For certified electronic folder (CEF) cases, the FO uses the UAT utility in EDCS to update information in the file after a case has been transferred to the DDS or to the hearing level.

The UAT functionality is not available for electronic Continuing Disability Reviews (eCDRs).

Reference:

DI 81010.095 Using the Update-After-Transfer (UAT) Utility

NOTE: For non-CEF or cases when EDCS UAT is not appropriate, use the most expeditious way to coordinate actions in these situations, e.g. telephone, email, or fax. Generally, use a fax rather than paper mail to transmit assistance requests and subsequent documentation.

The DDS communicates with the FO via AI and AR on the EDCS Actions Page. For complete instructions on the EDCS Actions Page functionality, see Electronic Disability Collect System (EDCS) Actions Page, DI 81010.100.

The FO handles all requests promptly and thoroughly:

1. 1. 

   Follow additional instructions issued by the Regional Office (RO) regarding FO-DDS contact.

2. 2. 

   Follow guidelines issued by the RO on local, state, or regional arrangements regarding special problems, or other matters of local or regional interest, that require special instructions.

3. 3. 

   Respond to all DDS development requests:

   • •

     Respond promptly to all DDS assistance or development requests made via EDCS, email, telephone, fax, or paper SSA-883, Request for Evidence or Assist Disability form. If information or assistance cannot be immediately provided, establish a control on these requests and furnish the development or a status report (including expected completion date) to DDS within 14 days of the request.

   • •

     DDS should follow up with the FO if no response is received. In special situations (second follow-ups, extreme problem cases, etc.) DDS may request RO assistance for processing instructions see, Request for Regional Office (RO) Technical Assistance GN 01070.100.

eView is a web-based application that enables users involved in case processing to view, print, copy to CD, and take specific action on the disability information contained in the CEF. For complete instruction on the use of eView, see DI 81005.000.

The DDS inputs data on the National Disability Determination Services System (NDDSS). FOs obtain and review this disability information on the NDDSS by obtaining a DDSQ. Use this query to respond to routine inquiries from claimants and to check the progress of DDS case processing.

NOTE: DDSQ information may not always reflect revisions made by the Disability Quality Review (DQR). Critical adjudicative details should be verified against the final SSA-831 to help prevent potential processing errors.

Request the DDSQ by completing the UNIT, RS, and AN fields on the DDSQ mask. The table below contains a quick explanation guide to the most frequently used fields in the query.

NOTE: If the DST shows a location beginning with R, the case has been selected for Office of Quality Performance quality review and is still pending.

CAUTION: The DDSQ provides information about Title II and Title XVI claims, and it may also provide information concerning a Medicaid or a Medical Assistance (MA) claim. Since a Title XVI DDSQ looks nearly identical to a Medicaid (or MA) query, note the following differences to ensure you provide accurate information to a claimant questioning the status of his or her claim. For Medicaid (MA) queries the:

1. 1. 

   Beneficiary Identification Code (BIC) field contains an AR, which indicates an assistance request.

2. 2. 

   Study List Code (SLC) contains an N, which indicates the claim is a non-federal claim.

3. 3. 

   District Office Code (DO) field contains a DDS code rather than a DO code.

4. 4. 

   Destination Code (DST) contains letters designating a county destination rather than a DO code.

References:

• •

  SM 06002.100 How to Complete the NDDSS Master File Menu (DDSM)

• •

  SM 06002.200 Parts of a Full Query Response

• •

  MSOM DDS 001.006 NDDSS Master File Menu (DDSM)