myWCB Online User Guide for Physicians
Contents
1. CETWWOWT Nate of I tg Please Choose f PleaseChoose ey P uam mus didis PR CH TES Le TT REL j nim rae nm Please Choose biu m dim hmm Am km alam dms i TOormat Of ihe report You Wish to Ini ciue Invoice 2002 Norkers 2ampensaton Board aji nghts reserved SUBMIT FOR PROCESSING In Section 2 of the Medical Care Invoice Physicians have the option to attach a single external file such as a Consultation Report or a Surgical Report The attached file must be of one of the following document types Text file txt Rich Text Format rtf Microsoft Word document doc Portable Document Format pdf Tagged Image File Format tiff tif WCB Online Services Physician User Guide 28 If a user attempts to attach a document type different from the ones listed above an error will be generated Invalid file type Failed to attach Browse Please note that the file attachment cannot exceed 1 megabyte MB To attach a file to a Medical Care Invoice 1 Ensure that both the correct Physician billing number is selected and the Worker s last name is entered on Section 1 of the report The system will not allow you to attach a file 1f either of these fields is blank 2 In Section 2 of the report select Practitioner Consultation Letter and the Consultation R2. 1 Function tabs Provide access to different areas of electronic injury reporting Function tabs allow you to enter new reports search for saved reports and view payment remittance statuses Report name Identifies the type of report currently being edited Section tabs Used to toggle among the different sections of the report currently being edited Save Changes amp Submit For Processing buttons The Save Changes button saves all information entered in the report that is being edited At this stage no data validation or error checking is performed and the report cannot be reviewed by WCB staff for adjudication purposes The Submit For Processing button first checks all inputted data for completeness and correctness and if no errors are found will send the report to WCB for claim adjudication 5 Help amp Logout links The Help link opens a new browser window containing a comprehensive help document specific to the current screen you are on The Logout link will allow you to securely exit Injury Reporting and returrn you to the myWCB home screen WCB Online Services Physician User Guide 11 Working with Reports The First Report C 050 Upon entering injury reporting you are automatically provided with a blank Physician s First Report Workers Compensation hm Board Alberta D NAE C i OW E Please Choose B Clair Does Worker have an Alberta PHN P
3. Claims rate statements and other reports The My Profile menu provides the following options A U N m Change My Password or UserID Manage My Profile make changes to your personal and or company information View My Access view your current access to myWCB My Invoices and Payments Payments invoices Messages 2 No messages available Copyright amp 2010 The Workers Compensation Board Alberta All rights reserved Web site terms of use myWCB terms and conditions Contact us Request Additional Access request or modify your current access WCB Online Services Physician User Guide 8 Submitting and viewing medical reports or invoices To view or submit medical reports and invoices go to My Account click on Submit Medical Reports and Invoices TY Welcome John Doe myWCB Workers Compensation Board Alberta es My Account 52 Submit Medical Reports and Invoices Messages No messages available Welcome to myWCB My Profile Copyright amp 2010 The Workers Compensation Board Alberts A Change my password manage All rights reserved my profile and access Web site terms of use myWCE terms and conditions Contact us The online injury reporting window will now be displayed for you to submit your medical reports and invoices s Workers Compensation Board n i Jew Renort TEn Ee dedic f Mew Report 4 IWDICE j M ma Care af Search Payment
4. myWCB Online User Guide for Physicians eBusiness Support Team Phone 780 498 7688 Fax 780 498 7866 Email ebusiness support wcb ab ca Hours 8 00 a m to 4 30 p m Monday through Friday excluding statutory holidays Workers Board Alberta Table of Contents AB P EOIN e M 3 BESIEMATSAIEABH ______ ___________ gt 3 SAM ECOVIREMENT ____ __ _ 3 TECHNICAL SUPPORT T 3 acta ve EA E A EE Ua D E E 3 T f B EAE AN D EA A E E re 4 Ist Clie 6g ih eer One ____ 6 6 MAKING CHANGES TO MY PROFILE AND ACCESS ecce eee eee eese esee eee eoe eee ettet eee ee eee 8 SUBMITTING AND VIEWING MEDICAL REPORTS OR eene eene enn 9 0 4 nd Hina D nde d HMM IE DE ne iM E 10 NAVIGATING THROUGH INJURY REPORTING eee e e he enhn hene hse eere eres e ines 11 ER ie REET 61 12 E ml ND xU 12 JE Dg go nei aem i gg TT RUNS 20 Ihe Physician S Invoice DB E ROR inia idia iieiea aiian NP M EPIS 23 Ing Medical Care voice C UM j arenaer r A N y eM editi esa Dr 26 he Medical Service Reassessment C 370 31 Le orne T
5. Physician User Guide 16 3 Enter applicable Modifiers as well as the number of Calls and Encounters for each service provided Saving and submitting When the Save Changes button is clicked all information that you have entered in any section of the report is saved remotely on our secure servers No data is ever saved locally to your machine Should your computer or network system crash or be compromised no confidential information will be lost and all report data will remain safely accessible through any other machine with secure internet access Keep in mind that when the Save Changes button is clicked nothing is ever submitted for review by WCB The fact that the report is saved to a central location also means that reports do not have to be completely entered and submitted all at once You can start filling out portions of a report save a draft copy then continue working on it at a later time or even from a different machine The first time a report is successfully saved a Transaction ID will be automatically assigned to the report found on Section 1 of each report The Transaction ID is a unique report identifier that is assigned to each and every report that is created and saved in the system While most physicians or clinics will not need to record or reference this number the eBusiness Support Team may request this number when you call for assistance Once you have completed all sections of the report and clicks on the Su
6. and invoices s he created view all reports and invoices for the billing number 5 Answer ONE of the available key fact questions for the billing number you identified Click the Next button If you are directed to the Confirmation screen the key facts may have been disabled by your Online Administrator Please complete steps six to eight and await an email advising you of your access status Note You are allowed three attempts to answer the key fact questions correctly After three unsuccessful attempts you will be directed to the Confirmation page where you may modify the access you requested or Click the Submit button to send the access request to the Online Administrator If an Online Administrator for the billing number does not exist the access request will be sent to the eBusiness Support Team Upon receipt of your access request the Online Administrator or the eBusiness Support Team may modify approve or deny the request 6 Review your request on the Confirmation screen and make any necessary changes by clicking on the applicable Modify button Click the Submit button if no changes are required 7 Click the Finish button to go to the Terms and Conditions screen 8 Review and accept the terms and conditions by placing a checkmark beside I agree to the terms and conditions and click the Next button You will now be logged on to your user ID WCB Online Services Physician User Guide 5 Logging in 1 Goto the myWCB Sign In
7. choose the billing number s to be reconciled The Disbursement Recipient is the same as the cheque payee Only one Disbursement Recipient can be chosen when generating a Formatted HTML Report Multiple Disbursement Recipients can be chosen when generating an XML Report To select multiple disbursement recipients the user can simply press and hold the lt Ctrl gt key down on their keyboard while clicking each billing number Disbursement Recipient 01234567 ABC MEDICAL CLINIC SMITH 5 J 01234668 ABC MEDICAL CLINIC JONES 31234777 ABC MEDICAL CLINIC WHITE F 01234588 ABC MEDICAL CLINIC BLACK Cy 3 Select the Report Week from the pull down menu The pull down menu will contain a list of 52 sequential weeks in descending order Please Choose 20120721 20120727 20120714 20120720 20120707 20120713 20120630 20120706 20120623 20120629 WCB Online Services Physician User Guide 41 4 Choose how the data should be sorted using the First Sort Second Sort and Third Sort fields Note Only the First Sort is mandatory The options for sorting are Disbursement Number Billing Number Worker Name Payment Status Claim Number Date of Service Injury Reporting Transaction Number Personal Health Care Number Please Choose Disbursement Number Billing Mumber Worker Mame Payment Status Claim Number Date of Service EIR Transaction Number Personal Health Care Number Note the sort pull down menus
8. for resulting list of matching reports Du Ld d mn Please Choose Please Choose Physician Progress Report Physician Invoice Sort By OT rtion IE Last C7 Claim Number Medical Supplies Invoice C Date of Injury rU Teaateman Medical Service Reassessment b MBO EHE rFeatmient Prite reserved 2 Identify the patient for whom the Medical Care Invoice is to be created by filling in one or more search criteria Note Although the system provides you with many options by which the patient may be identified it is not necessary to fill in every search criteria field In fact the last name alone is usually sufficient to find the correct patient 3 Inthe Create Report As pull down menu select the option Medical Care Invoice Click on the Search button The system will search for and return a summary of any submitted reports matching the search criteria entered WCB Online Services Physician User Guide 27 Hew From Existing MODIFY SEARCH 5 From the list of results locate the correct patient and click on the corresponding Create New link 6 The system will create a new Medical Care Invoice for the patient that has been automatically pre populated with basic information taken from the initial report Adding a File Attachment Workers Compensation Ti i F Ls m mE Pom nile Lar ry m T Eu Feat ERI t JI GOUN gt
9. on the New Report from Existing tab at the top of the page Workers Compensation Board Albena Please Choose reatme LTeate Repon AS Please Choose Please Choose Physician Progress Report rt By E 2 Medical Care Invoice saction ID Last Hame CO Claim Number hiedical supplies Invoice E O Renart Status Treatment proyltiedical Service Reassessment ate of In Ury AED tls LU ETT Copyright 2 2002 orkers Compensation Board Alberta All nights reserved 2 Identify the patient for whom the Progress Report is to be created by filling in one or more search criteria fields Note Although the system provides you with many options by which the patient may be identified it is not necessary to fill in every search criteria field In fact the last name alone is usually sufficient to find the correct patient 3 Inthe Create Report As pull down menu select the option Physician Invoice WCB Online Services Physician User Guide 24 4 Click on the Search button The system will search for and return a summary of any submitted First Reports matching the search criteria entered New From Existing 5 From the list of results locate the correct patient and click on the corresponding Create New link The system will create a new Physician s Invoice for the patient Note This report is automatically pre populated with basic information taken from the previous report From
10. that users do not cut and paste directly from such documents There 1s however an effective workaround to do this 1 Highlight and copy the information from your word processor 2 Paste the information into a simple text editing program such as Windows Notepad Doing this will remove any special characters Highlight and copy the information again this time from the Windows Notepad program 4 Paste the information into Injury Reporting Contact Us If this guide or the online help files do not answer your questions the eBusiness Support Team is available for assistance eBusiness Support Team Phone 780 498 7688 Fax 780 498 7866 Email ebusiness support wcb ab ca The eBusiness Support Team is available from 8 00am to 4 30pm Monday through Friday excluding statutory holidays WCB Online Services Physician User Guide 45
11. the file WCB Online Services Physician User Guide 15 5 Click on the Return button to return to the previous screen Note that the file name is now displayed beside the File Attachment label ile Attachment Report Type Flease Chaose 6 Indicate type of file you are attaching from the File Attachment Report Type field either Work Readiness amp Early Intervention or Other File Attachment Repo pi Work Readiness amp Early Intervention Please Choose Work Readiness amp Early Intervention Other 7 If you wish to detach a file from the report simply click on the Remove button Invoicing with the First Report The First Report contains an invoice tab that must be filled out and submitted along with the report A screenshot of this tab is shown below Workers Compensation ALJ m Board UT m Alberta au XN Ow nl rl BL LLL Loni A aon Cee HD aon T T3 LAL Skill Code Contract ID 000001 WCB General zl clinic General Practice eats oes C e ____ Compensation Board Alberta All rights reserved SAVE CHANGES SUBMIT For PROCESSING For each service being billed for the patient 1 Select the Contract ID Location and Skill Code from the pull down lists 2 Enter the Health Service Code At least one Health Service Code or Report Fee is mandatory WCB Online Services
12. this feature the reports must have been submitted electronically Workers Compensation Board Please enter your Payment Remittance Criteria and click Generate Report Please Choose E xl Isbursement Recipient Please Choose 61234567 ABC MEDICAL CLINIC SMITH S Sh 61234668 ABC MEDICAL CLINIC JONES B 61234777 ABC MEDICAL CLINIC HITE F 1234888 ABC MEDICAL CLINIC BLACK C Please Choose Please choose mg Peasechoose E All rightz reserved New remittance data is generated every Tuesday morning and contains data on the previous week s submitted payments Remittance data will be retained for viewing for one year through the electronic system If you are required to retain the data longer for historical recording purposes the data can be downloaded and saved to your local system WCB Online Services Physician User Guide 40 To request payment remittance data 1 Choose the Report Format from the pull down menu The three available formats are e Formatted HTML Report to view the report online or for printing e Formatted HTML Report Alternate to view the report online or for printing e XML Report for downloading into an existing computer application e g Microsoft Excel Please Choose Please Choose Formatted HTML Report Formatted HTML Report Alternate XML Report 2 Inthe Disbursement Recipient selection box
13. to decipher and correct the errors then submit the report again WCB Online Services Physician User Guide 32 Retrieving and Printing Reports Saved Reports Once a report has been saved you can retrieve the report at a later time or date to continue modifying it Because the reports are saved remotely on WCB s servers the saved report may be accessed from any machine having an internet connection To retrieve a previously saved report 1 Go My Account 2 Click on Submit Medical Reports and Invoices 3 Click on the Search Reports tab along the top of the screen Workers Help Logout er Report Status Please Choose Please Choose Al reserved 4 Identify the patient for whom you would like to retrieve the report by filling in one or more search criteria fields The options available to search by are as follows Transaction ID The unique report identification number that is automatically assigned to the report when it was first saved Last Name The patient s last name as it was entered on the report Processed Claim Number The claim number that was automatically assigned to the report if the report has already been processed by the system after being submitted this may not be the same as the claim number you manually entered on the report Date of Birth The patient s date of birth The format should be entered as YYYYMMDD Date of Injury The date of injury as it was entered o
14. ANE POT T oE EN 33 NIMM SIMI ee erent REM RM rent 40 BATCH SEBMITTERSN Ivo IUa A 43 PARVIS Y LH OB nc MM dd BREOUENTLY ASEED QUESTIONS ene en eee ee eee eee 44 eter Deki EE 45 WCB Online Services Physician User Guide 2 Introduction With access to myWCB physicians enjoy the efficiency security and reliability of electronically submitting patient injury reports and invoices to WCB Alberta System Availability Electronic injury reporting is available daily please refer to the online maintenance schedule available on our website at http www wcb ab ca pdfs providers injury report sched pdf System Requirements e Microsoft Internet Explorer 6 0 or 7 0 e Adobe Reader 6 0 or higher e High speed internet connection Technical Support Should you require assistance using our online services the eBusiness Support Team is available to answer any technical questions you may have They can be contacted at Email ebusiness support wcb ab ca Phone 780 498 7688 Fax 780 498 7866 The team is available from 8 00 am to 4 30 pm MST Monday through Friday and closed on Statutory holidays Security Each user requiring access to myWCB will be issued a unique UserID and password When a UserID and password is issued it is recommended the information is not shared with others In addition when an individual leaves an organizatio
15. Faster payments Report fees are automatically approved for the next cheque run as soon as WCB receives the electronic submission Direct deposit makes receiving payments even faster Flexible reporting options Multiple users can access the same reports from any location with internet access Faster approvals Reports are in the hands of case managers sooner to expedite approval for the payment of the fee for service Your information reaches WCB decision makers within hours of submission Report Management The system can be used as a centralized storage medium allowing you to store and organize claim reports WCB Online Services Physician User Guide 10 Navigating through Injury Reporting This section will describe the screen layout of reporting an injury There are five areas of the screen as described below Workers Compensation RN D DE x Physician s First Report war Secti Transaction ID Physician s Name Clinic Reference Number Please Choose is Does Worker have an Alberta PHH Personal Healthi Humber Social Insurance Humber Section 3 Worker First Worker Middle 9 Invoice ker Telephone Numb ih n Pun Le ITITI 10 Ly Canadaill amp ACarribean CanadalSA Camibean 1 EET MENS o Copyright 12 2002 orkers Compensation Board Alberta rights reserved SAVE CHANGES SUBMIT FoR PROCESSING
16. My Account click Submit Medical Reports and Invoices by Batch 4 The following window will open and you can proceed to submit your batch file Workers Compensation Board Alberta mn CX copyright 2002 Workers Opens ath Board Alberta ll rights reserved WCB Online Services Physician User Guide 43 Additional Help Frequently Asked Questions 1 Ican tlog in Here are a few things to keep in mind when trying to log in Ensure that you are at the correct login site The address shown in the address bar of your web browser should read https my wcb ab ca Ensure your UserID is correct If you have forgotten your UserID click on Forgot UserID fill in the required information and your UserID will be emailed to you a Ensure the password is correct The password is case sensitive If the password is forgotten you may use the Forgot Password link on the Sign In page to reset it If you still cannot log on please contact your Online Administrator or the eBusiness Support Team 2 How do I attach additional information to the report A single file attachment can be included with either the Physician s First Report C 050 or the Medical Care Invoice C 568 For information on how to attach an external file to a First Report please refer to page 144 of this guide To attach a file to a Medical Care Invoice refer to page 28 of this guide 3 unable to find a report using the search f
17. Service and Health Service Code 2 Enter applicable Diagnostic Code s and Modifier s select the Location from the pull down list 3 Enter the number of Calls Encounters and the Fees Submitted if applicable WCB Online Services Physician User Guide 30 The Medical Service Reassessment C 570 The Medical Service Reassessment C 570 allows physicians to submit changes to information previously sent to WCB Prior to creating a Medical Service Reassessment the electronic injury reporting requires that a previous electronic report must exist for the patient a First Report Progress Report Physician s Invoice or Medical Care Invoice To create a Medical Service Reassessment 1 Click on the New Report from Existing tab at the top of the page Workers Compensation Board Report Status Please Choose m Please Choose reate Report As Please Choose Physician Progress Report Physician Invoice Medical Care Invoice umber Medical Supplies Invoice Compensation Alberta All nights reserved 2 Identify the patient for whom the Medical Service Reassessment is to be created by filling in one or more search criteria fields Note Although the system provides you with many options by which the patient may be identified it is not necessary to fill in every search criteria field In fact the last name alone is usually sufficient to find the correct patient 3 Inthe Create Report As pull down menu select the
18. are dynamic Once you have selected a First Sort the Second Sort pull down menu will become active and whichever option you Selected as the First Sort will not be available as an option for the Second Sort i e you cannot select the same field as both the first and second sorts Similarly once you choose a Second Sort the Third Sort will activate and its list of options will exclude the two previously selected sort fields 5 Click on the Generate Report button The report will be immediately generated and displayed in a new pop up window for printing or saving WCB Online Services Physician User Guide 42 Batch Submitters If you are a physician who currently uses a medical software and does not have a UserID please do not complete the registration process To obtain a user ID you will need to contact your software vendor for further information on acquiring access to the online services If you submit your reports through a medical software provider and have an existing UserID you would be required to upload your reports using a batch process To upload your reports using a batch process 1 Goto the myWCB login page at the web address at https my wcb ab ca 2 Enter your UserID and password click the Sign In button F wu AN 71 Workers Compensation Board Submit Medical Reports and Invoices by Batch Messages 2 Welcome to myWCB 3 Got to
19. be entered in the field that follows in contrast if there are no work restrictions then the description field must be left blank Other errors messages may emerge due to invalid or illogical data that has been entered Examples of this include invalid postal codes or Alberta Health Care numbers or a date of examination that occurs before the date of injury To best identify the nature of the error refer to the error description s at the top of each section If the nature of the error is still not clear contact the eBusiness Support Team for assistance Once all errors have been corrected the system will allow the report to be submitted for processing You will receive a pop up message stating Your report was successfully submitted indicating that the report has been successfully transmitted to WCB Important note Once a report has been submitted you are no longer able to make additions or modifications to the report If there is any information that was mistakenly omitted or a correction needs to be made to the report or invoice please submit this information to us using the online C 570 Medical Services Reassessment form See the applicable section below for details on how to do this WCB Online Services Physician User Guide 19 The Progress Report C 151 Creating a Progress Report Prior to being allowed to create a Progress Report injury reporting System requires that a First Report C 050 must already be submitte
20. bmit for Processing button the following will occur 1 All data in the report will be saved 2 The system will check the report for errors either fields that contain invalid data or mandatory fields that have been left blank If errors are found the system will individually identify and explain every error which must be corrected by you see the section on Correcting Errors below 3 Ifthe report is without error the report will be accepted and you will receive a pop up message advising that the report was successfully submitted Microsoft Internet Explorer E WCB Online Services Physician User Guide 17 The following chart summarizes the differences between reports that have been submitted and those that have only been saved Saved Reports Submitted Reports Are not examined by WCB Become part of an official claim file Can be edited printed and even Can be printed but not edited or deleted at your convenience deleted Correcting Errors After clicking on the Submit for Processing button the report is first checked for accuracy and completeness before being transmitted to WCB If the system finds any errors you will be notified in three ways 1 Section tabs will be highlighted with red text if there are errors within that section 2 Within each section individual fields that contain errors will be highlighted with red text 3 Hrror description s will be displayed at the top of each sectio
21. by you Processed Claim The claim number that is automatically assigned to the report once the report has already been processed by the system after being submitted this may or may not be the same as the Submitted Claim number Last Name The patient s last name as it was entered on the report First Name The patient s first name as it was entered on the report Date of Birth The patient s date of birth PHN The patient s Personal Healthcare Number Alberta Health number Date of Injury The date of injury as it was entered on the report Treatment Provider The name of the treating physician as selected on the report Last Update The date the report was last modified Claim Decision Consists of one of the following values Accepted Entitlement accepted Not Accepted Entitlement denied Pending No adjudication decision has been made Medical Investigation Entitlement is being accepted while further medical information is pursued to support decision Processed claim costs are lt 1 000 or worker returned to modified work without time loss no adjudication decision required Report Type The type of report consisting of one of the following values Physician s First Report Physician s Progress Report Physician s Invoice Medical Care Invoice Medical Supplies Invoice Medical Service Reassessment Report Status The current status of the report consisting of one of the following value
22. d for the patient electronically To create a Progress Report 1 Click on the New Report from Existing tab at the top of the page Workers Compensation Board Abeta Hp por Lo Ls Please Choose reatment Provider Please Chonse Create Report As Please Choose Please Choose Physician Invoice e B Medical Care Invoice Last Name C Claim Number Medical Supplies Invoice C Status Treatment Pro Medical Service Reassessment Compensation Board Alberta All nights reserved 2 Identify the patient for whom the Progress Report is to be created by filling in one or more search criteria fields Note Although the system provides you with many options by which the patient may be identified it is not necessary to fill in every search criteria field In fact the last name alone is usually sufficient to find the correct patient 3 Inthe Create Report As pull down menu select the option Physician Progress Report WCB Online Services Physician User Guide 20 4 Click on the Search button The system will now search for and return a summary of any existing submitted reports matching the search criteria entered From Existing Each result summary will display the following information Transaction ID The unique report identification number that is automatically assigned to a report when it is first saved Submitted Claim The claim number that was manually entered on the report
23. e Transaction ID 9 Last Name Claim Number 4 Q Repor status Ireatment Provider Compensation Alberta All rightz reserved 4 Identify the patient for whom you would like to retrieve the report s by filling in one or more search criteria fields Refer to the section above on Saved Reports beginning on page 33 for a description of the available search options Note Although online reporting provides you with many options by which the patient may be identified it is not necessary to fill in every search criteria field however at least one search criteria is required to perform a search The last name alone is usually sufficient to find the correct patient As an option you may also select the field by which the search results will be sorted Last Name is selected by default WCB Online Services Physician User Guide 37 5 Click on the Search button The system will search for and return a summary of all reports matching the search criteria entered Workers Help Logout Compensation Cz emi Pent x TAS POR Compensation Board Alberta All rights reserved MODIF SEARCH From the list of results locate the report required to be viewed and or printed by examining the information provided in each report summary Submitted reports are any reports which display a Report Status other than Incomplete Specifically submitted reports will have one of the foll
24. e Name en forker Address Line 1 Vorker Address Line Postal Code Canada USA Caribean 1 CanadalUSA Camibean 1 O pror Copyright 1 2002 arkers Compensation Board Alberta rights reserved CHANGES SUBMIT FOR PROCESSING The Invoice Only consists of two section tabs and an invoice tab To complete the report simply fill in the patient information in Section 1 click on the Section 2 tab to continue The Section 2 tab asks for details about the patient s employer and the diagnosis for the injury Complete the mandatory fields in this section denoted by a red asterisk beside each field then click on the Invoice tab The invoice can be filled out in the same manner as described above in page 16 Note The Physician s Invoice Only report is exactly the same as the Physician s First Report with Sections 3 and 4 omitted For a follow up visit where there is no status change the Invoice Only can also be used instead of a Progress Report In this case the Invoice Only can be created from the patient s existing First Report or Progress Report By doing so the system will automatically copy most of the patient and employer information from the First Report or Progress Report to the new report thereby simplifying and speeding up the reporting process To create an Invoice Only C 252 from a First Report WCB Online Services Physician User Guide 23 1 Click
25. eature There are several reasons why you may not be able to successfully retrieve a report for a patient The most common reason is simply due to incorrect information that has been entered in the search criteria Another common reason is that too many search criteria fields are entered the search is too specific In most cases the report can be found by simply searching using the patient s last name If this produces too many search results the search can be further narrowed by using one additional search criterion along with the last name If you are still unable to find the report contact the eBusiness Support Team before re creating the report The eBusiness Support Team will be able to verify whether or not the report truly exists 4 When or why should a report be Moved to History The Move to History feature helps you to manage and organize your reports by allowing you to archive inactive patient reports By moving dated reports to history you will be able to focus only on your active claims If you are required to retrieve a report that has already been moved to history you may simply select the Historical search option on the Search Reports screen WCB Online Services Physician User Guide 44 5 Can I cut and paste text directly from my word processor Some advanced word processing tools such as Microsoft Word or Lotus WordPro contain special characters that are incompatible with Injury Reporting It is strongly advised
26. eport Type from the drop down list then click on the Add button to be redirected to the file upload screen Please select the appropriate supplementary medical information for this invoice Report Not Required 9 Practitioner Consultation Letter Extended Medical Reporting Surgical Assist or Anesthesiologist Consultation Report Type Flease Choose Please Choose sh to include Consultation Report surgical Report 3 Click on the Browse button to locate the file you wish to upload i Workers Board Alberta Medical Care Search y Payment emittance C568 Medical Care Invoice Please select a file to submit Section 2 Browse Upload Invoice Return WCB Online Services Physician User Guide 29 4 Once you have located the file click on the Upload button to attach the file to the report If the file is of an allowable format and size the system will display a message confirming successful attachment of the file File has been attached successfully Browse 5 Click on the Return button to return to the previous screen Note that the file name is now displayed beside the File Attachment label 6 If you wish to detach a file from the report simply click on the Remove button Invoicing with the Medical Care Invoice Select the Contract ID and Skill Code from the pull down lists For each date of service being billed for the patient 1 Enter the Date of
27. ersonal Health Number Social Insurance Number Canada USA Carribean 1 Canada USA Carribean 1 TE CT eme Copyright 12 2002 arkers Compensation Board Alberta rights reserved SAVE CHANGES SUBMIT FoR PROCESSING General Layout The Physician s First Report is divided into 4 different sections plus invoice as indicated by the corresponding tabs along the left side of the screen By simply clicking from tab to tab you may navigate from one section of the report to the next The sections of the report can be completed in any order however all four sections of the report should be completed first before an attempt is made to submit the report While it is not mandatory to Save Changes after every section you could in theory fill out all sections of the report then click on Save Changes to save everything it is highly recommended that you save regularly to avoid losing data due to timing out or lost internet connection issues Entering Data Each section of the report contains a number of labeled question fields and a corresponding text box pull down menu or radio button group for you to provide your answer Text boxes permit the user to enter and edit freehand information using their keyboard Pull down menus and radio buttons allow you to select an answer from a simplified list of choices with a mouse If you do not find a specific answer you WCB Online Services Physician U
28. ext document To include a consultation letter or surgical report with your Medical Care Invoice ensure Practitioner Consultation Letter is selected Please select the appropriate supplementary medical information for this invoice Report not required 9 Practitioner Consultation Letter Extended Medical Reporting Surgical Assist or Anesthesiologist a Sections 3 4 and 5 are to be completed by Emergency Medical Specialists only In order to complete these sections Extended Medical Reporting must be selected in Section 2 Please the appropriate supplementary medical information for this invoice Report not required Practitioner Consultation Letter Extended Medical Reporting Surgical Assist or Anesthesiologist WCB Online Services Physician User Guide 26 The Invoice tab allows all medical specialists to submit billing to the WCB for report fees and medical services For new patients a medical care invoice can be created by simply clicking on the Medical Care Invoice tab This will provide you with a blank medical care invoice form Alternately you can also create a medical care invoice for an existing patient on a follow up visit for which there exists a previously submitted electronic report To create a Medical Care Invoice for an existing patient 1 Click on the New Report from Existing tab at the top of the page Workers Compensation Please enter your search criteria and click Search
29. from Existing ice vo CX Reports Remittance 050 Physician s First Report Section 1 Transaction ID Physician s Name Clinic Reference Humber Please Choose Wile Claim Humber Does wynrker have an Alberta PHN Personal Health Number Soctal Insurance Humber Yes Worker Date of Birth Worker Last Name Worker First Name Worker Middle Name Worker Address Line 1 Worker Address Line 2 Invoica Worker Worker Worker City Town Prowince Postal Code AB Worker Telephone Number Date of Injury Country Area Code Humber GanadarusA Carribean ea opyright Gi 2002 Workers Board Yl rights reserved SAVE CHANGES SUBMIT FOR PROCESSING WCB Online Services Physician User Guide 9 Reporting an Injury Injury Reporting provides general practitioners and specialists to submit their reports and invoices to WCB Through this system physicians can electronically submit First Reports C 050 Progress Reports C 151 Physician Invoices C 252 Medical Care Invoice C 568 Medical Supplies Invoice C 569 Medical Service Reassessment C 570 Electronic submission of injury reports is mandatory for general practitioners to use when submitting patient injury reports This method of reporting replaces the traditional faxing method for report and invoice submission There are several advantages to using Injury Reporting a
30. here the process of completing the Invoice Only Report is identical to that of completing the invoice portion of the First Report Refer to the steps described on Page 16 for entering saving and submitting data and correcting errors WCB Online Services Physician User Guide 25 The Medical Care Invoice C 568 Workers Compensation Board V P First Mew Report gice Medical Search Payment Report from Existing Only Invoice Reports Remittance Medical Care Invoice Transaction ID Please Choose WCB Claim Number Does Worker have an Alberta PHN O Yes Worker First Name Worker Address Line 2 S Worker Worker Worker Involca City Town Province Postal Code Pel X jJ Worker Telephone Number Country Humber Area Code CamdaUSACambean w SAVE CHANGES SUBMIT PROCESSING The online Medical Care Invoice is provided to allow medical specialists to electronically submit billing for medical services and report fees The report consists of five section tabs and an invoice tab a Section 1 encompasses the patient s personal data Fields that are mandatory are marked with a red asterisk Section 2 allows a consultation letter or surgical report to be submitted with the Medical Care Invoice This can be done by either typing the letter or report into the consultation letter text box by hand directly or copying and pasting the file from an electronic t
31. icians have the option to attach a single external file such as an Early Intervention and Work Readiness report The attached file must be of one of the following document types Text file txt Rich Text Format rtf Microsoft Word document doc Portable Document Format pdf Tagged Image File Format tif If you attempt to attach a document type different from the ones listed above an error will be generated Note The file attachment cannot exceed 1 megabyte MB WCB Online Services Physician User Guide 14 To attach a file to a First Report 1 Ensure that both the correct Physician billing number is selected and the Worker s last name is entered on Section 1 of the report The system will not allow you to attach a file if either of these fields is blank In Section 3 click on the Add button to be redirected to the file upload screen 3 Click on the Browse button to locate the file you wish to upload Workers Compensation Board IUE a TIME 50 Physician s First Report poet WR OE Section 1 Please select a file to submit Sen Section 3 seers Compensation Board Alberta rights reserved 4 Once you have located the file click on the Upload button to attach the file to the report If the file is of an allowable format and size the system will display a message confirming successful attachment of
32. ink to View amp Print the report In addition reports that have already been processed where the report status is either Complete or Manual Processing Complete will have a second option to Move to History To print a hardcopy of the report click on the View amp Print link A PDF Portable Document Format copy of the report will open in a new window using Adobe Reader You can print a copy of the report from here The Move to History link provides you with an option to archive old reports This action does not delete the report from the system but rather moves the report from active view to historical view One search criterion available on the Search Reports screen is the option to select between Active and Historical reports If you select Active the system will omit displaying any reports that have been moved to history In contrast if you select Historical the system will display only reports that have been moved to history Note Once a report has been moved to history historical view it can no longer be moved back to active view Please exercise caution when clicking on this link Should a report be archived in error the report can still be retrieved by selecting Historical from the Search Criteria WCB Online Services Physician User Guide 39 Payment Remittance Payment Remittance allows health care providers to obtain detailed payment remittance data online To be eligible to use
33. ion Board Alberta All rights reserved Web site terms of use myWCB terms and conditions Contact us 2 Enter your first name last name and email address associated with your user ID Click the Submit button Note If you are unable to provide the required information please contact your Online Administrator or the eBusiness Support Team Forgot Password 1 Click the Forgot Password link from the Sign In page home contact us sign in Workers Compensation Board Alberta Forgot Password Enter your UserlD and the email address that you used to register for myWCB Your new password will be emailed to you UserlD Email Address Return to Sign In Copyright amp 2010 The Workers Compensation Board Alberta All rights reserved Web site terms of use myWCB terms and conditions Contact us 2 Enter your UserID and email address Click the Submit button A new temporary password will be emailed to you WCB Online Services Physician User Guide 7 Making changes to My Profile and Access The My Profile menu is found in the bottom left of the screen Workers Compensation Board Alberta Lr My Account Account information clearances earnings Welcome to myWCB Getting started with myWCB Change My Password or UserlD Manage My Profile View My Access Request Additional Access My Profile Change my password manage my profile and access My Claims and Costs
34. n Workers Compensation E Board Alberta j 12 ane WI 21 021 Worker Personal Health Number i is required since Alberta Personal Health Number Indicator is Yes 121045 Date of Injury is a required field Ham Clinic Reference Number ETT TIT TuS Ila ye insgaction ID 85160 icia Physician s 012345 ABC MEDICAL CLINIC SMITH S EEEO A SENS T First ork Worker Middle Name MI i E John Jon its 1370 04 18 1970 04 18 Ass ee p rkers e Compensation Board Alberta Canadai USA Carribean 1 Canadai USA Carribean 1 O rights reserved SAVE CHANGES SUBMIT FOR PROCESSING To correct errors click on a section tab where the tab text is highlighted in red Within that section look for the individual field s marked in red these are the fields that need to be corrected Use the Section Error descriptions at the top of the page to determine how to fix the error WCB Online Services Physician User Guide 18 Some errors may appear more complex than others The simplest errors arise from mandatory fields that have not been completed most fields are always mandatory however some fields may become mandatory depending on what was answered in a previous question For example if you indicate in Section 4 that there are work restrictions then a description of those restrictions must
35. n or no longer requires access to our systems the UserID should be deactivated Our online services are accessible via a secure web channel using 128 bit Secure Socket Layer SSL encryption Users can be assured that all information transferred through the online services is transmitted using the highest level of security To further enhance security myWCB times out after 60 minutes Any unsaved information will be lost WCB Online Services Physician User Guide 3 Getting Started To request access to myWCB online services please follow the steps below 1 Goto the myWCB Sign In page at https my wcb ab ca and click the Sign up now button Workers Compensation Board Alberta myWCB Sign In General Announcements Enter your UserlD and Password to sign to myWCB New to myWCB UserlD Forgot UserID Password Forgot Password By logging in or having access to myWCB am agreeing to these Terms and Conditions effective July 25 2010 To quickly access myWCB the future we recommend you bookmark this page For assistance please contact our eBusiness Support Team Email ebusiness support 2 w cb ab ca Tel 780 498 7688 toll free in Alberta 1 866 922 9221 Hours 8 00 a m 4 30 p m weekdays Fax 780 498 7866 Copyright amp 2010 The Workers Compensation Board Alberta All rights reserved Web site terms of use myWCB terms and conditions Contact us 2 Complete the required fields a
36. n the report The format should be entered as YY YYMMDD WCB Online Services Physician User Guide 33 Report Status The options available in this selection box are Incomplete Submitted Held for Manual Processing Manual Processing Complete Complete For more information regarding report statuses refer to the section on Submitted Reports beginning on page 37 Personal Health Number The patient s Alberta Health Care number Active Historical Allows you to choose between searching and viewing reports that are active versus reports that have been moved to history For more information regarding Active and Historical reports refer to the section on Submitted Reports beginning on page 37 Treatment Provider the billing number name of the treating physician selected from a drop down list Form Type the type of report you are searching for The options available in this selection box are C050 Physician First Report C151 Physician Progress Report C252 Physician Invoice C568 Medical Care Invoice C569 Medical Supplies Invoice C570 Medical Service Reassessment WCB Online Services Physician User Guide 34 Note Although the system provides you with many options by which the patient may be identified it is not necessary to fill in every search criteria field however at least one search criteria is required to perform a search The last name alone is usually sufficient to find the correct patient As an op
37. nd click the Next button 3 suggested UserID will be provided It can be changed if required Enter and confirm the password Click the Next button The following window will appear myWCB _ Workers Compensation Board Alberta SECTION 3 ACCESS REQUEST kJ Section 3 of 5 User Type Select the type of relationship that most closely represents your business with WCB Alberta Note If you are a physician who currently uses medical software click here Physical Therapist Chiropractor Association Information Enter the physician s billing number Billing Number F Are you requesting access to a biling number that is not your own 2 Copyright 2010 The Workers Compensation Board Alberta All rights reserved Web site terms of use myVVCB terms and conditions Contact us WCB Online Services Physician User Guide 4 4 Select Physician radio button enter the WCB billing number and select the role s you perform for the billing number you identified Click the Next button Note As part of the registration process you will be prompted to identify the role s you perform for the billing number identified This determines the access and services to be granted Role Online Services Clinic e create modify submit and view all medical Administrator Manager Owner reports and invoices for the billing number Injured Worker Healthcare create modify and submit medical reports Provider
38. option Medical Service Reassessment 4 Click on the Search button The system will search for and return a summary of any existing submitted reports matching the search criteria entered from which the new report can be created WCB Online Services Physician User Guide 31 Hew From Existing MODIFY SEARCH 5 From the list of results locate the correct patient and click on the corresponding Create New link to create the Medical Service Reassessment Note Section 1 of this report is automatically pre populated with information taken from the previous report only the physician s name needs to be selected in this section On the Invoice tab select the Contract ID and enter the details of the change under the Was and Should Be headings If you wish to provide more information to us regarding your changes enter this in the Additional Comments field Workers Compensation Board CAD See ON p C570 Medical Service Reassessment www Transaction ID Contract ID 000001 WCB General d eru pe TH YU CHE Copyright 12 2002 orkers Compensation Board Alberta All rights reserved CHANGES SUBMIT FOR PROCESSING Click on Submit For Processing to send the report to WCB The system will automatically check the report for errors and then transmit the report to WCB if no errors are found If errors are found follow the instructions found on Page 18 of this guide
39. owing four potential report statuses l Submitted The report has been successfully submitted to WCB but it has not yet been processed by electronic reporting Complete The report has been successfully submitted to WCB has been processed by the electronic reporting system and a claim number has been assigned to the report You will find the assigned claim number in the Processed Claim field when viewing the report summary details on the Search screen Held for Manual Processing The report has been submitted to WCB however the system is unable to successfully match the report to an existing claim on file The most common cause of reports having this status is due to a discrepancy between the data provided in the report and what has been reported in prior report submissions by the worker employer or physician Because the report 1s unable to be automatically processed by the system it must now be manually processed and matched to a claim by a Customer Records Clerk Manual Processing Complete The report has been submitted to WCB and was held for manual processing but the Customer Records Clerk has finished processing the report and a claim WCB Online Services Physician User Guide 38 number has been assigned You will find the assigned claim number in the Processed Claim field when viewing the report summary details on the Search screen All reports that have been submitted and or processed will be accompanied by a l
40. page at https my wcb ab ca Workers Compensation Board Alberta myWCB Sign In General Announcements General Announcement Enter your UserlD and Password to sign to myWCB New to myWCB usero Forgot UserD Welcome to the myWCB Password Forgot Password P Sian up now A By logging in or having access to myWCB am agreeing to these Terms and Conditions To quickly access myWCB in the future we recommend you bookmark this page For assistance please contact our eBusiness Support Team Email ebusiness support 2 wcb ab ca Tel 780 498 7688 toll free in Alberta 1 866 922 9221 Hours 8 00 a m 4 30 p m weekdays Fax 780 498 7856 Copyright amp 2010 The Workers Compensation Board Alberta All rights reserved Web site terms of use myWCB terms and conditions Contact us 2 Enter your UserID and password and then click the Sign In button Please note the password is case sensitive Note You will be required to accept the terms and conditions on your first sign in WCB Online Services Physician User Guide 6 Forgot UserID 1 Click the Forgot UserID link from the Sign In page home contact us sign in Workers Compensation Board Alberta Forgot UserlD Enter your name and the email address that you used to register for myWCB Your UserlD will be emailed to you First Name Last Name Email Address Return to Sign In Copyright amp 2010 The Workers Compensat
41. s Submitted Held for Manual Processing WCB Online Services Physician User Guide 21 Manual Processing Complete Complete For more information regarding report statuses refer to the section on Submitted Reports beginning on page 37 5 From the list of search result summaries locate the correct patient and click on the corresponding Create New link to create the Progress Report The system will create a new Progress Report with an attached invoice for the patient Note This report is automatically pre populated with basic information taken from the previous report From here the process of completing the Progress Report and invoice is identical to that of completing the First Report WCB Online Services Physician User Guide 22 The Physician s Invoice Only C 252 In cases where the injured worker either does not require a comprehensive consultation when modified duties are not required or when no time will be missed from work the physician may submit an Invoice Only C 252 instead of a First Report A blank C 252 Invoice can be accessed by clicking the Invoice Only tab along the top of the page Workers Compensation Albena C252 nance Only lt X OW Please Choose Choose Pesos Section 1 Section 2 WCB Claim Humber Does Worker hav Alberta PHH ors oral Health Insurance Number Invoice Wo Y Birtt orker Last Name First Ham Morker Middl
42. ser Guide 12 require in a pull down menu simply select the option that best matches the answer Note that any field marked by a red asterisk is a mandatory field and must be answered In text fields where specific formatting is required for instance date fields the system will display the formatting style in the field label Note Cutting and pasting text tables graphs graphics etc directly from your word processor is not recommended Advanced text editors such as Microsoft Word often contain special characters that cannot bee interpreted Refer to the Frequently Asked Questions at the end of this document for more information about cutting and pasting text For a detailed explanation of what a particular field is asking consult the online Help file Because the Help file always opens in a new window you can continue working on your report even while the Help file is open To access the Help file all pop up blockers must be disabled The Help file also contains useful suggestions and examples for properly filling out individual fields WCB Online Services Physician User Guide 13 Adding a File Attachment Workers Compensation Section 4 Copyright amp 2007 Workers Compensation Board Alberta AJl rights reserved Ee Mos ERES MEER Wem r e A emo ae Pe Please Choose SSS SUBMIT FoR PROCESSING In Section 3 of the First Report Phys
43. t click on the View amp Print link A PDF Portable Document Format copy of the report will open in a new window using Adobe Reader You can print a copy of the report after it has been displayed Note All incomplete reports that are viewed or printed will contain a Draft watermark indicating that the report has not been submitted Once the report has been submitted and reprinted the Draft watermark will disappear WCB Online Services Physician User Guide 36 Submitted Reports Once a report has been submitted to WCB the system will immediately and automatically attempt to match the report to an existing claim on file If the system finds a matching claim it will assign the claim number to the report which can be retrieved by you usually within one hour after submission Reports that have been submitted may no longer be modified or deleted however they are still retrievable through the system for the purpose of viewing or printing To retrieve a submitted report you must first search for the report Since submitted reports are saved remotely on WCB s servers they may be accessed from any computer with internet access To retrieve a submitted report 1 Goto My Account 2 Click on Submit Medical Reports and Invoices 3 Click Search Reports tab at the top of the screen Workers Help Logo Compensation _ PoI epar Eats Please Choose Please Choose Please chos
44. tion you may also select the field by which the search results will be sorted when the results are displayed Last Name is selected by default 5 Click on the Search button The system will search for and then return a summary of all reports matching the search criteria entered Workers Help Logout Compensation NA Board m Alberta qeu NE OS Compensation Board Alberta All rightz reserved MODIF SEARCH 6 From the list of search results locate the specific report you wish to work with by examining the information provided in the report summary Any reports having a Report Status of Incomplete mean that the reports have not been submitted to WCB Such reports will be accompanied by both an Open link and a Delete link reports regardless of report status will have an additional option to View amp Print the report To resume modifying the report click on the Open link below the report summary The report will be re opened for modification containing all information that was previously entered and saved To permanently remove an incomplete report from the system click on the Delete link below the report summary The system will prompt you to confirm this action WCB Online Services Physician User Guide 35 Note Doing this will permanently delete the report from the system Neither you nor WCB will be able to access or retrieve the report To print a hardcopy of the repor
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