This fall, the Texas Workers’ Compensation Commission plans to implement its new TXCOMP claim process, including a document management system that will set the stage for allowing claim parties to view claim documents online. The document management system will involve scanning and imaging of forms and other documents filed with the Commission. As a result, it is necessary to centralize the Commission’s mail functions. Therefore, effective Oct. 15, 2004, the Commission’s primary mailing address for the filing of forms and other documents will be 7551 Metro Center Drive, Ste. 100, Austin, Texas 78744-1609.
Efficiencies in coordinating and distributing Commission documents will be greatly increased by changing the Commission’s primary mailing address to the Central Office, where a high volume mail processing center will be established. In addition, a centralized mail location will reduce document processing cycle times once all mail is routinely submitted to the Central Office location.
Due to the high-speed scanners being located in the Central Office, most documents will be routed to the Central Office for processing, even if received in a field office. However, certain priority mail will be processed in the field office when received there. A list of documents that will be processed in the field offices is listed on Attachment A of this Advisory. All other mail received in a field office will be routed to Central Office for processing. The Commission will continue to acknowledge the receipt date of filings sent to the field offices as having been received on the date delivered to the field offices, but customers should be cognizant of the potential processing delays that may occur if mail is received in the regional locations versus the Central Office location. Ultimately, it will be in the best interest of all system participants to send/file the vast majority of their mail at the TWCC Central Office.
Additionally, because our new scanning system will allow claim parties to view documents online, it is critical that we not receive multiple copies of the same document from our customers. This will allow us to reduce the number of potential duplicates in the online system and will keep us from unnecessarily storing document images or routing the same piece of mail for processing multiple times. Customers who send multiple copies of the same documents will be notified to discontinue this practice as they are identified. Certain mail categorized as “unsolicited mail” will be returned to sender as part of our Operation Education efforts. Mail categorized as unsolicited is listed on Attachment B of this Advisory
If you have any questions, contact Stacey Jefferson, Director of the Business & Information Technology Services Division at (512) 804-4302 or send an e-mail to BPIPost@twcc.state.tx.us.
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