It is regional policy that the FO will obtain Office of Disability Adjudication Review
(ODAR) queries, Case Processing and Management System (CPMS) and Office of Hearings
and Appeals Query (OHAQ) on every initial application for disability benefits (DIB,
DWB, CDB, and SSI). A copy of ODAR queries must be in the file the FO sends to Disability
Determination Services (DDS). It is the FO's responsibility to determine if the individual currently filing a claim
has previously filed for any type of SSA benefit. The FO must document any prior claims activity, or the lack of any prior claims activity,
in every claim sent to DDS. This documentation must be included on the prior filing
section of the SSA-3367. The field office can use the remarks section of the SSA-3367
if additional space is needed.
Please annotate the prior folder information in the remarks section, such as, “Prior
file attached”, or “Prior folder requested on MM/DD/YY - will be forwarded upon receipt”,
or “Prior folder not located, copy of decision attached (or will be forwarded upon
receipt),” or “Prior folder CEF,” or “Prior folder not located - copy of decision
not obtainable”. The FO must include a copy of CPMS and OHAQ queries in the Disability
Related Development (blue) section of the electronic folder (EF) on an SSA-5002. If
CPMS or the OHAQ query indicates a prior ODAR decision, please follow DI SF11005.085B.2 for additional Chavez instructions. For EDCS exclusions, include the printed ODAR queries in the paper
file sent to DDS.
To add a remark to the SSA-5002, follow these instructions:
Open CPMS, click “Find a Case”, and enter the SSN on the next screen. If the case
is NIF, type “CPMS NIF” on the SSA-5002 you will create in EDCS.
Select item 17 (ODAR DATA INPUTS/QUERIES) from the SSA MAIN MENU in PCOM. On the next
screen (OHAM), select item 1 (OHAQ). On the OHAQ screen complete the selection for
Hearing (choice #2) and enter. Once you receive a reply, choose “Select All" from
the edit dropdown menu. Use either the copy button from the OQAPA toolbar or Copy
from the edit menu to copy the screen. For additional pages, use Copy Append from
the edit dropdown menu.
Create an SSA-5002 using eForms in EDCS. Enter a subject of either “ODAR No Report” or “ODAR decision dated MM/DD/CCYY”. Place your cursor on the blank subject area of the 5002 and use [Ctrl]-V or select
“Paste” from the menu. The OHAQ query will appear on the body of the SSA-5002. If
CPMS has appeals listed that are not in the OHAQ query, you must type the decision
information (claim(s) title, date, and disposition) on the SSA-5002. This information
should be on the same SSA-5002 as the OHAQ.
Use the EF button at the top to send the SSA-5002 to the electronic folder. Wait for
the acknowledgment of the SSA-5002. You can check the Case Documents display in eView
to see if your SSA-5002 arrived. It may be queued as an Outstanding Request (check
the bottom button on the Case Documents page).