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Workers' Compensation

Information and Research

Introduction

The duties of the Division of Information and Research include collection, storage and retrieval of data and the dissemination of information. The Division of Information and Research is organized into two branches, the Records Branch and the Imaging Branch.

The Records Branch is a fundamental part of the Department of Workers' Claims (DWC) and is divided into four sections: Data Entry, Electronic Data Interchange (EDI) Proof of Coverage (POC) and Research. These sections combine to ensure reliability, accuracy, and integrity within the data that is submitted to the DWC.

As a result of Governor Beshear's reorganization, the Imaging Branch is now comprised of two sections; Scanning and Open Records. The duties of the Imaging Branch consist of imaging and verifying all hard copy documents as well as indexing them into the DWC’s integrated information and optical image system. The Imaging Branch also responds to requests for a claim and first report information as well as open records requests.


Data Entry Section

The Data Entry Section receives and processes 90 percent of the documents filed with the Department of Workers' Claims (DWC). The section is charged with the responsibility of interpreting and coding the documents filed by claimants, attorneys, employers and carriers as well as orders, opinions, and awards submitted by the Department's Administrative Law Judges. Data Entry is also responsible for updating the agency's database with appropriate coding to give details regarding the status of a claim. These codes are used by other DWC personnel to ensure quality assistance to claimants, attorneys, employers, and carriers.

Terri Robinson
Phone: 502-782-4402
Fax: 502-564-5732
Email: Rosalind.Robinson@ky.gov

Statutes and Regulations

803 KAR 25:012: Resolution of medical disputes

Open Records

The Department will process faxed, emailed, and mailed requests in the traditional fashion. Please note the updated price per page rates for all requests. Detailed open records requests, those which seek documents containing information exempt from disclosure, require a written release from the party whose information is sought. Please use Release of Records Form for all detailed open records requests. All returned documents will be sent through the United States Postal service.

  • $0.15 per page/ computer copies plus $2.50 processing fee per request
  • $0.75 per page/ microfilm requests plus $5.00 processing fee per request
  • $5.00 per request for certification

 

The Department will no longer accept nor process Pre-Employment Screening requests as it has in the past. The response to a Pre-Employment Screening request will only disclose whether a first report of injury has been filed with respect to the individual about whom the request is submitted. An Open Records Request is required to obtain additional information.

The Department of Workers' Claims requires pre-payment for all Pre-Employment requests pursuant to KRS 61.874(1). Requests must be mailed with the payment at the time of submission. Please include the person's name, full Social Security Number, your return mailing address and the $2.00 per social requested. Requests will not be processed and will be returned if full payment is not included and/or request is not legible.

Pursuant to KRS 150.170, the Open Records Section also verifies workers’ compensation awards for the Department of Fish and Wildlife for individuals applying for free hunting and fishing licenses.

There will be a $35.00 fee on all returned checks.

KYWCOPENREC@KY.GOV

Deana Mitchell, Administrative Specialist
Phone: 502-782-4455
Fax: 502-564-5732
Email: Deana.Mitchell@ky.gov

Statutes and Regulations

 


 

Research Section

The Research Section within the Division of Information & Research conducts specialized injury and industry research by collecting, reviewing and comparing data that is relevant to workers' compensation issues in Kentucky. Complex Structured Query Language (SQL) queries are completed and reports are formatted to answer in-depth open records requests and to monitor agency, carrier and employer performance. This data is highly beneficial when it comes to exploring areas of legislative interest.

The Research Section maintains the DWC Web site, produces all the agency's publications and has the responsibility of processing WC letters that are driven by statute.

Scanning Section

The Scanning Section is responsible for scanning and verifying all hard-copy claims and first report documentation and indexing them into the agency's integrated imaging system.

Micrographics equipment is located within the branch offices and is available for use by agency staff as well as the general public.

Management staff is responsible for maintaining the agency's records retention and destruction in accordance with the Kentucky Department for Library and Archives retention schedule.