How to Complete an Online Insurer Annual Report using the HandS System

As an Insurer organization, you were required to complete an Initial Report. When the Health & Safety Division received your Initial Report, the report information was entered into the HandS system. Consequently, that information will be displayed on the next Annual Report for your organization. An online notification is sent to you when your next Annual Report is due.
 
The following eight steps detail the HandS system screen sequence that must be completed to submit an online Annual Report.
 
Each step includes a screen shot, plus general information regarding the data elements included in that section of the report. As you follow the process, the View Help feature provides useful information about the information necessary to complete the form.
 
The following icons are used throughout these instructions (vs. online) to call your attention to a detail, a system function, or a point at which the View Help feature is particularly useful.
 
Image of reminder Reminder
 -
A brief, but useful tip
 
   
NOTE
 -  Details about system capabilities
Image of view help 
 -  Indicates that the View Help feature, located in the upper right of the screen, will provide more details 
 
Before you begin completing your report, there are some business requirements you should be aware of:
  • Insurers are placed on a Failure to File list two weeks after June 1st of the current year if an Annual Report has not been filed for the previous year.
     
  • The Annual Report is pre-populated with the organization’s basic information. If the organization updates the pre-populated data, HandS will give the organization a warning message indicating that if they change the information, the following Annual Report will reflect the changes. (Example: If the address is updated then all correspondence to the organization will be sent to the updated address).
     
  • All required fields on a page of the annual report must be completed in order to save the information and proceed.
     
  • Data on a page is validated when Save and Continue or Save and Suspend is selected.
     
  • Avoid using the back button on the browser, instead use the section drop-down feature to look at the previous selections.

Start - HandS Home Page

In order to access your online Annual Report through HandS, you must have established an online user profile. To establish an online user profile, select Register for an Online Account. For more information on registering for an online account, see the Online Registration document.
 
On the HandS home page, select Login to HandS using an existing profile. 
 
Screenshot of Publicly Available Services, Select an Action Item 
  
You’ll be navigated to the Login screen. Enter your User ID and Password and select Login.
 
Screenshot of Publicly Available Services, Login Screen 
 
Image of reminder Reminder - User ID and Password were created when you first registered your organization.
 
Image of reminder Reminder – Fields marked with a red asterisk are mandatory.
 

Step 1 - Customer Notification Dashboard

Screenshot of How to Complete an Online Insurer Annual Report, Customer Notification Dashboard 
 
Select Enter an Annual Report link. The Annual Report Cover Letter is your electronic notification that an Annual Report is due.
  

Step 2 - Annual Report for Insurer (Section 1)

Question 1 – Organization Information
 
Screenshot of How to Complete an Online Insurer Annual Report, Section 1 - Organization and Contact Information, Including Report Type 
 
Complete/verify the information for 1a and Select Save and Continue.
 
Image of reminder Reminder – In Section 1b, update organization name and mailing address if there has been a change since you submitted the Initial Report or your last Annual Report.
 
NOTE - If you select "Licensed, but have not written Workers' Compensation" or "Re-Insurer's or Excess Coverage Carriers" as the Report Type then go directly to Step 6b.
 
NOTE - Save and Continue is used throughout the system to accept the data you entered and move to the next screen in the sequence.
 
NOTE - On several screens you'll notice a Section Drop-Down box in the upper right corner. This feature allows you to move to previously completed sections of the form. If a change is made on a previous section, you must use the Save and Continue feature to save the change. As explained in the HandS Navigation Tips and Shortcuts, avoid using the Back button on the browser. Instead use the Section Drop-Down feature to look at completed screens.
 

Step 3 - Annual Report for Insurer (Section 2)

Questions 2-10
 
Screenshot of How to Complete an Online Insurer Annual Report, Section 2 - Questions 2 through 10 
 
Complete the questions and Select Save and Continue.
 
Image of view help 
 View Help for an explanation of each question.

Image of reminder Reminder – Data fields that require numerals are “format protected”. You don’t need to enter commas or decimals.
 
NOTE - During completion of the report, if you did not complete all the mandatory fields, or you made an error, you will receive a red error message at the top of the screen listing the fields that need to be corrected and tips to make the corrections. On screens with a lot of detail, you may see a red exclamation point next to the field that needs to be changed. Until all the fields listed in the error message are completed or corrected, you cannot navigate to the next screen.

Step 4 - Annual Report for Insurer (Section 3)

Questions 11-13
 
Screenshot of How to Complete an Online Insurer Annual Report, Section 3 - Questions 11 through 13  
   
Complete the questions.

Select Save and Continue.
 
The total number of providers in Question 12 must be greater than or equal to 1. It’s the number of employee providers plus the number of contracted providers.
 
Image of view help  View Help for more details.

Step 5 - Annual Report for Insurer (Section 4)

Questions 14 and 15 – Provider Verification and Request for Provider In-Service Status
 
Screenshot of How to Complete an Online Insurer Annual Report, Section 4 - Provider Verification and In-Service Status  
 
To add provider information, select Add Provider. The screen will refresh and provide data fields for provider details. Use the Add Provider feature for each additional entry.
 
Image of reminder Reminder – A provider can be In-service, Experienced, or Degree or Credential. Select Yes for the type that applies for the provider and No for the other types.
 
Image of reminder Reminder – In-service providers must enter the Date In-Service status was granted.
 
Image of reminder Reminder – Degree or Credential providers must select a Credential Code.
 
   Screenshot of How to Complete an Online Insurer Annual Report, Section 4 - Completed Screen with Instructions to Add New In-Service Provider
 
To add a request for Provider In-Service Status, select Add New In-Service Provider. The screen will refresh and provide data fields for provider in-service status information.
 
Image of view help   View Help for an explanation of each data element.
 
Select Save and Continue.
 

Step 6a - Annual Report for Insurer (Section 5)

Questions 16 and 17 – Contact Information and Signatory Information
 
Screenshot of How to Complete an Online Insurer Annual Report, Section 5 - Contact and Signatory Information, Designate a Contact Person 
If you elect to answer YES to the question, “Do you want to designate a contact person?” you must complete Question 16.
 
Continue to Question 17. Read the statement under the signatory information heading and indicate your agreement by selecting the verification box. Complete the signatory information.
 
Image of reminder Reminder – Please review the instructions at the top of this page before saving and submitting your report. Once the report is submitted, it can NOT be changed.
 
Select Save and Submit (go to Step 7a).
 
NOTE - Please review your information prior to saving this page and submitting the report. After you Save and Submit, you will have an opportunity to print the entire report on the next page.
 

Step 6b - Annual Report for Insurer (Section 5)

In Step 2, if you checked "Direct Writers of Workers' Compensation" you will arrive at Step 6b in the course of completing all information on the annual report. In Step 2, if you checked "Licensed, but have not written Workers' Compensation" or "Re-Insurer's or Excess Coverage Carriers" you will be automatically taken to Step 6b, as you are not required to complete the other sections of the annual report. 
 
Questions 17 – Signatory Information
 
Screenshot of How to Complete an Online Insurer Annual Report, Section 5 - Contact and Signatory Information, Signatory Information 
 
Read the statement under the signatory information heading and indicate your agreement by selecting the verification box. Complete the signatory information.
 
Image of reminder Reminder – Before you save and submit your report you may wish to review the instructions at the top of the previous page. Once the report is submitted, it can NOT be changed.
 
Select Save and Submit (go to Step 7b).
 
NOTE - Please review your information prior to saving this page and submitting the report. You will have an opportunity to print the entire report on the next page.

Step 7a - Annual Report View for Insurer

 
Screenshot of How to Complete an Online Insurer Annual Report, Section 5 - Contact and Signatory Information, Report View with Print Function 
 
Use the scroll feature to view the entire report. The Received Date appears in the screen header as verification of receipt of the report.  
 
Image of reminder Reminder – We recommend that you print the report for your records.
 
You may now log out of the HandS application or navigate to the Dashboard.
 

Step 7b - Annual Report View for Insurer

Screenshot of How to Complete an Online Insurer Annual Report, Section 5 - Contact and Signatory Information, Report View with Print Function (Additional View to Include Signatory Information) 
 
Use the scroll feature to view the entire report. The Received Date appears in the screen header as verification of receipt of the report.  
 
Image of reminder Reminder – We recommend that you print the report for your records.
   
You may now log out of the HandS application or navigate to the Dashboard.
 

Step 8 - Customer Notification Dashboard

Screenshot of How to Complete an Online Insurer Annual Report, Customer Notification Dashboard (View Last Submitted Annual Report) 
 
If you select the “View Dashboard” feature, you’ll notice a new action, View Last Submitted Annual Report. Selecting the report will take you to the View Annual Report screen. Once the Annual Report is processed, you’ll see the online submission receipt or Acceptance Letter for your Annual Report displayed in the Message section of the Dashboard.