DI 22520.020 Acknowledging Receipt of Additional Medical Evidence - Title II and Title XVI
A. Operating guidelines
If the claimant submitted medical evidence or could be expected to know that it was submitted, and the evidence was received after the date the determination notice was released, the claimant must be notified that the evidence was received.
If the claimant did not submit the evidence or could not be expected to know that additional evidence was submitted, he/she need not be notified. Also, if the additional evidence may affect the original determination, the claimant need not be notified but the examiner needs then to follow the instructions in Material Affects the Determination DI 22520.005.
IMPORTANT: This notice is to be used only when the Disability Determination Services (DDS) determines that the submission of evidence is not an implied request for an appeal. See The Reconsideration Process DI 27001.001 if the claimant is implying a desire to appeal the initial determination. If a request for reopening, see Reopenings and Revisions: General DI 27501.005.
B. Procedure for acknowledgement
Prepare and release a notice to the claimant patterned after the language in NL 00705.256.
C. Disposition of notice
Prepare and send the notification to the claimant and include a copy of the letter for the folder. Route or file this copy as follows:
1. Folder is a certified electronic folder (CEF)
Ensure that the additional evidence, and a copy of the letter, is scanned into the yellow (back) section of the CEF. Add a message to the CEF via eView that trailer material was received and reviewed and that no action is needed. Also note the claimant’s name, the date the material was received, and identify in which section of the CEF the evidence is located.
2. Paper folder in DDS
File the additional evidence and a copy of the letter in the back yellow section of the folder.
3. Paper folder not in DDS
Forward the additional evidence and a copy of the letter to the office that has the claims folder.
4. Paper folder in Disability Quality Branch (DQB)
If the claim is in the DQB, hold the material until they have completed review.
If the folder is not returned to the DDS:
Annotate an SSA-408 Route Slip, “NAN (no action needed) Prong file”, and include the DDS reviewer’s initials, the date, and the DDS code.
Forward a copy of the letter and the material to the SSA component that has jurisdiction of the folder. See Sending Initial Disability Insurance Benefits (DIB), Freeze Claims to the Disability Determination Services (DDS), DI 11010.255.
If the folder is returned to the DDS, associate a copy of the letter and the material with the folder, placing it all in the yellow section at the back of the folder.