During an interview, CRs must first search the SRF for sources. If the SRF locates
the source, it can be added into the case without keying-in the contact information.
If the SRF cannot locate the source, the CR must manually add the information given
by the claimant regarding the source (i.e. name, address, phone number, etc.). For
more information on adding a source, refer to DI 81010.040D. of this section. The source search screen can be opened from any screen that requires
the entry or selection of a source (e.g., Education, Medication, or Tests screens).
The SRF search function allows the user to search using nine specific criteria, though
up to three different criteria may be used at one time. The more search criteria used,
the fewer sources are returned in the search results.
a. Mandatory Search Criteria
It is mandatory that at least one of the following four criteria is used while searching
The following five criteria may be used in addition to at least one of the four criteria
per Source Reference File (SRF) DI
EXAMPLE: For small communities, a search by city alone may be all that is required. To get
a list of all the vendors in Independence, KS, for the 1st source
criteria select Organization, enter two spaces in the Data field. For the 2nd source
criteria choose City and enter “Independence”. This entry will return a list of all the providers in Independence,
KS. This method could also be used with a Zip Code rather than a city to further narrow
the list. However keep in mind if the search criteria you select will return more
than 250 entries EDCS will ask you to revise your search.
2. The Source Search Screen
The Source Search screen contains three columns:
The criteria column contains nine specific search criteria used to search for a source.
See DI 81010.040C.1. of this section for details on the search criteria.
The parameter column allows users to choose the parameters of a search, either “Begins
with” or “Contains”. The “Contains” parameter can be used only with the search criterion
“Street Address Line 1”.
The amount of data entered determines how broad or specific the search results will
be. To obtain more sources, enter less data. To obtain more specific results, enter
NOTE: To broaden the search in the SRF, hit the space bar twice in data column of the organization
name or last name for the first search criteria.
The data column is a free form box that can be used to type in known details of a
source to find exact matches based on the criteria and parameters used. A minimum of two characters is
required for most criteria selections (spaces are also considered characters).
EXCEPTION: The phone number criterion requires four numbers, though entering six or more generally
produces better results (The phone number search begins with the area code).
EDCS defaults to the state SRF based on the claimant’s mailing address (or residence
address if the claimant does not have a mailing address). While searching the SRF:
Always search for the source in the default file first. Change the state file only
if the source cannot be found in the state of claimant’s residence.
Sources in a state file are not limited to sources located in that state.
All sources that provide medical (or school) evidence to a DDS in the default state
or sources that have been keyed in by a user in that state are shown in the SRF. For
example, if an Alabama DDS has received medical evidence from an M.D. at Anderson
Cancer Center in Houston, Texas, the source will be in the Alabama SRF.
The search provides all the sources that match the search criteria used.
A source can be viewed prior to adding it to a case.
Sources from a DDS Vendor file are marked with an “*” (asterisk) between the Name/Organization
column and the Street Address column.
NOTE: If there are multiple entries for the same source, select the source with an asterisk.
If the search does not provide the appropriate match, or resulted in more than 250
Clear the old search entries; and
Enter new, redefined search criteria, parameters, and/or data.