COURTS on-line E-Filing
How does the process work?
How can my firm participate in e-filing?
Do we need any system changes or upgrades to our system to be able to e-file?
Procedures Guide to Electronic Filing Claims and Answers
Procedures Guide to Electronic Filing of Motions
Contact information and additional questions
The workers' compensation electronic filing program enables attorneys, insurance carriers, governmental agencies and self insurers to file and receive workers' compensation legal documents through the Internet. This program is available through the Division's COURTS on-line system.
The following legal pleadings may be filed under this program:
- Claim Petitions
- Answers to Claim Petitions
- Dependency Claim Petitions
- Answers to Dependency Claim Petitions
- Medical Claim Petitions
- Answer to Medical Claim Petitions
- Application for Review and Modification of Formal Awards (Re-Openers)
- Answers to ARM’s
- Amendments to all of the above 8 documents
- Application for an Informal Hearing (insurance carriers can also e-file this document)
- Motion to Dismiss
- General Motion
- Answer to Motion
- Motion for Medical & Temporary Benefits
- Answer to Motion for Medical & Temporary Benefits
- Motion for Emergent Medical Treatment
In order to participate in electronic filing, your firm must first be signed up for the COURTS on-line program. Visit the COURTS on-line page for information on how to sign-up for this program. We are giving COURTS on-line participating firms the ability to designate who on their staff will have electronic filing rights. For law firms, we are offering 3 different access levels. For insurance carriers and self-administered self-insurers, we are offering two access levels.
|Law Firm Access Levels:|
|Insurance Carrier Access Levels:|
Full: Subscribers assigned this access level will be given full rights to e-file Applications for Informal Hearing, to receive and download electronically filed legal pleadings sent to their company and to designate respondent counsel on electronically filed cases.
The electronic filing process is very simple. For subscribers that have been given electronic filing access, they will see additional "e-filing" buttons and menu options, in addition to the existing COURTS on-line functions.
Important Note - As long as one subscriber from a law firm or carrier is designated as an active electronic filing participant, that firm will, be considered an "Electronic filing firm" and they will receive notices of electronically filed legal pleadings only through the COURTS on-line website. Manually filed documents will continue to be sent to the parties of a case through US Mail.
This following series of events will occur when all the parties are electronic filing participants (Petitioner/Applicant Attorney, Insurance Carrier, Respondent Attorney). This flow is the optimal scenario.
However, Petitioner attorneys may e-file even when the carrier and their respondent attorney are not e-filers. Similarly, respondent attorneys can e-file an Answer even if it was manually filed by the petitioner attorney.
A. Electronic Filing of a Claim Petition
- To begin the process of E-Filing a CP, the e-filer (petitioner attorney law firm) will click on the top menu item “E-Filing” and then select “New Claim”.
- On the next page, the filer can choose from 4 different document types (CP, DCP, MCP & AIH). The filer will choose Claim Petition
- Then the filer will enter the petitioner’s SSN (or check off “SSN not available”) and click on Next.
- An interim page will appear if the following conditions are present:
- If the firm previously filed a case for this same petitioner or injured worker, those cases that are in active status will be displayed in the section called “Active Cases”. Having this data displayed here may help you avoid filing a duplicate document. You can view details of that case by clicking on the hyperlinked Case #.
- If the firm has already created a document for this petitioner or injured worker and that document has not yet been filed, the last saved version of that document will be displayed here. This will help you avoid creating duplicate documents, which can get confusing to manage. You have the option of selecting the earlier version of the document or creating a brand new document. In this example, there are no draft documents, so we will select Create New.
- A CP template will appear on the screen consisting of three tabs, Party Info; Injury Details; Print and Submit.
- The filer completes the Party Info tab with all required information.
- Once complete, the filer will hit the “save and continue” to move on to the next tab - Injury Details
- The filer completes the Injury Details tab with all required information.
- Once complete, the filer will hit the “save and continue” to move on to the next tab - Print & Submit
- Upon reaching the Print and Submit tab, the document must be viewed and printed at least once and then signed by the petitioner/applicant.
- Once the document is viewed, then it can be electronically submitted. Upon submit of the document, the filer will receive a confirmation of the filing.
- District Office and CP # are assigned automatically by the system. If the injured worker already has a case in the system assigned to a judge, the new case will be automatically assigned to the same office and judge.
- CP is electronically received in the assigned WC district office and they create file.
B. Electronic Notice to Respondent, Carrier and Respondent Attorney
- COURTS on-line serves an electronic copy of CP to Carrier. Notice of filing appears in the Carrier InBox in COURTS on-line.
- Carrier can print, individually or in batch mode, all electronically filed documents.
- If specific Respondent Attorneys have been pre-designated by carrier, they will also receive electronic notice of CP.
- If the carrier has not pre-designated an attorney, they have the option to assign an attorney to the case from within the Message Box. The respondent attorney will then immediately receive an electronic copy of the CP.
C. Electronic Answer to Claim Petition
- To file an Answer, respondent attorney can click on the E-Filing button on the top menu bar and select “Answer” from the drop-down list or if they have been pre-designated by the carrier, they can click on the link “Respondent’s Answer to Claim Petition” from the case listed in their InBox.
- An Answer to Claim Petition template will appear on the screen pre-filled with data.
- After data entry is complete, the document is Saved and Printed and then signed by the respondent attorney
- The document can then be electronically submitted.
- The filing attorney receives confirmation of the filing and will also be advised if the petitioner’s attorney and carrier are electronic filing participants.
- The petitioner’s attorney and carrier will receive the Answer in their COURTS on-line Message Box.
- The WC district office also receives the Answer electronically. Staff prints the Answer and inserts into case folder.
- The Answer filing is automatically docketed in the system and the respondent attorney is added to the case as an active party.
**This simple process can be made even simpler, as follows:
Carriers are being given the ability to “pre-designate” up to 15 respondent law firms (corresponding to the Division’s 15 hearing offices) to automatically receive notice of all electronically filed legal documents sent to the carrier.
By using the “pre-designation” option, carrier personnel will not have to individually designate a respondent attorney for every e-filed case. This feature is particularly helpful for carriers who use “house counsel” or refer cases to particular respondent attorneys based upon the vicinage assigned on the case. The respondent attorneys selected for this pre-designation feature must be COURTS on-line electronic filing participants.
Conclusion: When all parties of a case are electronic partners of the Division, this whole process, which manually could take several weeks, can potentially be completed within minutes. And better yet, all e-filed documents will be stored in our database, available for viewing or downloading at any time by any party. For attorneys and insurance carriers representing injured workers and employers, e filing will provide the ability to conduct real time business with the Division and with each other, resulting in visible improvements to case processing time.
Participation in e-filing is open to COURTS on-line subscribers. If your firm is not already enrolled in COURTS on-line, please complete a COURTS on-line Internet Access Application form ( PDF, MS Word) and submit to the Division by mail or by Fax. Within 2-4 weeks, you will receive instructions in the mail on how to access the COURTS on-line system.
If you are already a COURTS on-line subscriber and you wish to participate in electronic filing, please contact your company's COURTS on-line Contact Person for further assistance. The COURTS on-line Contact Person must complete a Subscriber Change Form ( PDF , MS Word), indicating the names of the subscribers who should be granted e-filing rights. If you are unsure of the name of your company’s contact person, please call us at (609) 777-4921 or send an e-mail to firstname.lastname@example.org.
E-Filing Written Procedures Guide:
E-Filing Motions - Overview and Procedures:
E-Filing Motions with Documents Attached:
E-Filing Claim Petition module (step-by-step screen overview)
E-Filing Answer to Claim Petition module (step-by-step screen overview)
If you have any questions or would like additional information, please contact:
COURTS on-line Technical Support Unit