eCase Administrator's Responsibilities
NOTE: Does not pertain to Claimant access to eCase.
eCase allows approved users to view the electronic case folders used by the NYS Workers' Compensation Board to process claims for injured workers. When an organization requests access to eCase (see Register for eCase), an eCase administrator from within the organization needs to be designated. The eCase administrator has a very important role in contributing to the successful use of eCase.
The following list describes the eCase administrator's responsibilities:
- Primary contact with the Workers' Compensation Board
The administrator has the responsibility of disseminating eCase information that is received from the Board to the appropriate people in his/her organization.
- Add, Modify or Remove Users (user ID and password required)
ONLY the eCase administrator can request user ID's and passwords for eCase access for other employees in his/her own organization. The administrator is also responsible for notifying the Workers' Compensation Board when eCase users within his/her own organization should no longer have eCase access, for example, when an employee leaves the organization.
- Assist eCase users
The administrator assists eCase users in his/her own organization regarding questions about how to use eCase and is the liaison for his/her organization with the Workers' Compensation Board Help Desk. ALL problems or questions that the eCase administrator cannot answer or resolve need to be reported to the Board's Help Desk by the eCase administrator.
- Grant/Remove access to electronic case folders
- The administrator, using the eCase online administrator tool, will grant and remove access for approved eCase users within the administrator's organization to cases in which the administrator's organization is listed as a party of interest. Please read How to use eCase Administration to learn how to use the online administrator tool. Note: After receipt of a user ID and password, a new user must contact his/her eCase administrator and ask to be granted access to cases, as determined appropriate by the organization. Example: If the organization's Board assigned number is W111111 and that number is listed as a party of interest on 1000 cases, the administrator may grant access to his/her co-workers that are eCase users as follows: co-worker 1 may access all cases, co-worker 2 may access 500 cases and co-worker 3 may access 1 case.
- The administrator,
using the eCase online administrator tool, will grant and remove access to eCase
users in different organizations, for cases
in which the administrator's organization is listed as a party of interest.
Example: Organization ABC has a Board assigned number of W111111 and that number is listed as a party of interest on a particular case that Organization ABC would like Jane Doe, an attorney in the firm, Doe, Jones and Smith, to be able to view using eCase. IF Jane Doe is an approved eCase user, the administrator for Organization ABC may choose to grant Jane Doe access to that particular case.
- Special Note for Employers with eCase
If you are the eCase administrator for an employer, you will need to contact the eCase administrator for your workers' compensation insurance carrier to request that your carrier grant you access to your organization's cases.