Efficiency Enhancements: Issue 10, Claims-Related Document Submissions 

Claims-related forms and documents may be submitted to the Board by mail, email (wcbclaimsfiling@wcb.ny.gov), or web upload. Once received, submissions can take up to three business days to appear in eCase.

Here are five common reasons why a submitted document may not appear in the case file:

1. Missing identifiers on the document result in an unmatched case

All documents should have case-identifying information on the upper right side of each page so it is viewable on the resulting image and therefore routed to the proper case folder. This includes identifying information such as the WCB Case ID (case number) and the date of accident. If a WCB Case ID is not available, the claimant's name and date of accident should be noted instead. 

2. Email submissions have embedded content

Documents should be attached to email submissions rather than embedded as photographs of the documents within the email. Embedding documents as images can cause them to be illegible in the case file.

3. Multiple WCB Case IDs are referenced

When multiple WCB Case IDs are referenced on forms/documents such as a Section 32 waiver agreement, Stipulation (Form C-300.5), or Agreed Upon Proposed Decision Findings (Form C-312.5), a separate copy of the document must be submitted for each case. Circle/underline the WCB Case ID or date of accident (or ensure it is listed first on the document) to indicate which case or accident date each document is to be scanned into. 

4. Use of outdated Board forms

The Board periodically updates forms to reflect statutory, regulatory, and operational changes. Please review your inventory of Board forms to ensure you are using the current version of each form available on the Board’s website. If a submitted form does not appear in the case file, please check first whether the current version was used. Some outdated forms will not be scanned into the system, so you will be required to resubmit with the current version of the form. Check the forms page of the Board’s website (wcb.ny.gov/forms) for the list of current forms.

5. Requests for action within an email

Requests for Board action on documents already in a case file should be submitted in the online Claims inquiry or by attaching a letter to an email sent to wcbclaimsfiling@wcb.ny.gov.  When requests are submitted within the body of the email they will appear in the case file as correspondence and may not generate a work item for a claim examiner’s review. 

Additional information regarding How To Submit Claims-Related Forms And Documents To WCB is available on our website. As a reminder, the eCase Document Upload feature is also available to upload documents directly to the case folder within eCase when the case status is Hearing Set. 

Questions?

If you have any questions regarding the guidance in this issue of Efficiency Enhancements, please write to outreach@wcb.ny.gov