Kansas Electronic Data Interchange (EDI)

The Kansas Division of Workers Compensation appreciates input from current and potential trading partners regarding the EDI program. Past input has raised important issues and in response, the division has continued its efforts to clarify or rethink its requirements.

If you have a question not in these FAQs and feel it would be helpful to include it, send your suggestions to the division at this contact information. Periodically, this set of Frequently Asked Questions will be updated.

Does the First Report of Injury, get sent for all claims (medical-only as well as indemnity)?
Do all incidents, regardless of medical aid, get reported via EDI?

Either an Original First Report of Injury (00 FROI) or a Denial First Report of Injury (04 FROI), as applicable, must be submitted to Kansas Division of Workers Compensation following an accident or occupational exposure "...if the personal injuries which are sustained by such accidents, are sufficient wholly or partially to incapacitate the person injured from labor or service for more than the remainder of the day, shift or turn on which such injuries were sustained" (K.S.A. 44-557(a)).

Kansas Division of Workers Compensation understands that K.S.A. 44-557(a) merely sets the statutory floor for the timeliness reporting requirement for an Original First Report of Injury or a Denial First Report of Injury. However, any insurance carrier, third party administrator, self-insured employer or group-funded pool may send an 00 FROI for all no-time-loss accidents that do not meet the statutory threshold for mandatory reporting. Reporting entities are strongly encouraged to report any and all injuries regardless of lost time.

Is Electronic Data Interface (EDI) now mandatory in Kansas? When will it be mandatory?
Kansas will mandate the use of IAIABC EDI Release 3 Standards beginning April 2013. Implementation of the mandate will follow a tiered or phased approach which will be announced by regulation later in 2012.

All insurance carriers, group pools and self-insurers will be required to use EDI to file both First and Subsequent Reports of Injury using the Release 3 Standards

What industry codes (DN025) will Kansas accept?
Kansas accepts the Standard Industry Code (SIC 1987) and both the 1997 and 2002 North American Industrial Classification System Codes (NAICS). However, reporters are encouraged to use the 2002 NAICS Codes.

How do we report medical-only claims using the Annual Report (AN)?
Within 10 days before or after June 1st of any year, send to the division all medical-only claims that closed the previous calendar year (and are still closed at the time you create the Annual Report).

If a reporting entity chooses to report via EDI, what will its Closed Claim Study (CCS) reporting obligations be?
Those who choose to report via EDI are no longer required to participate in the Closed Claim Study, because the reporting requirements will be met through EDI. Please refer to "CCS Reporting Using IAIABC Standards Report Sequencing" in the Implementation Guide (page 25).

Do you have a list of approved vendors?
A list of EDI vendors that are currently submitting workers compensation claim reports in other jurisdictions, and that have proven technical and business capability to comply with the Kansas EDI Implementation Guide, can be found here.

Do we submit an EDI Subsequent Report of Injury (SROI) on claims for which we previously submitted a paper Employer's Report of Accident (FROI)?
No, EDI is only going forward. EDI SROIs can only be submitted if you have filed an EDI First Report. This conditional requirement covers medical-only annuals (ANs) as well.

What are the procedures for becoming an EDI Trading Partner?
Contact the Kansas EDI Coordinator at Ebix, who will walk you through the process and answer any testing or transmission questions or concerns.

Following is a Quick Reference List of topics and page numbers in the Kansas EDI Implementation Guide that may be the most helpful in getting started with your EDI implementation process.

Quick Reference List
Page 19..................Executive Summary: Managing an EDI Implementation
Page 22..................Steps to Implement EDI
Page 25..................Reports and Data Requirements (EDI reporting requirements cross-walked with K-WC 1101-A)
Pages 38-42............EDI Reports and Claim Events (advising when claims should be reported)
Pages 43 & 65........Transaction Sequence Requirement (order in which a claim administrator will submit reports)
Pages 51-52............FROI & SROI Element Requirement tables
Page 62..................Approved EDI Formats (technical data format)
Page 63..................Data Edits (edit rules and an overview of how this process works; tables are on pages 67-75)
Page 80..................Reporting Process Functions and Options (lists of in-house and vendor EDI solutions, tips to assess options)
Page 86..................Kansas EDI Trading Partner Process (Trading Partner documents and data requirements)
Page 103................Kansas Division of Workers Compensation Test and Production Process (testing procedure to establish technical capability)

Kansas Trading Partner Documents
Kansas Trading Partner Agreement and Profile are also available on the website.
Instructions are on page 95 of the Kansas Electronic Data Interface Release 1 Implementation Guide.

Once completed, send the documents by fax to (614) 877-2501 or email to the Kansas EDI Coordinator at Ebix and advise the Coordinator of a convenient date for your company to begin testing.

Where can I find the Kansas EDI Implementation Guide?
Here is the Kansas Electronic Data Interface Implementation Guide.

How do I contact someone at the State of Kansas who deals with EDI?
See contact information at bottom of page.

What other resources are there for doing EDI with the State of Kansas?
The Kansas Electronic Data Interface Implementation Guide lists many of the options available, or see contact information at bottom of page.

Where can I find the IAIABC Release 1 Implementation Guide?
Here is the IAIABC guide.

Where do I find the Data Dictionary?
The Data Dictionary can be found in Section 6 of the IAIABC Release 1 Implementation Guide (see Question 12).
Email David Sprick or Robert Soria for more information.

I keep getting an Edit 58 Error (Code/ID Invalid) on the SROI data element DN83 Permanent Impairment Body Part Code, but I use the codes From the Body Part table on your website. Can you tell me why none of the codes I use will pass the edits?
In Kansas, TABLE 7: Part of Body Codes on our website is for use with data element DN36 only. DN83 must equal “99” (Whole Body). All permanent impairment ratings must be expressed as a percentage of the body as a whole. A notation of this was previously found in the table of Edit Matrix Comments following the Edit Matrix in the Guide. The division has now added a notation in the Edit Matrix itself, in the DN83 cell in the column “IAIABC Data Element Name.”

For assistance, call: (785) 296-4000

David Sprick    Email: david.sprick@dol.ks.gov
Robert Soria    Email: robert.soria@dol.ks.gov