EEOICPA BULLETIN NO. 03-22

Issue Date: April 2, 2003

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Effective Date: April 2, 2003

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Expiration Date: April 2, 2004

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Subject: Reissue -- ECMS Closure Codes

Background: The purpose of this bulletin is to introduce new procedures for the use of closure codes in ECMS. Bulletin 02-23, "ECMS Closure Codes", required the input of a closure code for each claim. Subsequently, the determination was made that only claims in certain postures would need an actual closure code. This bulletin outlines the instances in which a closure code is required on a claim.

A new closure code, C2 -- Closed, Administrative Closure, has been added to ECMS. The code, CC -- Appealed to District Court, is not a closure code, and thus will not be addressed in this bulletin. It does remain a valid claim status code.

Note - This bulletin replaces Bulletin 02-23, ECMS Closure Codes.

References: ECMS FAQs (Frequently Asked Questions) on the DEEOIC shared drive, and EEOICPA Bulletin 02-23, "ECMS Closure Codes".

Purpose: To clarify when and how ECMS closure codes should be used.

Applicability: All staff.

Actions:

The CE is required to input the following ECMS closure codes in the Claim Status History screen as appropriate.

C0 CLOSED - ADMINISTRATIVE ERROR

Use this claim status code if a claim is created in error.

C1 CLOSED - CLAIM WITHDRAWN BY CLAIMANT

Use this claim status code if the claimant withdraws an unadjudicated claim.

C2 CLOSED - ADMINISTRATIVE CLOSURE

Use this claim status code if the claimant does not complete and return required forms, and therefore adjudication cannot continue. These include: EE-15, NIOSH Smoking and Race questionnaires, NIOSH OCAS-1.

C3 CLOSED - EMPLOYEE DIED

Use this claim status code when the employee dies. This code can be used on adjudicated and unadjudicated claims.

If submitted, bills on unadjudicated and denied cases will be rejected for processing and payment.

Bills on approved cases will be accepted for processing and possible payment.

C8 CLOSED - SURVIVOR DIED PRIOR TO PAYMENT BEING MADE

Use this claim status code on a survivor claim if the survivor dies before compensation is paid.

C9 CLOSED - RECA CLAIM

Use this claim status code if a claim is filed with EEOICP prior to adjudication by the Department of Justice.

2. The following status codes have been determined as unnecessary, and therefore deactivated in ECMS: C4 (Closed, FAB Affirmed DO Denial); C5 (Closed, FAB Reversed DO Recommended Decision and Issued Denial); C7 (Closed, Survivor Paid). All currently used C4, C5, and C7 codes will be programmatically removed from ECMS.

3. Due to the addition of the new C2 code, all previously deactivated C2 codes (Closed, Employee Died, all benefits paid) and all previously deactivated C6 codes (Closed, Employee Died, no activity for 12 months) will be systematically changed to C3 (Closed, Employee Died). 

Backfill will not be required.

Disposition: Retain until incorporated in the Federal (EEOICPA) Procedure Manual.

PETER M. TURCIC

Director, Division of Energy Employees

Occupational Illness Compensation

Distribution: Distribution List No. 1: (Claims Examiners, Supervisory Claims Examiners, Technical Assistants, Customer Service Representatives, Fiscal Officers, FAB District Managers, Operation Chiefs, Hearing Representatives, District Office Mail & File Sections.)