
change in claims administration (FROI or SROI MTC 02);
4. Claim Administrator Claim Number not due
to change in claims administration (FROI or SROI MTC 02);
5. Industry Code (FROI MTC 02
only);
6. Manual Classification
Code (FROI MTC 02 only);
7.
Employee SSN (FROI or SROI MTC 02);
8. Employee ID Assigned by Jurisdiction (FROI
or SROI MTC 02);
9. Employee
First/Last Name, Last Name Suffix, Middle Name/Initial (FROI or SROI MTC
02);
10. Date of Injury (FROI or
SROI MTC 02);
11. Employee Date of
Death (FROI or SROI MTC 02).
(b) The claim administrator shall file MTC 02
(Change) to report a change in any other data element designated with the
requirement code of "Y", "Y1",
"Y2", "Y3",
"Y4" or "FY" in the FROI or SROI MTC 02 column of
the FL Claims EDI R3 Element Requirement Table contained in the FL Claims EDI
Implementation Manual (e.g., Initial Date Disability Began, Benefit Payment
Issue Date, etc.). The provision of Form DFS-F2-DWC-4 to the employee and
employer is not required since these data elements are not contained on Form
DFS-F2-DWC-4 adopted in Rules
69L-3.0091
and
69L-3.025, F.A.C.
(2) Electronic Notice of Action or
Change in Claims Administration (MTC AQ, or MTC AU with applicable SROI MTC).
If the responsibility for adjusting a "Lost Time/Indemnity Case", "Medical Only
to Lost Time Case" or "Denied Case" has changed due to acquisition of the claim
from another claim administrator or due to the employer transferring a large
deductible claim to the claim administrator because the claim met the
contracted deductible threshold, the new claim administrator shall send FROI
MTC AQ (Acquired Claim), to report the change in claims administration, on or
before 21 days after the effective date of the new claim administrator's
acquisition of the claim. In place of filing FROI MTC AQ, the claim
administrator may file FROI MTC AU (Acquired/Unallocated) with SROI MTC AP, EP,
CD, VE, PY, or PD to report the change in claims administration. The claim
administrator shall file FROI MTC AQ (Acquired Claim) or FROI MTC AU with
applicable SROI MTC prior to sending any subsequent transactions (e.g.,
subsequent electronic suspension notices, electronic periodic claim cost
reports, etc.).
(a) The acquiring claim
administrator shall also provide to the employee and employer, Form
DFS-F2-DWC-4 adopted in Rules
69L-3.0091
and
69L-3.025, F.A.C., or an
explanatory letter, on or before 21 days from the date of acquisition, to
advise the parties about the change in claims administration, except when
sending Claims EDI filings identified in subparagraphs 69L-56.304(2)(c) 6.-7.,
below.
(b) A batch of FROI MTC AQ
(Acquired Claim) filings or FROI AU with applicable SROI MTC filings to report
a change in claims administration for multiple claims shall replace the former
option of the claim administrator to otherwise file with the Division Form
DFS-F2-DWC-49, Aggregate Claims Administration Change Report adopted in Rules
69L-3.0231 and
69L-3.025, F.A.C., in place
of Form DFS-F2-DWC-4, Notice of Action/Change, for each affected
claim.
(c) If the FROI MTC AQ
(Acquired Claim) rejects because a First Report of Injury or Illness was not
previously filed with the Division by the former claim administrator, the
acquiring claim administrator shall file FROI MTC AU (Acquired/Unallocated)
with the appropriate SROI MTC AP, EP, CD, VE, PY, PD, or 04 on or before 14
days after the FROI MTC AQ (Acquired Claim) was assigned an Application
Acknowledgement Code "TR" (Transaction Rejected) as follows:
1. If the claim administrator is reporting
its initial payment of indemnity benefits other than a lump sum
payment/settlement for an acquired claim, the Electronic Notice of a Change in
Claims Administration shall be represented by sending FROI MTC "AU"
(Acquired/Unallocated) with SROI MTC "AP" (Acquired/Payment).
2. If the claim administrator is reporting
its initial payment of indemnity benefits for a lump sum payment or settlement
for an acquired claim, the Electronic Notice of a Change in Claims
Administration shall be represented by sending FROI MTC AU
(Acquired/Unallocated) with SROI MTC "PY" (Payment Report).
3. If the claim administrator is reporting
the initial payment of indemnity benefits by the employer on an acquired claim
(i.e., salary in lieu of compensation), the Electronic Notice of a Change in
Claims Administration shall be represented by sending FROI MTC AU
(Acquired/Unallocated) with SROI EP (Employer Paid).
4. If the claim administrator is reporting a
Compensable Death, No Dependents/Payees on an acquired claim, the Electronic
Notice of a Change in Claims Administration shall be represented by sending
FROI MTC AU (Acquired/Unallocated) with SROI MTC CD (Compensable Death, No
Dependents/Payees).
5. If the claim
administrator is reporting a compensable Volunteer on an acquired claim, the
Electronic Notice of a Change in Claims Administration shall be represented by
sending FROI MTC AU (Acquired/Unallocated) with SROI MTC VE (Compensable
Volunteer).
6. If the claim
administrator is reporting a Partial (Indemnity Only) Denial on an acquired
claim, the Electronic Notice of a Change in Claims Administration shall be
represented by sending FROI MTC AU (Acquired/Unallocated) with SROI MTC PD
(Partial Denial).
a. The claim administrator
shall file an Electronic Notice of Denial with the Division by reporting the
applicable Partial Denial Reason Code and Denial Reason Narrative on the same
SROI MTC PD (Partial Denial).
b. In
addition to filing the Electronic Notice of Denial with the Division, the claim
administrator shall provide a paper copy of Form DFS-F2-DWC-12, Notice of
Denial, adopted in Rules
69L-3.012
and
69L-3.025, F.A.C., to the
employer and employee, in accordance with the filing time period set out for
Form DFS-F2-DWC-12 in Rule
69L-3.012,
F.A.C.
7. If the claim
administrator is reporting a Full Denial on an acquired claim where indemnity
payments were previously paid prior to the full denial, the Electronic Notice
of a Change in Claims Administration shall be represented by sending FROI MTC
AU (Acquired/Unallocated) with SROI MTC 04 (Denial).
a. The claim administrator shall file an
Electronic Notice of Denial with the Division by reporting the applicable Full
Denial Reason Code(s) and Full Denial Effective Date on the SROI MTC 04
(Denial). The Denial Reason Narrative shall also be sent on the SROI MTC 04
(Denial) to supplement the Denial Reason Code(s).
b. In addition to filing the Electronic
Notice of Denial with the Division, the claim administrator shall provide a
paper copy of Form DFS-F2-DWC-12, Notice of Denial, adopted in Rules
69L-3.012
and
69L-3.025, F.A.C., to the
employer and employee, in accordance with the filing time period set out for
Form DFS-F2-DWC-12 in Rule
69L-3.012,
F.A.C.
(d) If
MTC AQ (Acquired Claim) rejects because a First Report of Injury or Illness was
not previously filed with the Division by the former claim administrator, and
the acquiring claim administrator is denying the entire claim where no
indemnity payments have been made, the acquiring claim administrator shall file
FROI MTC 04 (Denial) on or before 14 days after the FROI MTC AQ (Acquired
Claim) was assigned an Application Acknowledgement Code "TR" (Transaction
Rejected) as follows:
1. The claim
administrator shall file an Electronic Notice of Denial with the Division by
reporting the applicable Full Denial Reason Code(s) and Full Denial Effective
Date on the FROI MTC 04 (Denial). The Denial Reason Narrative shall also be
sent on the FROI MTC 04 (Denial) to supplement the Denial Reason
Code(s).
2. In addition to filing
the Electronic Notice of Denial with the Division, the claim administrator
shall provide a paper copy of Form DFS-F2-DWC-12, Notice of Denial, adopted in
Rules
69L-3.012
and
69L-3.025, F.A.C., to the
employer and employee, in accordance with the filing time period set out for
Form DFS-F2-DWC-12 in Rule
69L-3.012,
F.A.C.
(3)
Electronic Notice to Report Initial Payment (MTC IP) Following Prior Employer
Paid benefits, Compensable Death with no Known Dependants/Payees, or
Compensable Volunteer Filing. If the claim administrator makes its initial
payment following the prior initial payment of salary in lieu of compensation
(SROI MTC EP), or after the prior filing of a SROI MTC CD (Compensable Death),
or after the prior filing of a SROI MTC VE (Compensable Volunteer), the claim
administrator shall file a SROI MTC IP (Initial Payment) on or before 14 days
after the date the claim administrator's initial payment was mailed to the
employee. The claim administrator shall provide Form DFS-F2-DWC-4 adopted in
Rules
69L-3.0091
and
69L-3.025, F.A.C., or
explanatory letter to the employee and employer regarding the commencement of
indemnity benefits by the claim administrator.
(4) Electronic Notice of Lump Sum
Payment/Settlement (MTC PY). If an order is signed for a lump sum payment or
settlement of indemnity benefits subsequent to the initial payment of indemnity
benefits, i.e., an award, advance, stipulated agreement, or final settlement of
indemnity benefits, the claim administrator shall file SROI MTC PY (Payment
Report), on or before 14 days after the date the award/order was signed. The
claim administrator shall report the applicable Lump Sum Payment/Settlement
Code as defined in Section 6, Data Dictionary, of the IAIABC Claims EDI R3
Implementation Guide as follows: "SF" (Settlement Full) if both indemnity and
medical benefits are settled; "SP" (Settlement Partial) if only indemnity but
not medical benefits are settled; "AS" (Agreement Stipulated) if the lump sum
payment is for a non-adjudicated amount; "AW" (Award) if the lump sum payment
is for an adjudicated amount; or "AD" (Advance) if the lump sum payment is for
benefits in advance of when they were due. If all Impairment Income benefits
due are paid in one lump sum amount, regardless of the amount, the claim
administrator shall file SROI MTC PY with Benefit Type Code 030 or 530, and
report Lump Sum Payment/Settlement Code "AD" (Advance). The claim administrator
is not required to file an Electronic Notice of Suspension SROI MTC S7
(Suspension, Benefits Exhausted) to report the conclusion of the payment of
Impairment Income benefits when Impairment Income benefits are paid in one lump
sum.
(a) The claim administrator shall also
report the "Payment Issue Date" on the SROI MTC PY. The Payment Issue Date
shall represent the date payment for the lump sum payment/settlement leaves the
control of the claim administrator for delivery to the employee or the
employee's representative, and shall not be sent as the date the check is
requested, created, or issued in the claim administrator's system unless the
check leaves the control of the claim administrator the same day it is
requested, created, or issued for delivery to the employee or the employee's
representative.
(b) The claim
administrator shall provide Form DFS-F2-DWC-4, Notice of Action/Change, adopted
in Rules
69L-3.0091
and
69L-3.025, F.A.C., to the
employee and employer.
(5) Electronic Notice to Report Employer
Payment of Indemnity Benefits that is not the Initial Payment (MTC EP). If the
employer pays an indemnity benefit(s) for the first time following payment of
and suspension of all indemnity benefits by the claim administrator (e.g., when
the employer elects to pay Impairment Income Benefits), the claim administrator
shall file SROI MTC EP (Employer Paid) on or before 14 days after the date the
claim administrator had knowledge of the payment of indemnity benefits by the
employer. The provision of Form DFS-F2-DWC-4 to the employee and employer is
not required.
(6) The filing of a
FROI or SROI MTC 02 to report a change in Insurer FEIN, Claim Administrator
FEIN, or Claim Administrator Postal Code and Claim Administrator Claim Number
due to the establishment of a new or elimination of a claims office location or
subsidiary entity within the insurer's organization does not negate the
obligation of the trading partner (insurer or claim administrator) to file a
revised "EDI Trading Partner Profile, DFS-F5-DWC-EDI-1 (1/01/2008), and if
applicable, a revised "EDI Trading Partner Insurer/Claim Administrator ID
List", DFS-F5-DWC-EDI-2 (10/01/2006), and if applicable, a revised "EDI Trading
Partner Claim Administrator Address List", DFS-F5-DWC-EDI-2A (10/01/2006),
pursuant to subsection
69L-56.300(2),
F.A.C.
Notes
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