How to Complete an Online Self-Insurer Annual Report Using the HandS System
As a Self-Insured organization, you were required to complete an Initial Report. When your Initial Report was received at the Health & Safety Division, the report information data 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 where the View Help feature is particularly useful.
|| A brief, but useful tip
|| Details about system capabilities
|| 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 that you should be aware of:
- Self-Insurers are placed on a Failure to File list the 2nd Monday of the month of their due date, 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 display a warning message indicating that the updated information will be reflected in the subsequent year’s Annual Report. (Example: If the address is updated then all correspondence to the organization will be sent to the updated address).
- All required fields on each 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 previous sections.
In order to access your online Annual Report through HandS, you must establish 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.
You’ll be navigated to the Login screen. Enter your User ID and Password and select Login.
Reminder - User ID and Password were created when you first registered your organization.
Step 1 - Screen – 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 - Screen – Annual Report for Self-Insurer (Section 1)
Question 1 – Organization Information
1a – Self-Insured’s name and address is pre-populated.
1b – Correct name and mailing address, if necessary.
Select Save and Continue.
Reminder – Fields marked with a red asterisk are mandatory.
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 - 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 go 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 - Screen – Annual Report for Self-Insurer (Section 2)
Complete the questions.
Select Save and Continue
The total number of providers in Question 4 (number of employee providers plus the number of contracted providers) must be greater than or equal to 1.
|| View Help for an explanation of each question.
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. 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 - Screen - Annual Report for Self-Insurer (Section 3)
Complete the questions.
Select Save and Continue.
Must select one of the five options for question 5.
|| View Help for more details.
Reminder – Data fields that require numerals are “format protected”. You don’t need to enter decimals.
Step 5 - Screen – Annual Report for Self-Insurer (Section 4)
Questions 6 and 7 – Provider Verification and Request for Provider 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.
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.
Reminder – In-service providers must enter the date In-Service status was granted.
Reminder – Degree or Credential providers must select a Credential Code.
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.
|| View Help for an explanation of each data element.
Select Save and Continue.
Step 6 - Screen – Annual Report for Insurer (Section 5)
Questions 8 and 9 – Contact Information and Signatory Information.
If you elect to answer YES to the question, “Do you want to designate a contact person?” you must complete Question 8.
Continue to Question 9.Read the statement under the signatory information and indicate your agreement by selecting the verification box.Complete the signatory information.
Reminder – Before you save and submit, please re-read the instructions at the top of this page.Once the report is submitted, it can NOT be changed.
Select Save and Submit.
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 7 - Screen – Annual Report View for Self-Insurer
Use the scroll feature to view the entire report. The Received Date appears in the screen header as verification of receipt of the report.
It is recommended that you print the report for your records.
You may now log out of the HandS application or navigate to the Dashboard.
Step 8 - Screen – Customer Notification Dashboard
If you select the “View Dashboard” feature, you’ll notice a new action, View Last Submitted Annual Report. Selecting the report will navigate you to the View Annual Report screen. Once the Annual Report is submitted, you’ll see the Online Submission Receipt or Acceptance Letter for your Annual Report displayed in the Message section of the Dashboard.