Located at the Greater Richmond Convention Center October 24 - 25 2017 Located at the Greater Richmond Convention Center

WebFile Forum Presented By: David Bennett, Outreach Services Department Michael Meade, Project Management Office Helen Conley, Project Management Office

WebFile Support WebFile Support Outreach Services Department David Bennett Outreach Services Department

WebFile Resources Instructions and documentation for WebFile can be found on the Commission’s website. www.workcomp.virginia.gov/webfile The Commission provides support for WebFile customers by phone and email. 877-664-2566 WebFile.Support@workcomp.virginia.gov

WebFile Site Administrators Law Firms and Claim Administrators using WebFile must have a WebFile Site Administrator. Attorney WebFile Site Administrators can be attorneys. Claim Administrator WebFile Site Administrators can be adjusters. WebFile Site Administrators serve as the sole point-of-contact between the Commission and the WebFile users. Commission staff cannot perform all functions of a WebFile Site Administrator.

WebFile Site Administrators Global WebFile Site Administrator Functions: Serve as the contact between users and the Commission Add new users Deactivate users as-needed Unlock user accounts by resetting passwords Claim Administrator WebFile Site Administrators also: Assign/Unassign Manager role Assign/Unassign users to managers and mangers to users

WebFile Support Attorney and Claim Administrator WebFile users should contact their organization’s WebFile Site Administrator for assistance. WebFile Site Administrators may contact the Commission if they are unable to resolve their users’ issues. WebFile Site Administrators provide support to their organization’s WebFile users. WebFile Support provides support to Attorney and Claim Administrator WebFile Site Administrators.

Common WebFile Issues Common Attorney WebFile Issues Locked Accounts Missing cases Moving to a new firm Errant filing Common Claim Administrator WebFile Issues Locked accounts

New Online WebFile Support Tool Need Help? New Online WebFile Support Tool www.workcomp.virginia.gov/webfile/webfile-support

VWC Software Enhancement and Release Process Feedback Questions about WebFile Support? UP NEXT: VWC Software Enhancement and Release Process

VWC Release Process VWC Release Process Michael Meade, Project Management Office Helen Conley, Project Management Office

VWC Release Process Two Releases a year The commission currently supports two software releases a year. Typically mid-year and late year.

VWC Release Process (Cont’d) Release Planning Releases are planned out at least a year in advance. The VWC Analyst team is currently working on software enhancement documents for the 2018 releases.

Recently Released Software Enhancements Ability to select a document description for Letters from Attorney and Motions. This allows Attorneys to identify, with more granularity, Letters and Motions being uploaded into Webfile. This allows internal staff to review and process these documents with more precision than in the past.

Recently Released Software Enhancements (Cont’d) New Document Description Interface Enhancement (Upload Portlet)

Recently Released Software Enhancement (Cont’d) New Document Description Interface Enhancement (Documents and Filings Portlet)

Recently Released Software Enhancements (Cont’d) Other Recently Released Webfile Enhancements Multiple bug fixes around error messaging. Filtering out Deactivated users when assigning claims. Defaulting Webforms to VA for state. Addition of the Party Represented column to Attorney Webfile

Recently Released Software Enhancements (Cont’d) Paperless Option Attorney option – available June 2015 27% of active attorneys are paperless Over 164,000 documents delivered digitally instead of printed Option available to individual attorneys Claim Admin option – available April 2016 7% of Claim Admin groups are paperless Over 22,000 documents delivered digitally instead of printed Option available by Group

Upcoming Software Enhancements (Cont’d) Nov 2017: New WebForms Attorney WebFile: Change in Conditions Claims Response Form Medical Provider Application Response Form Claim Admin WebFile: Request for Mediation Change in Conditions Claim Response Form

Upcoming Software Enhancements (Cont’d) Nov 2017: Text Recognition in documents All new scanned and uploaded PDFs will have searchable text when opened from WebFile Existing documents will be upgraded in an ongoing process

Upcoming Software Enhancements (Cont’d) Summer 2018: Additional WebForms Attorney and Claim Admin WebFile: Pre-Hearing Statements Claimant’s Claim Employer’s Application Medical Provider’s Application

Upcoming Software Enhancements Summer 2018: Confirmation logic when uploading documents to a claim. This software enhancement will implement new logic that will confirm which claim a document is being uploaded to by providing a confirmation pop-up for all document uploads. The purpose of this change request is to reduce the amount of documents accidentally uploaded to the wrong claim.

Upcoming Software Enhancements (Cont’d) Summer 2018: Real time message broadcasting This software enhancement will allow internal users to broadcast real time messages to our external user community. This functionality will be used to notify users of planned system outages, release information etc.

Feedback Questions? Suggestions? Comments? Concerns?