SSA Cases


SSA Cases

Each SSA case is assigned a unique Case ID number. A client can have more than one SSA case. For instance, a second application is filed while a case is pending in federal court. It is not necessary to create a new client in that situation. Just create a new SSA case. Any field that is underlined means it is a link to the related table. 

“Case Status” has four basic categories:

Active the case is progressing through the administrative process;

Inactive a final decision has been received but something is pending. Most of the time it will be receipt of representation fees; 

Closed no more action is needed and nothing is pending;

Federal case is pending in federal court.

There are two fields for the date an application was filed. That is to accommodate both DIB and SSI applications. The date in the “Primary Application Date Filed” field will appear in the “Initial App” date field.

The choices for “Primary Representative” and “Secondary Representative” are received from entries made in the Representative table. You will need to enter the appropriate information in the Representative table in order for various documents to be populated with information from that table.

 It is assumed that a fee agreement will be used most of the time. But there might be cases where a fee petition, and therefore time tracking, will be needed. If you select “No” or “Yes – possible F/P” in the “Fee Agreement” field AND you enter the Case ID number into the “SSA Case ID” field on the Client Info table (last field in the yellow section) then an alert will appear at the top of the Client Info screen.

All district and hearing office addresses have been uploaded from SSA databases. If corrections are needed the office information can be found in the District Offices and Hearing Offices tables.

When a new SSA case is created, fields for ALJ decisions, hearing information, and Notice of Awards will not be visible. Those fields will appear as needed. To enter hearing information select from 1st to 4th hearing in the “Hearings” field. The information for the ALJ, VE, and ME comes from those respective tables and needs to be entered by you if not already there.

Once an ALJ decision is received you select from 1st to 4th ALJ Decision in the “ALJ Decisions” field. The appropriate fields will appear and the fields for Initial and Recon will no longer be editable.

To enter Notice of Awards information select 1 to 6 in the “Notice of Awards” field. If it is a fee petition, then “Fee Petition” would be selected instead. No distinction is made between DIB and SSI notices. Federal fees can be displayed here as well IF the Federal Case Id number is entered.

Borderline age may be an issue beginning six months from the next age category. The client’s age, at different points in time, is displayed. The calculation is a percentage of 12, so 49.5 would be 49 years and 6 months.

On the left are reports/queries. Several are available. You have the ability to change or create as many reports as you want.

The purple section on the right is for URLs. If a client has a folder online (OneDrive, Google Docs, etc.) with their documents then that URL can be placed here. The folder can then be accessed with a click of the link. Those fields can be changed to a File field, in which documents can be stored. However, a document greater than 15 mg will not upload. Exhibit files are usually greater than 15 mg.

Documents can be formatted so that they populate with information from the database when they are created. Several SSA documents are available (please let us know if an SSA form is missing that you require and it will be provided). The formatted documents have to be Microsoft Word documents in order to be uploaded. They can be created/downloaded as either a Word or PDF document. This feature is handy for things like SSA forms and form letters. See the support section “Misc.” for more information.

At the bottom of the SSA Cases screen is a “Records Request” tab. Entering there maintains the connection with the client information. Clicking on NEW will open the Records Request table. There you can keep track of the records requested, received, and submitted. You can upload and store the related records there as well. The information for the “Medical Provider” comes from the Medical Providers table. That information has to be entered by you.

An email is sent to the client: 1) with a birthday message on a client’s birthday; 2) saying an appeal was filed whenever a date is entered in fields “Recon Request”, “Hearing Request”, or “Appeal ALJ decision”; 3) saying medical records have been requested when a date is entered into the “Request Date” field of the Records Request table; 4) saying medical records have been submitted when a date is entered into the “Date Submitted” field of the Records Request table. The message can be changed to meet your needs. The primary representative’s name appears on the message.

An alert is sent to a specified user (the recipient of the alert can be any authorized user or just one) when: 1) a reconsideration request has not been filed within 40 days after “Initial Decision” date; 2) a hearing request has not been filed within 40 days after “Recon Decision” date; 3) the SSA case is active and no modifications have been made in the “Client Info” table for 90 days; 4) the SSA case is active and no modifications have been made in the “Client Info” table for 180 days; 5) the SSA case is inactive and no modifications have been made in the “Client Info” table for 90 days. It is assumed that a note is made whenever any action is taken relating to the case. 

There are Validation Rules that have been disabled in order to facilitate upload of outside data. Those rules are: 1) “Initial Result” is required if “Recon Request” has a date; 2) “Recon Result” is require if “Hearing Request” has a date; 3) “ALJ Result” is required if “ALJ Decision” has a date; 4) “Case Status” must be Closed if “Closed Date” has a date; 5) “Active Date” is required if “Case ID” is not blank; 6) “Approved Onset Date” date is required for any PF or FF decision. Any or all of the rules can be enabled (Setup/Rules/Validation Rules). When enabled the rules will not apply to records that are already in the database unless a record is edited and saved.