PORTAL

Sign Up and Log In

Sign Up
To access Portal, an individual portal user account needs to be created.
Click Create Account.
Select the Program Type, User Classification and User Type. Enter the registration fields, at a
minimum fill in required fields and click Register.

NOTE: Required fields are marked with a red asterisk and are dependent on the selections made for
Program Type, User Classification and User Type.

Example Registration Question screen

Once registration has been submitted, a verification code is sent to the email address used to
register. This process is used to confirm access to this email account. Enter the verification code
and click Verify to verify the account.
 Log In and Log Out
To log in to the portal enter the registered email and password, then click Log In. On successful
login, the Home page will be displayed.
To log out, click the User Icon on the top right corner of the page and then click Logout. On
successful logout, the Log In page displays.
To reset a forgotten password, click Forgot Password?, enter the email address associated to the
account, click Continue. A verification code is sent to the user via email.
User needs to enter the code and a new password, then click Reset to reset the password. Then
they can log in to the portal using the new password.
 Portal User Verification
After a user successfully registers from the Portal, the account needs to be verified and access
granted via Salesforce.

In the App Launcher, search “Portal Users” in the DCD eCMS application.
 List views can be used to filter portal users by their review status.

Click the Portal User Name to start the internal verification process. The left side shows the
information that the user entered on the portal registration page.

After completing the internal verification process, click Edit, then select the Account to link with the
portal user and change Status to “Approved”, click Save. NOTE: User can only log in to the
portal and use the features only when their registered account status is “Approved”.

The Account Type of the linked Account will vary depending on the portal user’s Program Type, User
Classification and User Type.
Portal User Type Account Type
Claimant (Employee/Dependent/Spouse) Claimant (Individual)
Employer Employer (Organization)
Self-Insured Employer (Organization)
Insurance Carrier Insurance Carrier (Organization)
Adjuster Adjusting Company (Organization)
Health Care Provider Provider (Organization)
Health Care Contractor Insurance Carrier (Organization) AND Insurance Type =
PHC
Vocational Rehab Counselor Vocational Rehabilitation Counselor (Individual)
Attorney (For Claimant/Employer) Representative (individual)
Legal Guardian Representative (Individual)
Bill Dispute Provider (Organization)

The Audit History shows the information about who changed the approval Status. Whenever the
Status is changed, a history log is created.

Portal Navigation
After logging in the portal, portal users can navigate the portal by using the tabs across the top of
the page or the clickable icons on the Home page.
NOTE: The tabs and Home page icons will vary depending on the portal user’s Program Type, User
Classification and User Type. All portal users will have the Home, File Upload and Account tabs.
 Common Portal Features
The following common features can be found in each portal.
Home
Main page showing the Program(s) available to the portal user. The icons on screen are clickable
links to the same Program tabs.
File Upload
Portal Users can upload files directly to DCD in FileNet through the File Upload feature.

On Screen 1 – Choose the Insurance Type Complete the required fields and click Next. NOTE: The
Insurance Type, Document Category, and Document Type will vary depending on the portal
user’s Program Type, User Classification and User Type.

On the next screen, enter the required fields and select the file to upload, then click Next to send
the file to FileNet.
User will be notified once the file is uploaded successfully by a message and via email.

Click the Upload History subtab to view the list of uploaded files. This is shared across all users
linked to the same Account.

Account
The Account tab displays the current information in Salesforce for the Account linked to the portal
user. Click the Account tab to view.

Profile
A portal user’s profile will display the information they submitted in the initial sign-up process. To
view profile information, click the user icon in the right-hand corner and click Profile. To update
the information, click Edit, enter the updates, and click Save. The Personal Information is used
to sign Forms.

Program Specifics
Portal users will only see the Program(s) for which they have been granted access.
Under each of the Program tabs specifics for coverage, cases, forms, etc. can be viewed and
submitted.

To view mapping for Salesforce to Portal fields, see here [??link to portal-form master]
Guidelines
Navigate to the Guidelines subtab within the Program tab to view program specific guidelines and
links.

Cases
Navigate to the Program’s Case tab to view available case information. Only cases that the portal
user has been granted access to will be visible. If the Portal user has access, click the Case
Number’s link in the listing to view the Case details and related information.
Granting Portal Access for Cases
Portal Users can only view and access cases where their associated Account is an active party.
In DCD eCMS, add the user Account to Party Names list of the Cases and activate their Account to
grant the portal user access to Cases.

Case Details
Further information related to a Case can be viewed in the case details. This includes statuses,
submitted forms, Hearings and Decisions.
Submitted Forms
Submitted Case form details can be viewed by clicking the form link on the right side of Case
Details. A copy of the submitted form data can be seen in the next view.
Hearings
Click the Hearings subtab to view a list of all Hearings related to the Case.

Click the Hearing’s link (if applicable) to view the Hearing details, Required Documents, and Hearing
Purposes.
Decisions
Click the Decisions subtab to view a list of all Decisions related to the Case.

Forms
Navigate to the Program’s Forms tab to submit new forms or view a list of forms in progress and
submitted for the Account. This list is Program specific and shared with all Portal Users
associated to the same Account. Forms available to the portal user are dependent on the type
of portal account.

To view all forms available to each portal, see here [??link to portal-form master]
Listing View
All forms (draft and submitted) created in the Portal are available to view in this listing view.
Click the Form ID link to view details or continue to edit or delete drafts.

This list can be searched and sorted. Clicking the arrow on the columns will change the sort of that
column to ascending or descending. Typing criteria into the search box will search within the
fields on the list view.

The view can be further adjusted by changing the view to a form specific view. Different columns
will show based on the form selected.
Create
Click “New” on the tab to view the list of available forms that can be submitted by this portal user.
Select the form type and click Next to proceed.

Buttons for Language Access and Instructions (if available) are found at the top of the form.

Depending on the form, some fields will auto populate with information from the case selected or
the user entering the form. User selections can open more fields, depending on the selection.
Required fields not filled in will show as errors on screen and prevent portal users from
completing submission. Users can Cancel without saving, Save Draft, or Submit.
To view auto fill and requirements per forms, see here [??link to portal-form master]

Amend forms
To submit amending information for forms, the Account associated to the portal user must be an
active party to the case. Most recent submitted forms (New or Amend) will be pre-populated
for editing and submission.

Duplicate Case numbers

If a new WC-1, WC-5, WC-5A is submitted with information like an existing case, a duplicated case
message will appear and not allow the user to submit.

Associating Case Numbers to forms

Some case forms can be submitted without a case number. Other information to identify the forms
will be required for submission.
These forms need to be reviewed in Salesforce and assigned to the appropriate Case and related
parties added in the Relationship tab.
Drafts
Drafts can be accessed from the list view, form status “Draft”.

Drafts are shared across all users for the same associated Account. Once a Draft has been saved, it
can be deleted. Submitted forms cannot be deleted.

Click the action button on the All-Forms list view and select Delete to delete the form draft. Or click
the form draft’s link and click Delete Draft at the end of the form to delete the form draft.

Submit???
Once a form has been submitted, the user who submitted will be notified on screen and by email.
Submitted forms will be available to internal staff in Salesforce or FileNet.

If user closes the tab when the form submission has not completed, they will receive an email
notifying them of failed submission.

Return to form to resubmit form/letter details or continue to edit the saved draft.

Print
After a form has been submitted, it can be printed. Click Print to begin the download for printing
process.
A popup will appear. Please do not close the window until the process has completed.

Once completed, a copy of the file will be downloaded to the user’s computer.
 Coverages
Navigate to the Program’s Coverage tab to view all Coverage records linked to the Account.

This view shows all Employers covered by the Policy backed by the Account.

Policies
Policies associated to the Account can be viewed under the Program’s Policies tab. Further
information can be viewed by clicking the Policy link.