1. Collection and reporting system. The superintendent shall adopt rules implementing a data collection system for the purpose of evaluating the costs and operation of the workers' compensation benefit delivery process. The rules must establish reasonable sampling procedures to identify and track a sufficient number of claims to provide reliable information in a cost-effective manner. The superintendent shall, by rule, establish a cost-effective procedure to designate organizations to collect and compile data for insurers, except that an insurer able to demonstrate its ability to collect, compile and report data on its own claims is permitted to act as its own statistical organization for the purposes of this section. In this section, "statistical organization" includes an insurer acting as its own statistical organization. [PL 2011, c. 83, §2 (AMD).] 2. Data collected. The data collection and reporting system must contain, at a minimum, the following: A. Basic information on each surveyed claim, including: (1) The name and identification information of the employee, employer and insurer or self- insurer; and (2) The file identification number or numbers, insurance policy number and classification claim history; [PL 1993, c. 610, §2 (NEW).] B. Claim history information on each claim surveyed, including: (1) The date of injury or exposures to disease, type of injury or exposure disclosure and affected body part; (2) The preinjury wage history, date of initial payment and whether claim is controverted; and (3) Identification of claim status, whether open, closed or reopened; [PL 1993, c. 610, §2 (NEW).] C. Information concerning Workers' Compensation Board proceedings, including: (1) For each mediation and arbitration, the date, hearing officer, mediator or arbitrator for the proceeding and the resolution; and (2) For each hearing, the date, hearing officer and the decision of the hearing officer. If a disputed claim results in multiple hearing dates, the decision must be reported for the last hearing date; and [PL 1993, c. 610, §2 (NEW).] D. Payment information on each claim, identified as open or closed, including: (1) Aggregate payments to date to physicians, hospitals or other medical providers; (2) Payments made to date for weekly compensation, impairment benefits, death benefits and funeral expenses, employee legal expenses, employer legal expenses, lump sums and vocational rehabilitation services; (3) With respect to all claims, separately stated incurred liability for medical care, indemnity and vocational rehabilitation; and (4) Identification as to whether there are benefit offsets for social security, unemployment insurance, employer-provided pensions or any other sources. [PL 1993, c. 610, §2 (NEW).] [PL 1993, c. 610, §2 (NEW).] 3. Special data calls. The superintendent may, with prior notice, require the insurer and self- insurer statistical organizations to conduct special data calls or studies to collect information to evaluate the costs or operations of the workers' compensation system and to evaluate medical injury or disease outcomes of compensable claims. In any special data call imposed by the superintendent under this subsection, consideration must be given to the information collected and maintained by insurers and self-insurers. Requests for information not being collected on the effective date of this subsection must be prospective. [PL 1993, c. 610, §2 (NEW).] 4. Other data collection systems. The statistical organizations may rely on data collected and reported by other data-gathering organizations or agencies, such as the Workers' Compensation Board or the Department of Labor, and shall coordinate with any other statutorily created medical data collection systems. If a statistical organization is to incorporate data from other sources, it must satisfy itself that the data is sufficiently complete and accurate for the purpose for which it is to be used. The Workers' Compensation Board and the Department of Labor shall assist the statistical organizations in the development and maintenance of a comprehensive data base by recording and making available information within the custody and control of each, respectively, pursuant to the request of the statistical organization. The superintendent may suspend the reporting requirements of specific items for periods when information that is to be obtained from the Workers' Compensation Board is temporarily unavailable or information is found to be unreliable and the unreliability is not a result of the reporting practices of the carriers or self-insurers. The superintendent may accept an established data collection mechanism that is substantially in compliance with the data elements specified in this section and otherwise meets the requirements of this section. [PL 1993, c. 610, §2 (NEW).] 5. Noncompliance penalties. A statistical organization must include as part of its plan a means of monitoring member or subscriber compliance with the reporting requirements and must include a schedule of monetary penalties for failure to comply with reporting requirements. The statistical agent and companies are responsible for the accuracy of the data maintained and reported to the superintendent in the data base. [PL 1993, c. 610, §2 (NEW).] 6. Reports. The superintendent shall prescribe the frequency of and schedule for reports by the statistical organization. Reports must be required on at least an annual basis. [PL 1993, c. 610, §2 (NEW).] 7. Confidentiality. Any report of information relating to a particular claim is confidential and may not be revealed by the superintendent, except that the superintendent may make compilations including this information. Any information provided to the superintendent regarding self-insurance is confidential to the extent protected by Title 39-A, section 403. [PL 1993, c. 610, §2 (NEW).] 8. Accuracy. The statistical organization shall take all reasonable steps to ensure the accuracy of the information provided to it and reported by it. [PL 1993, c. 610, §2 (NEW).] 9. Retention of records. Each insurer or self-insurer shall retain its workers' compensation medical claim records for a period not less than 3 years from the date of injury or reported illness. Records may be retained through original source documents or electronic file storage. [PL 1993, c. 610, §2 (NEW).] 10. Application. This section applies to all claims occurring on or after January 1, 1993. [PL 1993, c. 610, §2 (NEW).]
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