SSA - POMS: DI 11005.024 - The Internet Adult Disability Report (i3368)

A. Key terms for the internet disability report (IDR) i3368

The following definitions apply to information in this section:

1.

iClaim – the Internet benefit application (For details, see GN 00204.055).
2.

Internet user (IU) – anyone who starts, completes, or submits an iClaim\ i3368. An IU may be the claimant, an appointed representative, or any other third party.
3.

i3368 partial – an i3368 that has been started by the IU but not yet submitted to SSA.
4.

Submit - to deliver to the Social Security Administration (SSA) for review, consideration or decision; delivery can be by any method, including by mail, electronically, or in person.

For an explanation of other terms used in the IDR process, see DI 81007.005.

B. Changes in the i3368

The i3368 is no longer a standalone internet form. An IU who meets the iClaim screening criteria can access the i3368 once he or she completes and submits the iClaim. The i3368 automatically generates to the IU in the internet application path once he or she submits the iClaim.

Information common to both the iClaim and i3368 (for example, name and social security number) will propagate from the iClaim to the i3368, so that the IU will not need to reenter this information. Otherwise, the i3368 generally collects the same information as the paper SSA-3368-BK; however, the questions do not necessarily appear in the same order.

EXCEPTION: After the IU enters all the claimant’s medical conditions, the i3368 makes a call to the Compassionate Allowances (CAL) selection software housed within the Predictive Model. If the CAL selection software recognizes one or more CAL conditions in the allegations, the i3368 curtails the collection of work and education information. The IU can change the alleged medical conditions at any time prior to submission. However, the i3368 makes only one call to the CAL selection software. The i3368 remains curtailed even when the updated list of medical conditions no longer includes a CAL condition (see DI 81007.030).

SSA personnel can view sample images of the screens that IUs see at ApPages. The ApPages do not display every possible screen presented to IUs. Additionally, the images displayed in ApPages are simply screen shots; they have no functionality.

C. Screening criteria for the i3368

1. Process for i3368 screening

The screening criteria for the iClaim serves both the iClaim and i3368. For iClaim screening criteria, see GN 00204.055B.2.

2. Process if IU does not meet iClaim screening criteria

If the IU does not meet the iClaim screening criteria, the system advises the IU to contact the SSA National 800 Number Network (N8NN) or a local field office (FO).

An IU can try up to three times to start a disability claim online. If the IU does not complete one of the first three partial iClaims, and attempts a fourth, the IU will receive a message screen explaining that SSA cannot process the request and that he or she needs to contact the SSA N8NN or the local FO for assistance.

NOTE: In this situation, the FO uses the standard disability interview process to secure the disability application, the Disability Report information, and, any other needed information. The FO keys SSA-3368-BK information into the Electronic Disability Collect System (EDCS). See details in DI 81001.010 and DI 81010.005.

D. Protective filing and the i3368

An i3368 initiated before January 25, 2014, may potentially be a protective writing to protect a filing date for disability benefits. However, an i3368 initiated after January 24, 2014, cannot serve as a protective writing.

NOTE: The electronic submission of the iClaim may constitute a protective writing and establish a protective filing date if a claimant meets all requirements for establishing a protective filing. See details in GN 00204.010 and GN 00204.055.

E. Creating and viewing an i3368 partial

1. IU re-entry feature to complete a i3368 partial

An IU can complete the iClaim and i3368 in one or multiple Internet sessions. To access and complete an internet form in multiple sessions, the IU must provide the proper social security number (SSN) and reentry number. The systems software generates a random eight-digit reentry number unique to the IU and to the claim. The same reentry number applies to the iClaim and the associated i3368.

As soon as the IU inputs enough identifying information at the start of iClaim, the software immediately generates and displays the reentry number. That will happen when the IU is about five screens into the iClaim screen path. After that, the reentry number will display at exit, assuming the IU makes a “clean” exit (i.e., the IU uses the exit button, not the “X-out” button).

NOTE: After the IU submits the i3368 to SSA, the reentry feature is no longer available.

2. FO access to the i3368 partial

When an IU creates an i3368 partial, the information does not propagate to EDCS. The information is retained in an SSA database until the IU submits the i3368. The FO can view or print information in an i3368 partial using the Customer Information Control System (CICS) Internet query.

NOTE: Information from a completed and submitted i3368 is available in CICS and propagates into EDCS at case creation. A submitted i3368 is available in eView for viewing and printing after the FO establishes the case in EDCS and transfers the claim to the disability determination services (DDS).

F. Reviewing and processing the i3368

IMPORTANT: The FO is responsible for reviewing the entire i3368. Contact the claimant to resolve unclear responses.

1. IU submits a completed i3368

The FO claims representative (CR) must:

a.

Verify the claim is in the Modernized Claims System (MCS) and/or Modernized Supplemental Security Income Claims System (MSSICS), as appropriate.
b.
Review each i3368 carefully and thoroughly.

See details in:
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  DI 11005.020 Curtailing Completion of the SSA-3368 (Disability Report – Adult) or the SSA-3820 (Disability Report – Child) Forms
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  DI 11005.022 Completing and/or reviewing Interview Forms
- •
  
  DI 11005.023 Completing the Disability Report Adult Form SSA-3368
- •
  
  DI 11005.037 Applicant Forms Needed in Concurrent Claims
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  DI 11005.040 Review of SSA-3368, SSA-3820, and SSA-3369
- •
  
  DI 81007.040 Receiving the i3368 (Internet Adult Disability Report)
c.

Propagate the i3368 data to EDCS. If EDCS is unable to propagate the i3368 data, follow the procedures in DI 81007.035.
d.

After entering the SSA-3368 in EDCS, transfer the claim to the DDS. See DI 81007.035.

2. IU does not submit a completed i3368

If the claimant does not submit the i3368, follow the protective filing procedures in DI 81007.035.

G. Policy on making changes to i3368 entries after final submission of the i3368

1. IU provides new or changed information

The IUs cannot make changes to the information electronically once they have finally submitted the data to SSA. After submission, an IU may submit new or changed information by telephoning or mailing the FO, as appropriate.

2. FO documentation of new or changed information

a. EDCS Case

Within EDCS, the FO can electronically modify or update the propagated i3368 information and create a record of changes. This is the preferred method for updating i3368 information.

NOTE: If the FO has transferred the case to the disability determination services (DDS), use the update after transfer (UAT) utility. For complete instructions on using the UAT utility, see DI 81010.095.

b. Non EDCS Case

The FO is unable to edit the entries electronically if the claim is an EDCS exclusion (see DI 81010.030), or the data cannot propagate into EDCS. The preferred non-EDCS method for modifying already-submitted information is written annotation to the printed i3368; however, using a Report of Contact (SSA-5002) or Statement of Claimant (SSA-795) form is acceptable. (The i3368 information, when printed in the FO, is clearly distinguishable from any handwritten annotations made to the printed i3368 by SSA personnel.)

NOTE: There is no change to existing policy in DI 11005.040B.2 to modify information on a paper SSA-3368-BK.

H. Policy on archiving and purging the i3368

1. Archiving the i3368 record

The i3368 system moves archived records from the active file to the inactive file. The system purges records either directly from the active file or after 120 days in the inactive file. (See DI 81007.005)

NOTE: You cannot propagate an archived record into EDCS, but you can query and print the record using CICS Internet query. Once you archive a record, there is no facility for moving it back to the active file.

2. Purging the i3368 record

The i3368 record stays on the database for 7 days after annotation of the CICS Internet screen “DELETE THIS REPORT.” It then stays in the archive file for 120 days before purging. Purging removes the record completely from either the active or the inactive file.

See DI 81007.005B and DI 81007.020 for more information.

3. Querying the i3368 record

See DI 81007.035A for instructions on querying an i3368 record.

4. Printing an i3368 record

You can print an archived i3368 record for 120 days from the archive date. Archived records have the remark “CANNOT BE PROPAGATED INTO EDCS” near the top of each printed page. For complete instructions on printing EDCS forms, see DI 81010.070.

I. References

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DI 11005.023 Completing the Disability Report Adult Form SSA-3368
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DI 23022.010 Compassionate Allowances and Quick Disability Determinations Fast Track Processes
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DI 81007.030 i3368 Establishing Internet Disability Report (IDR) Data in Electronic Disability Collect System (EDCS)
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DI 81007.035 Protective Filing for Internet Disability Report (IDR)
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DI 81007.060 Internet Workload Management
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GN 00204.055 Internet Claim (iClaim) Application
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MSOM INTERNETWMI 001.001 Internet Disability WMI - Overview
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MSOM INTERNETWMI 001.002 Internet Disability WMI – FO Listing Menu (IL02)

Social Security

Program Operations Manual System (POMS)

DI 11005.024 The Internet Adult Disability Report (i3368)