GN BOS00302.980 SSA Electronic Access (SSA/EA) to Vital Events for Rhode Island – Age (TN 2-90 - 10/2003)
The Rhode Island Department of Health (DOH), Office of Vital Records developed the SSA Electronic Access (SSA/EA) system to provide birth record data in electronic format. This system is not part of the Electronic Verification of Vital Events (EVVE) system jointly developed by SSA and the National Association for Public Health Statistics and Information Systems but serves a similar function. Authorized SSA employees in specified offices can electronically verify/certify the age of a person born in Rhode Island by using the SSA/EA system to query the State's vital records system. The response from the State will indicate whether the data submitted matches or does not match the information in the State's vital records.
Conduct an SSA/EA system search if:
You are unable to visually inspect the birth record; e.g., because the claim is taken over the phone or Internet,
The claimant does not have preferred proof of age (POA),
The document presented is questionable, OR
Existing policy calls for verification of the birth record with the custodian, as is currently required in the enumeration process for U.S.-born Social Security number (SSN) applicants age one or older applying for an original SSN or who want to change the date of birth on the Numident record per instructions in RM 10210.250.
REMINDER: Prior to searching for a person's vital records through use of the SSA/EA system, you must first establish the person's identity.
C. Procedure – verification search
Conduct a verification search if the claimant possesses an original birth certificate that is questionable or an uncertified copy of the birth certificate. For instructions on conducting a verification search see SSA Electronic Access Instructions on the BOSNET Rhode Island SASRO website. For general policy on using the SSA/EA system when POA is involved, see GN BOS00302.980B.
D. Procedure – certification search
Conduct a certification search if the claimant does not possess an original or copy of the birth certificate required for verification, or a verification search results in a no match; i.e., the search result indicates: "No birth records were found that matched the request." For instructions on conducting a certification search, see SSA Electronic Access Instructions. For policy on using the SSA/EA system when POA is involved, see GN BOS00302.980B.
E. Procedure – verification/certification search results in a match
1. Exact match
If the date of birth on the SSA/EA system output is not discrepant with other evidence, the search result does not indicate that a living number holder (NH) may be deceased, and the birth record was established before age 5, determine that it is preferred POA. Document the MCS/MSSICS claim per instructions in GN BOS00302.980G. For an explanation of SSA/EA system search result messages, see, SSA Electronic Access Instructions.
If the date of birth on the SSA/EA system output is discrepant with other evidence, resolve the discrepancy per instructions in GN BOS00302.980E.2.
NOTE: For a verification/certification search to result in a match, the date of birth used in the search must match exactly the date shown on the DOH record. Any discrepancy will be between that date and other evidence.
2. Date of birth is discrepant
Determine if the discrepancy is material per instructions in GN 00302.160; AND
If the date of birth is materially discrepant, resolve the discrepancy per instructions in GN 00302.165 – GN 00302.190.; AND
Prepare a written determination when required per instructions in GN 00302.405 – GN 00302.430. Document the decision on an SSA-2038-F3 (Date of Birth Determination) per instructions in GN 00302.430, SSA-553 (Special Determination) or the RPOC screen in MCS; OR
If the discrepancy is not material, follow instructions in GN 00302.240.
3. Birth record established on or after age 5
Determine whether preferred POA exists according to instructions in GN 00302.057, AND
If preferred POA does not exist, develop other evidence of age according to instructions in GN 00302.100.
4. Death indicator on birth record
If the SSA/EA system output indicates that a NH may be deceased, this agrees with the allegation that the NH is deceased, and SSA's system records (e.g., Numident, MBR, and/or SSR) indicate the NH is deceased, accept the SSA/EA output as preferred POA. For example, this situation may occur when developing POA for a deceased NH as required in RS 00207.004 when processing a claim for widow(er)'s benefits.
If the SSA/EA system output indicates that a NH may be deceased, and SSA's system records (e.g., Numident, MBR, and/or SSR) indicate that the NH is alive:
Review all identifying information shown on the record (e.g., claimant's name, mother's names, place of birth) to be certain that it is the claimant's record and that all information is input and spelled correctly,
Modify your search if necessary, AND
If the SSA/EA system output still shows the NH as deceased, and you suspect that the claimant may have assumed the identity of a deceased NH, develop possible fraud per GN 04100.000.
If fraud is not suspected/detected, ask the claimant to obtain the birth record from the Rhode Island Department of Health, Office of Vital Records per instructions in GN 00308.001.
5. Original certificate modified
Follow procedure in GN 00302.510G.
NOTE: The SSA/EA system will not return a search result message indicating that the data has been modified. If the record is currently being modified or contains questionable data, you will receive the message “BIRTH RECORD FOUND, CONTACT THE RI DEPARTMENT OF HEALTH”.
F. Procedure – verification/certification search results in no match
Reenter and review all information to ensure it is input and spelled correctly.
If unable to match the birth record after several attempts using a verification and/or certification search, determine whether preferred POA exists per instructions in GN 00302.057.
If preferred POA does not exist, develop other evidence of age per instructions in GN 00302.100.
G. Procedure – documenting SSA systems
1. When SSA/EA output is used as POA for claims:
Code the MCS RSDHI Claims Application (APPL) screen per instructions in MSOM 15-H and/or the MSSICS Client Identification (ACID) screen per instructions in MSOM 107-A.
Code the Development Worksheet (DW01) as follows. Code the ISSUE field with "RI EVVE" (Rhode Island Electronic Verification of Vital Events). Code the REC field with the date the search was made. Code the REMARKS field with a remark of either "VERIF" or "CERT" (depending on whether a verification or certification search was conducted) and "state file #CCYY-999999."
2. When SSA/EA output is used to verify/certify the birth record for enumeration purposes:
Complete the evidence blocks of the SS-5 per procedure in RM 10205.185 or if the application is taken on MES, complete the APCE screen per procedure in MSOM MES 002.004. Process suspect or fraudulent documents per instructions in RM 10205.300.
If you complete a verification match via the SSA/EA system, enter a description of the document submitted including the state file number in the Evidence Submitted block on the SS-5 or ENTER TYPE(S) OF EVIDENCE SUBMITTED) field on the MES APCE screen. Include the following remark: "RI EVVE verification on (enter date)."
If you completed a certification match via the SSA/EA system, code the Evidence Submitted block on the SS-5 or the Type of Evidence
Submitted (TES) field on the MES APCE screen with the following remark: "RI EVVE certification state file #CCYY-999999 on (enter the date of search)."