Office of Workers' Compensation Programs (OWCP)

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Division of Longshore and Harbor Workers' Compensation (DLHWC)

CHAPTER 9-300 — SUPPLEMENTAL STATISTICAL REPORT: LS-3S

1. Purpose and Scope. This Chapter describes the preparation and use of Form LS-3s, Supplemental Statistical Report (Exhibit 3, PM 10-200) and its submission to the National Office. These procedures apply to all DOs administering the LHWCA, as extended, with the exception of the District of Columbia Workmen's Compensation Act. The LS-3s Report provides the DO and the NO with the current case workload (pending case inventory) and unattached mail inventory at the end of each month.
2. Responsibilities.
   1. District Director. The District Director (DD) is responsible for insuring the accuracy of the Report by providing training on the procedures for the counts and by reviewing the Report for accuracy and consistency prior to submission to the NO.
   2. Index and File Area. The appropriate supervisor, or other individual designated by the DD, must keep a daily running count of all incoming mail received during the month. This person will also provide the DD with a count of the cases to be created and the unattached mail on hand at the time the monthly inventory is taken.
   3. Other DO Personnel. Each CE, CEC, vocational rehabilitation specialist (RS) and clerk/typist is responsible for counting the secondaries and cases with letters to be typed that are in their work area when the inventory is taken.
3. Procedures.
   1. The DO will conduct the inventory at 3:30 p.m. of the last work day of each month. It may be started earlier in the day if more time is needed to complete the inventory.
   2. By the end of count day, each individual listed in paragraph 2, above, will be responsible for providing their respective counts to the DD or the individual designated by the DD to prepare the LS-3s Report.
   3. The LS-3s is to be submitted to the Director, DLHWC. It is to be timely submitted so as to insure receipt in the NO no later than the fifth work day of the month following the reporting period.
4. Definitions.
   1. Incoming Mail. Total number of separate pieces of LHWCA mail received within the reporting period. Note, however, that a multiple page document is counted as "one piece" of mail. Each page of a multi-page document may be date stamped. However, the document counts as only one piece of mail. Offices which date stamp each page with a stamper that automatically keeps count are not to use this figure on Form LS-3s as it will convey an inaccurate impression regarding the amount of incoming mail.
   2. Cases To Be Created. Injury report forms received to date of inventory, which are identifiable as new cases, but which have not yet been entered into the LCMS as new cases at the time of inventory count.
   3. Primaries. Newly created cases which have not been reviewed by the CE/CEC. The count of the number of primaries may be obtained from the LCMS Report Tab (Ad Hoc).
   4. Secondaries.
      1. Cases other than primary which require additional review and/or claims action, e.g., cases out of file which are on a CE's, RS's or DD's desk with some type of pending action.
      2. Cases in index and files unit with mail attached.
      3. Cases which are temporarily out of the DO at the time of inventory for conferences in another city, or are in the NO.
      4. Cases with overdue call-ups other than those in categories (1), (2) and (3) above.
   5. Letters. All cases on typists' desks at the time of inventory, i.e., those assigned for typing and those on which typing has been complete, but the case has not been returned to the CE, RS, or DD for signature.
   6. Unattached Mail.
      1. Numbered. The number of pieces of mail not attached to a case file but on which the case file number has been placed.
      2. Unnumbered. The number of pieces of mail which have not been identified by the case file number.