When multiple claims are filed at the same time and at least one of the claims is
an EDCS exclusion, the official folder for all claims in the folder is paper. For
partially electronic cases, the official folder is paper because there is no data
in eView for the EDCS exclusion claim. Use EDCS to enter information on the non-exclusion
claim(s), and file documentation that pertains solely to the excluded claim in the
paper MDF. In eView, upload any documents that apply to both the electronic and the
paper claim.
The FO will take the following actions to document both the electronic and paper folders
properly:
-
•
Establish non-exclusion claim(s) in EDCS;
-
•
Create a paper MDF for EDCS exclusion claim(s);
-
•
File the documents that pertain solely to the excluded claim in the MDF (for example,
SSA-831 form). In eView, upload any documents that apply to both the electronic and
the paper claim (for example, SSA-3368, SSA-3441, and SSA-827);
-
•
Add a message to the EDCS case indicating that a related paper claim exists. Provide
the current claim level, type, and SSN for the paper claim, conversion, or appeal
along with the reason for the exclusion;
-
•
Update the paper folder indicator (PFI) by answering the questions on the EDCS Transfer
Screen to indicate that a paper folder has been created for this filing, see DI 81010.085D;
-
•
Transfer the case in EDCS;
-
•
Print an EDCS routing form for the MDF and annotate the form with the following remark
to shown an EDCS exclusion is associated with the case: “EDCS exclusion-associate
with EDCS case transferred on MM/DD/YYYY."; and
-
•
Mail the paper MDF to the adjudicating office the same day as EDCS transfer to avoid
processing delays.
NOTE:If there is an EDCS case for a claim that has already been transferred out of the
FO, and there is a subsequent claim filed that is an EDCS exclusion, follow the steps
for creating the paper MDF in DI 81010.030C in this section. Utilize the Update After Transfer functionality when creating the
message for the EDCS case stating that a paper claim exists, and inform the DDS that
it is necessary to update the PFI in eView.
The DDS will:
-
•
Electronically process the electronic portion of the claim;
-
•
Only print documentation that pertains solely to the excluded claim (for example,
SSA-831 and determination notice), and associate these items in the MDF for FO adjudication
after making a determination;
-
•
In eView, upload any documents that apply to both the electronic and the paper claim.
At case closure, the DDS will upload a copy of the decisional documents (SSA-831/DDE)
and notice(s) for the paper claim(s) in the electronic portion of the case in eView;
and
-
•
Return the electronic and paper portions of the case to the FO after adjudication.
The Hearing Office (HO) will:
-
•
Fax or scan all documentation from the excluded paper claim into the electronic folder.
This ensures all folder documentation is stored in the electronic folder at the hearing
level. Documentation includes the application, development, notices, and decision;
-
•
Add a message in eView that all documents from the paper claim have been added to
the electronic portion of the case. ; and
-
•
Print and mail or fax a copy of the hearing decision for the excluded claim to alert
the FO or Program Service Center to process the decision.
IMPORTANT: When all claims in a case convert to paper, all documents must be printed. For example, when the
DDS closes a case without a determination and the "No Determination" reason is to
"Stop Electronic Processing," all documents must be printed and added to the paper
folder.