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a.
Refer all proposed contracts or other solicitations for claims work functions to NDD for approval.
These include, but are not limited to, contracts for:
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case control activities, such as case receipt, distribution, control, follow-up, and
reporting;
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case evaluation activities, such as reviewing evidence, determining if additional
evidence is needed, and recommending adjudicative results;
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case development activities, such as developing medical evidence of record, contacting
claimants, arranging for medical examinations, obtaining reports and data concerning
costs of examinations and travel, and preparing vouchers for payment;
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case processing activities, such as transcribing medical reports, typing determinations
and notices, and preparing vocational rehabilitation referrals.
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b.
Consult NDD in the early development of the contracting plans. This will minimize the review
time later and ensure that a State does not expend time and effort on a contract document
that cannot be approved.
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c.
Submit the RFP or other written solicitation or agreement to NDD for review. NDD approval
is required before the document is released for bids. The document should clearly
show:
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the use that will be made of information from SSA or State records and files;
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the people or organizations that will have access to these records and the conditions that permit or limit that
access;
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the security measures that will be taken to protect the records in terms of both physical maintenance and
from unlawful access; and
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a statement of penalties for misuse of the records.
NOTE: NDD review and approval are required to ensure that the rights of SSA claimants
and beneficiaries are protected under the law and to ensure that disclosure and use
of information is consistent with SSA policy and objectives.