The EDCS Actions Page is the first page that appears after opening EDCS for the first time each day. To return to the actions page at any time, select the “EDCS Actions” link on the Disability Case Selection Screen.

ARs and AIs can be sorted and viewed by:

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  Office;

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  Unit code;

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  Date of the AR or AI; or

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  A combination of the three.

When a new AR or AI is received, it is automatically:

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  Assigned to the unit code propagated from the mainframe; and

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  Stored in the EDCS database.

The unit code updates only when information is re-propagated from the mainframe during:

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  Case transfer;

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  Update-After-Transfer (UAT);

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  Manual re-propagation done by the user.

ARs and AIs can be:

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  Reassigned to another unit; or

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  Transferred to another office.

NOTE: Items may appear without a unit code assigned or with a unit code that is not used in that particular office. A member of FO management, or other designated person, must review EDCS Actions Page daily to assign ARs and AIs that:

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  Do not have a unit code; or

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  Have a unit code that is not used by anyone in that office.

The status of an AR appears on the EDCS Actions Page as:

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  “Transaction in progress” – Indicates that the AR has been accepted by the FO and the action has been sent to the Electronic Folder Interface (EFI);

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  “Not yet accepted” – Indicates that the AR has not been “accepted” or “transferred” by the FO user;

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  “Pending” – Indicates that the transaction has been processed through EFI and the FO can take any action necessary to complete the AR.

NOTE: If the FO transfers the AR to another office/component, the AR will no longer appear on the actions page. The technician should send status updates for Assistance Request by using the AR Status Update button.

To process the AR, the FO must do one of the following:

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  Accept the AR – The FO can then begin to work on the request;

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  Reject the AR – The requesting office is notified that the FO has rejected the request and is given the reason why it was rejected;

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  Transfer the AR – If the AR was misrouted or if jurisdiction of a claim moved to another area, transfer the AR to the appropriate FO. Transferring the AR moves it to the new office’s actions page and removes it from the original actions page. The requesting office is alerted of the transfer; or

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  Close the AR – The FO closes the AR once all necessary actions have been taken and/or all documentation has been added to the CEF. The FO can select:

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    To close the request (with comments); or

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    “Could not complete request” which requires entry of the reason why the AR could not be completed.

    NOTE: The initiating office is notified when an AR is closed, but they cannot view any progress notes while the AR is being worked unless they are recorded on an SSA-5002 in file.

The FO should give priority attention to ARs.

Do not close an AR until all requested actions have been completed and all necessary documentation has been added to the EF.

EXAMPLE: Mailing the claimant an SSA-821 is not sufficient action for closing the AR. Keep the AR pending until you complete full work development.

The FO should not use the “Notes” field in the AR to document the AR response. The FO should add all documentation into the EF and document any additional information on an SSA-5002.

When the requesting office initiates an AR, use the following timeframes to expedite processing:

Day 1-5: FO accepts the AR and initiates development (e.g., contact the claimant to obtain forms such as SSA-820 or SSA-821). ARs should remain in “pending” status until the FO completes ALL development and documents the electronic folder (EF). If the FO erroneously closes the AR prior to completing development, the requesting office should send another AR.

Day 6: If the FO has not accepted the AR within 5 days, the case processing system will automatically send a follow-up AR.

Day 15: If the FO has accepted the AR but does not have the requested information to complete the AR, notify the requesting office with a status using the Message function in eView or with an SSA-5002 added to the file.

NOTE: The requesting office may send a follow-up AR if the FO does not provide a status update after 15 days. Follow-ups will appear as separate action items on the EDCS Actions Page in the “Assistance Request Follow-Up” Section.

Day 30: If the requested information is not received after 30 days:

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  Attempt to provide the requested information based on available records and evidence.

EXAMPLE: If the SSA-821 has not been received, the FO completes a work determination on an SSA-823 based on available evidence.

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  Annotate efforts to obtain the information.

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  Document conclusion or pending status details on an SSA-5002 or other applicable forms, if applicable.

NOTE: If active development is still pending, provide an estimated date of completion on an SSA-5002 or a status using the Message function electronic message in eView.

Day 35: If the FO has not accepted the AR, completed their development, or provided a status update after 35 days, the requesting office may return the claim to the FO for further development.

If, prior to completion of the AR, the requesting office determines it is no longer necessary, it should cancel the AR and document the reason for the cancellation.

The office requesting the AR may cancel the request either before or after the AR has been accepted. When the AR is cancelled:

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  The Assistance Request History section in eView updates with the cancellation date; and

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  An AI appears on the EDCS Actions Page notifying the FO the AR was cancelled.

DDS determines that:

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  DDS processing should stop; and

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  A medical decision is no longer required.

DDS may determine that no medical decision is needed if they are notified that the claimant:

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  Has died;

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  Has returned to work; or

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  Withdraws the claim.

The FO must:

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  Evaluate the DDS reason and determine if additional action is needed (i.e., evaluate work activity (SGA), claimant requested withdrawal of claim, etc.);

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  Input a FO Determination in EDCS (see Processing Field Office (FO) Determinations - DI 81010.140) if a medical determination is not needed; and

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  Close out MCS and/or MSSICS as appropriate by following current instructions for each title.

  Refer to the following references for close out procedures:

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    For MCS: FO Action on Return of Title II Disability Determination from DDS - Initial Title II Technical Denials and Claims Not Requiring a Disability Determination - DI 11010.075

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    For MSSICS: Adjudicating Supplemental Security Income (SSI) Claims General - SI 00601.080

NOTE: If the adjudicating component prepares the ND because the claimant has returned to work, the FO must determine whether the work is SGA before closing the EDCS claim. If the work is SGA, see Processing Field Office (FO) Determinations DI 81010.140. If the work is not SGA or if the SGA could be protected by the Trial Work Period for Title II claims or 1619 (a) or 1619(b) for Title XVI claims, transfer the EDCS claim by UAT back to the DDS for a medical decision.

In this scenario, a medical decision is still needed when a DDS transfers the case to another DDS. The DDS adds a message to the CEF to document the case transfer to another DDS.

Upon receipt of the alert for the message, the FO must:

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  Check eView for a message regarding case transfer, change of address, etc.;

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  Input new address information into MCS and/or MSSICS as appropriate; and

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  Transfer the claims in MCS and/or MSSICS to the appropriate office using current procedures.