After a response is received from the State, send a letter to the director of each
of the onsite institutions (with a copy to the servicing FO) to be visited. Unless
the information was previously requested directly from the State, the letter should:
Provide the proposed date(s) and time for the onsite review.
Explain that the review team will hold a brief introductory meeting with the institution’s
staff to include representatives from the director’s office, the medical or nursing
staff, the business office, and the social services department.
Include a copy of the Form SSA-9584-BK and request that it be completed and returned
as soon as possible.
Request a copy of all ledger sheets for one beneficiary covering all financial transactions
for the previous 12-month period.
If codes are used, request a key to explain the codes.
Ask for a current list of all beneficiaries the payee serves and a separate list of
those beneficiaries who are not within the institution's physical custody and their
current location (see GN 00605.521).
Include a return-addressed envelope or mailing label for the institution’s use in
submitting the Form SSA-9584-BK, ledger sheets, and beneficiary lists.
When scheduling the review, be alert to Federal, State, or religious holidays. In
addition to avoiding holidays, weather conditions should also be taken into consideration
in many States.
As soon as the review date for each institution is confirmed, contact the institution
to arrange the time for the introductory policy meeting and provide them with the
names of the review team members.