TN 4 (08-03)
GN 03501.002 Coding Instructions - Identified Cases
It is the responsibility of the Office of Disability and Income Security Programs (ODISP), Office of Disability Programs (ODP), and the Office of Acquiescence and Litigation Coordination (OALC) to determine the possible need for an AR for coding purposes, develop the criteria to identify potentially affected claims, and release the Emergency Message (EM) to allow adjudicators to begin coding cases. After release of the start coding EM, coding of potentially affected cases will continue until a second EM is issued telling adjudicators to stop coding cases.
Identification of claims that meet the coding criteria can be done by a variety of components including field offices, regional offices, processing centers, DDS's and ODAR offices. Identification can result when adjudicators or field office personnel recognize that a case is an appropriate one for coding or a case may be coded when the claimant self-identifies seeking the benefit of a potential or published AR.
Continue to code claims that meet the coding criteria, even after the date of the issuance of the AR until a “Stop Coding” emergency message is received. There may be a lag period between the date of the issuance of the AR and the issuance of all implementing instructions. The Stop Coding EM is issued once the instructions are in place and we are able to process those individuals identified through the coding process.
1. Coding for Field Offices, Regional Offices and Processing Centers
The Civil Action Tracking System (CATS) is being used to house coding information related to the acquiescence process. Instructions for accessing and inputting into CATS can be found in MSOM CATS 002.001 ff. The specific code (referred to as a court case identifier) necessary to identify the case in question will be provided in the EM. Coding instructions for the Office of Disability Adjudication and Review (ODAR) are in the HALLEX.
On the SSA MAIN MENU
SELECT 1. MANAGEMENT INFORMATION SERVICES FACILITY/PROD REGION MENU [hit ENTER]
On the SUPPORT MENU
SELECT M1. ADMIN/MI CICS LOGIN [hit ENTER]
NOTE: A logon screen comes up before the MISF CICS Menu. Logon as usual.
On the MISF CICS MENU
SELECT: 01 CATS [hit ENTER]
ON CATS MAIN MENU
SELECT 2. REQUEST FOR REVIEW/ADDRESS RESPONDER UPDATE
On REQUEST FOR REVIEW/ADDRESS RESPONDER UPDATE screen
For COURT CASE IDENTIFIER enter (code supplied in EM)
Enter last name [hit TAB] to move to DOB line
Enter DOB [hit ENTER]
[hit ENTER] again
On REQUEST FOR REVIEW SCREEN (MSOM CATS 010.005 )
Enter first name [hit TAB] to move to middle initial field
Enter middle initial (if relevant) or [hit TAB]
Enter Street Address [hit TAB] to move down
Enter City/State/Zip [hit TAB]
Enter Rep Payee (if relevant) [hit TAB]
Enter 1st Claim # & BIC [hit TAB]
Enter Additional Claims (if relevant)
[hit PF6] again
Repeat process to add more records, if necessary,
or hit PF4 to end
On the MISF CICS MENU
SELECT: 99 EXIT [hit ENTER]
2. Coding for Disability Determination Services (DDS)
a. Initial/Reconsideration Claims
Follow SM 06001.410 to enter on NDDSS.
Input 3-position code provided in EM for the specific Acquiescence Ruling when inputting cases for clearance. See SM 06001.410B., 25 – 30 for 831/832/833 instruction.
b. Continuing Disability Reviews
Follow SM 06001.505. to enter on NDDSS.
Input 3-position code provided in EM for the specific Acquiescence Ruling when inputting cases for clearance. See SM 06001.410B., 36 – 41 for 831/832/833 instruction.
3. Coding When an Individual Self-Identifies
An individual may self-identify either before the AR is issued or after an AR is issued. If an individual contacts a FO or operating component prior to the issuance of an AR (or after the issuance of an AR but prior to the issuance of a stop coding EM) about the application of the pending AR or review of their case under a circuit court decision, the FO should:
obtain the full name of the circuit court decision and the date that decision was made;
determine whether a Coding Instruction EM was released either through PolicyNet or field office reference materials containing released EM's;
use the court case identifier to query the CATS (MSOM CATS 002.001 ff.) to see if the inquirer has already been identified and proper information entered into CATS, if a Coding Instruction EM was released; and
explain the criteria noted in the Coding Instruction EM and then determine if the criteria apply to the individual's case, if a Coding Instruction EM was released but CATS does not reflect an entry. If the criteria apply or it is unclear whether they apply, assume the individual meets the criteria and key in the necessary identifying information.
not code if the coding criteria does not apply.
NOTE: If an AR has already been issued, and the individual self identifies, also consider whether the claimant contact should be identified and processed as a request for readjudication.