Licensing Questions

• What is an Authorized Representative?

  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.

• What to do if your Authorized Representative is no longer with your Agency?

  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.

• Who will need a user license for the new RMIS?

  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.

• Is every state entity required to have a workers’ compensation claims coordinator?

  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.

• Is every claims coordinator required to have a user license at my agency?

  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.

• How long is a user license valid?

  Each user license is valid for the entire fiscal year in which the license is obtained.

• Can a user license be transferred?

  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.

• Will we be able to add an additional user license at a later date?

  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.

• Who can make license changes and obtain new user licenses for my agency?

  Only Authorized Representatives are able to make authorized changes to license holders for the Risk Management Information System (RMIS). 

• Will a user be required to sign a Third-Party User Agreement (TPUA)?

  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. 

• Why is there a cost for each license?

  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.

• Will users be required to complete cybersecurity training?

  Employing entities must ensure that each user has completed a cybersecurity training that complies with DIR requirements.

• Is there an acceptable alternative to the New RMIS process for SORM?

  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.