Risk Management Information Systems (RMIS) Frequently Asked Questions (FAQ)
Last Revised: August 29, 2024
Welcome to SORM’s FAQ page on our Risk Management Information Systems. This page will contain answers to commonly asked questions relating to training, licensing, and more. There are separate sections for Claims Coordinators and Risk Managers.
If you experience issues with a specific claim entry, please contact our Claims Department at (512) 475-1440.
If you do not see an answer to your question below, or need extra support, please email servicedesk@sorm.texas.gov.
According to the instructions on the DWC-1s form, job classification codes must be from the state payroll classification table that is available from the State Comptroller of Public Accounts. The State Auditor’s Office prepares the job classification list used by the Comptroller. Because of state reporting requirements, all claims must be sent to DWC via the EDI process. So, you must enter a valid State Payroll Classification Code in Box 34.
Yes, there is! Licensed users can run a report called “Claims Financials by Transaction Date Span” within the Report Listing widget on the RMIS dashboard. A step-by-step guide on how to run this report can be found onSORM’s STAR LMS.
Training on the new RMIS is available right now on SORM’s STAR Learning Management System. You must have an account in SORM’s STAR Learning Management System. You can create a new account, if you do not already have one, by following the instructions in this step-by-step guide.
Claims coordinators will no longer be required to email or fax in documents to SORM’s coordforms email address. Documents can now be uploaded directly to the claim within RMIS. Please view the training called “Uploading Additional Documents to a Claim” in Part 4 of our training series on the STAR LMS.
To access the available training, you must have an account in SORM’s STAR Learning Management System. You can create a new account, if you do not already have one, by following the instructions in this step-by-step guide. Once logged into the account, you will find a catalog of courses called “New RMIS Training: Claims Coordinators”.
No, the training is not required. However, it is highly recommended that all Claims Coordinators go through the training to get a better understanding of the functionality within the new RMIS.
An Authorized Representative is an Agency’s designated person/s who has the authority to make financial decisions for your Agency regarding RMIS user licenses. SORM recommends designating two people as Authorized Representatives to minimize delays for new users.
If your Agency no longer has a valid Authorized Representative, your Agency’s Executive Leadership can designate new individuals as Authorized Representatives by completing the “Agency Designation of RMIS Authorized Representative” form.
A user license is required for each person that will access your workers’ compensation claim data, which includes entry of workers’ compensation incidents, reporting workers’ compensation claims, completing and submitting DWC001S, DWC003, DWC006 and SORM 90 forms, and uploading claim related documentation. The user license will allow the user to view and run pre-designed reports and dashboards in SORM’s RMIS.
Pursuant to Texas Administrative Code §251.213, each state agency must designate at least one workers’ compensation claims coordinator, who will be responsible for receiving notice of injury from its employees. After an injury is reported, the claims coordinator must complete and submit all required employer forms to SORM.
Your agency may decide to only assign a license to one primary claims coordinator; however, other claims coordinators will not be able to access the new system without a user license. User licenses cannot being shared.
If an employee who is assigned a user license no longer serves as the claims coordinator, your agency’s RMIS Authorized Representative can request a license transfer to another employee by completing the Agency Claims Coordinator RMIS User License Request form. The form can be found HERE.
If an additional employee needs to be assigned a user license, your agency’s RMIS Authorized Representative can request a new license by completing the Agency Claims Coordinator RMIS User License Request form. The form can be found HERE.
At the initial log-in, each user must use the click-through process to sign a TPUA that outlines each user’s responsibilities. Each user must comply with the terms and conditions of the TPUA.
SORM does not receive General Revenue and was not provided funds by the Legislature. The Legislature did provide authority to collect the associated costs of implementing the system and transition by increasing SORM’s expected funding authority levels in the General Appropriations Act. All costs of the legacy system and the new system have always been borne by the entities through the funding structure in the GAA and the assessment methodology in the Texas Administrative Code. The purpose for collecting the license information is to determine the number of licenses necessary, to allocate those licenses according to the specific needs of each entity, and to reduce total costs of licensing to the greatest extent possible.
A user license will be issued to each state agency, which must designate at least one claims coordinators to perform the employer responsibilities in the Workers’ Compensation Act.
Each year SORM performs a RMIS license true-up that aims to allocate the correct number of RMIS licenses to each agency for the upcoming fiscal year. During this period, a report will be sent to each agency that lists out the number of licenses purchased at the beginning of the current fiscal year, any additional licenses added throughout the year, as well as how many of those licenses have been allocated to users. It is recommended that agencies review these license documents and submit any changes needed by August 1st so the correct number of RMIS licenses are allocated for the next fiscal year.
Agencies may request additional licenses throughout the year (excluding the blackout period, April 15th thru August 31st), but a reduction in an agency’s license count must occur during the true-up period. This is due to the cost associated with each RMIS license. Changes to Authorized Representatives and RMIS license transfers may occur at any time.
To access the new RMIS, users must be assigned a valid license. Please view the claims coordinator section of this FAQ to learn more about license eligibility.
The State Office of Risk Management held the second round of New RMIS Introductory Advisory Calls on Wednesday, June 21st and Thursday, June 22nd, 2023. The content within each call was the same. You can view a recording of the advisory call by clicking the link below.
The State Office of Risk Management held the first New RMIS Introductory Advisory Call on Wednesday, June 7th, 2023. You can view a recording of that advisory call by clicking the link below.
