Now Accepting Online Record Requests Authorized by a Workers’ Compensation Judge Subpoena.
To improve the convenience of our Online Records Request Dashboard, we have made requesting records with a Workers’ Compensation Judge’s Subpoena our newest online feature. This enhancement will be effective after 6 p.m. on Oct. 2, 2020.
To submit a request, you must be registered in WCAIS.
If you need additional information for WCAIS registration, click here. Claimants, Attorneys, Defendant/Employers, Insurers, TPA’s, Group Funds, Healthcare Providers, Law Firms, and Self-Insured Group Funds are all able to access the Records Request Dashboard to submit online records requests. Once registered, log in to WCAIS and access the Records Request Dashboard, found under the Quick Links section on of your WCAIS dashboard. Next, click on the “Create Request” and complete the required information.
Submitting requests online is a simple process, but here are some important things to remember:
- Select request type of a Records Request Online or a Subpoena Request Online (issued by a PA WC Judge).
- Provide the claimant’s first and last name and upload a PDF file containing a cover letter and any supporting documents.
- Requests should be legible and include:
- Claimant’s first and last name.
- Claimant’s Social Security number (at least the last four digits) and/or date of birth.
- A requester name and contact information.
- Party representation, if applicable.
- Only one claimant per request.
- Your non-editable PDF file must not be larger than 10MB.
- For any online records for which you are not a party, an authorization (dated within 60 days) or a Workers Compensation Subpoena is required.
- All requests submitted online will be returned via WCAIS in the Records Request Dashboard’s Available Records grid.
- As soon as a request is submitted, the request will appear in the requester’s Pending Records Request grid.
- Requests are confidential and will only display to the party which submitted the request (logged in WCAIS user).
- An email notification including the request confirmation number will be sent to the email listed in the profile of the logged in registered user submitting the request.
- Once a response is ready, it will be listed in the Available Records Request grid. It will remain on the grid for up to 90 days (unless the grid exceeds 250 entries and then the oldest will fall off sooner to make room for newer requests). Files may be viewed, printed, or saved on an unlimited basis
- It is important to keep your profile email address current to ensure delivery of WCAIS notifications.
Please note: Requests must be for Workers’ Compensation records, not medical records.
Following these simple tips will make online requesting fast and easy!
INSURANCE CARRIERS AND THIRD-PARTY ADMINISTRATORS
The PA BWC claim number is the number the bureau assigns to a case and is
not your claim number. Only indicate your claim number on forms where we request the "carrier's claim number." Please take care to complete all forms within the space provided. Information improperly placed within a field will scan claims information incorrectly and delay processing.
BWC CLAIMS MANAGEMENT DIVISION
As the workers' compensation claim form repository for the state, this division serves many functions:
The bureau policy for requesting records, including decisions, can be found here.
The bureau went live with EDI Release 3 for claims in September 2013, transitioning from paper submission of compensable and subsequent forms to the electronic filing of data.
More information on Release 3 and its integration with WCAIS is available here.
The data quality section is responsible for cleansing and proactively managing the data within the WC Automation and Integration System, or WCAIS. Prior to WCAIS implementation, the bureau, the WC Office of Adjudication and the WC Appeal Board worked with separate various computer systems. Implementation of WCAIS integrated the three program areas into one streamlined system.
Read here for more information on WCAIS.
Flow of a WC Claim
Claimant & Employer Helpline
Helpline staff answer questions from members of the workers' compensation community with regard to rights and duties under the PA Workers' Compensation Act. The section is also responsible for working with users who experience difficulty registering to use WCAIS.
Helpline hours are 7:30 a.m. to 4:30 p.m., Monday through Friday.
Helpline voice telephone numbers:
toll free in Pennsylvania: 800-482-2383
local and outside Pennsylvania: 717-772-4447
Hearing impaired individuals, or those who have difficulty speaking, may contact the PA Department of Labor & Industry’s Bureau of Workers’ Compensation by dialing 7-1-1 and providing the relay service with the bureau’s phone number (717-772-4447).
PA Workers' Compensation Act
The WC Act is available
online, and copies can be purchased from the