All records maintained by the DDS that directly relate to processing disability cases are subject to all written and pertinent guidelines regarding confidentiality of information.

Maintain records for 6 years, unless tied to an open audit, per DI 39509.015A2.

Annotate the provider file with the date and name of the DDS employee.

1. a. 

   Require a written statement from all new CE physicians acknowledging that they will follow the confidentiality guidelines.

2. b. 

   Retain a copy of the signed agreement in the DDS records.

3. c. 

   Incorporate the signed acknowledgement into:

   • •

     the contracts or agreements with the physician, or

   • •

     a document executed separately by the source.

4. d. 

   Continue to furnish newly hired CE sources with the Medical Relations Handbook explaining the rules and policy on disclosure of medical information.

Language used in new CE panelist acknowledgement can take the following form:

“I acknowledge and understand that the Social Security Act and its implementing Regulation No.1 (42 U.S.C. 1306; 20 C.F.R. 401) prohibit the unauthorized disclosure of information obtained in the administration of Social Security programs and make such disclosure a crime. These prohibitions extend to any background data furnished to the provider in conjunction with the performance of the services contracted for herein, and to any reports generated as a result of providing such services, including any copies of such reports retained by the provider. Unauthorized disclosure of such records by the provider is prohibited. I further acknowledge and understand that should referral of any individual, or data pertaining to an individual, to any third party provider, (for additional diagnostic studies, clerical or transcription services, messenger services, etc.) become necessary in providing services contracted for herein, such third-party provider must be made aware that services are being performed in connection with a Social Security program, and that improper disclosure of information about the subject individual is prohibited.”