FO, PC, ODAR, and OQR have the ability to fax and image paper documents into the CEF.
Before faxing:
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Determine whether Medical Evidence of Record (MER) needs to be faxed into the CEF
per Receiving Medical Evidence in the Field Office (FO) - DI 81010.125; or
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Determine whether non-medical documents need to be faxed into the CEF per Storing
Non-Medical Evidence in the Certified Electronic Folder (CEF) - DI 81010.135.
To fax documents into the CEF:
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Create a separate barcode cover sheet for each document. For more information on barcodes,
see DI 81010.090A and DI 81010.090B of this section;
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Examine the document to ensure all pages are legible and single sided;
NOTE: If the document is two sided, use a fax machine capable of faxing two-sided documents
or make copies of both sides of the document and fax both the front and back sides
into the CEF.
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Prepare the document for faxing (i.e., remove staples, assemble pages correctly) and
place the barcode cover sheet on top of the document;
NOTE: Multiple documents belonging to different cases may be faxed at the same time (in
one batch) as long as the correct barcode cover sheet is placed on top of the first
page of each document;
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Fax the document(s) to the CEF using the fax number for your region according to the
following chart:
Region
|
FAX Number
|
Boston
|
1-866-427-8656
|
New York
|
1-866-202-1884
|
Philadelphia
|
1-866-427-8515
|
Atlanta
|
1-866-262-2693
|
Chicago
|
1-866-427-8517
|
Dallas
|
1-866-427-8655
|
Kansas City
|
1-866-262-3203
|
Denver
|
1-866-397-5945
|
San Francisco
|
1-866-262-2759
|
Seattle
|
1-866-504-1259
|
Central Office
|
1-866-722-2297
|
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Access e-View to ensure the imaged document appears in the CEF and is legible. After
the document is viewed and is legible, destroy the original document.
NOTE: If an image is not available in eView and at least 24 hours have elapsed since fax
transmission, the Claims Representative (CR) should report the failure to the appropriate
member of FO management. The FO manager should follow Regional instructions to report
the failure. The Regional Office (RO) will initiate a call to the Modernized Software
Support Team (MSST) help desk to open a Corrective Action Problem Report and Summary
if necessary.
Do not re-fax legible documents which maybe inverted. The document can be repositioned
in eView.
After faxing the documents, process the paper documents per:
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DI 81010.125 - Receiving Medical Evidence in the Field Office (FO)
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DI 81010.135 - Storing Non-Medical Evidence in the Electronic Folder (EF)