BASIC (01-08)

DI 81010.080 Alerts, Flags, and Messages in the Electronic Disability Collect System (EDCS)

A. Alerts

Alerts:

  • Are system-generated electronic notifications which need review or indicate action that was taken on a case after transferring the case from the Field Office (FO);

  • Generate when adding information (e.g., flags, messages, eForms, FO determinations, etc) to the Certified Electronic Folder (CEF) by an office that does not have jurisdiction of the case; and

  • Display on Disability Determination Services (DDS) case processing systems screens; or

  • Appear in a list of “Update-After-Transfer” (UAT) alerts maintained in the CEF. Access them by opening the case in eView; and

  • Post to the Electronic Disability Collect System (EDCS) Actions page for FO employees (see EDCS Actions Page - DI 81010.100).

NOTE: See Using the Update-After – Transfer (UAT) Utility - DI 81010.095 for details.

B. Flags

Flags are added by users to alert other components of special case handling situations (e.g., TERI, AIDS case). For a complete list of Flags that can be added to a CEF, see Electronic Folder Flags List .

NOTE: See DI 81010.080B.1.c. for additional instructions for TERI Flags.

1. Creating Flags

Users can create flags in either EDCS or eView (DDS users can create flags in their case processing systems). Multiple flags may exist, but only one flag of each type (e.g., TERI) can exist for a folder. Each flag consists of the flag type and optional text of up to 250 characters. The following four flag Special types do not display identifying text in the title:

  • Special-S (Suicide Threat);

  • Special-H (Homicidal/Potential Violent);

  • Special-F (Possible Fraud or Similar Fault); and

  • Special-A (AIDS Case).

a. eView

To create a flag in eView:

  • Select the “Edit (Lock Case)” field on the Secondary Title Bar (see Title Bars - DI 81005.035);

  • Select the “Add Flag” button; and

  • Select the appropriate flag for the case on the Flags Information page;

  • Add any appropriate text;

  • Select OK;

  • Select the “Unlock Case” field when action is complete.

b. EDCS

To create a flag in EDCS:

  • Select “Flags” under the Flags/Messages folder from the menu on the left side of the screen;

  • Select the “Add Flag” button; and

  • Select the appropriate flag for the case on the Flags Information page and add any appropriate text;

  • Add remarks if appropriate;

  • Click OK

c. TERI Flag Descriptors

Additional criteria required for TERI flags:

Use the Flag Description box to indicate the specific criteria (condition/situation) used to identify the case for TERI processing per DI 11005.601C.

2. Viewing a Flag

After adding a flag to a case, view it in EDCS and eView. The “Flags” page displays the following information:

  • Flag type;

  • Date it was added; and

  • Office type and code of the component adding the flag.

  • Keyed information added when flag was created

To view the flag, select the description link from the “Flags” screen.

a. eView

In eView:

  • A maximum of two flags are displayed on the Secondary Title Bar. If more than two flags exist, the word “More” displays after the title of the second flag.

  • Flags considered to be priority are displayed first, they are:

    Special – S
    Special – H
    Special – F
    Special – A
    TERI Case
    Military Casualty
    100% Perm & Total
    HIT
    HALE Case

All other flags display in reverse alphabetical order.

b. EDCS

EDCS displays flags to be priority first. All other flags display in reverse alphabetical order. See DI 81010.080B.2.a. for a list of priority flags.

3. Deleting Flags

Flags:

  • Are not automatically deleted at case closure.

  • Exist for the life of the case, including appeals unless manually deleted.

  • Can be deleted by all EDCS and eView users in eView.

  • Must be deleted if they are no longer appropriate.

  • Should only be deleted if they are incorrect.

To delete a flag:

  • Select “View/Details Edit” next to the “Flags” field;

  • Choose the flag that you would like to delete from the Flag Type box;

  • Select Delete.

C. Messages

Messages are added to provide the case processing personnel with information regarding the handling of a case (e.g., a message to call the claimant after 9 A.M). This information is not official documentation of case processing actions. Examples of messages include:

  • “Concurrent case. DIB claim is being held in FO pending insured status develop. Possible onset for DIB claim is 00/00/00.”

  • Claimant/Representative will not provide a SSA-827.”

  • “SSA-827 signed by proper applicant because claimant is in a coma.”

When messages are posted:

  • Enter an expiration date which indicates when the message will be automatically deleted (if no expiration date is set, the message remains in the case until it is manually deleted); or

  • Manually delete the message when it is no longer applicable.

1. Creating Messages

Create messages in either EDCS or eView (see EDCS Actions Page - DI 81010.100). If a message is added by an office without jurisdiction, then the office with jurisdiction gets an alert (e.g. if the FO adds a message after the case has been transferred to DDS, then DDS will get a message).

a. eView

To create a message in eView:

  • Select the Alerts/Messages Tab (see Alerts & Messages Tab - DI 81005.040);

  • Lock the case for editing per Locking/Unlocking a CEF in eView - DI 81001.040;

  • Select the “Add Message” button;

  • From the Messages Information screen, enter a message expiration date if appropriate and the desired message; and

  • Select OK

  • Unlock the case.

NOTE: Deletion of the message will occur as of the expiration date.

b. EDCS

To create a message in EDCS:

  • Select “Messages” under the “Flags/Messages” folder from the menu on the left side of the screen;

  • Select the “Add Message” button; and

  • From the Messages Information screen, enter a message expiration date if appropriate and the desired message.

2. Viewing Messages

After adding a message to a case, view it in EDCS and eView. The following information displays on the “Messages” screen:

  • A brief description of the message;

  • Expiration date;

  • The date the message was last modified; and

  • The office code of the office adding the message.

To view the full message, select the description link from the “Messages” screen.

a. eView

In eView, access messages from the Alerts & Messages Tab.

b. EDCS

In EDCS, access messages from the “Messages” link under the “Flags/Messages” folder from the menu on the left side of the screen.

3. Deleting Messages

Messages are deleted by:

  • Reaching their expiration date; or

  • Manual deletion in EDCS or eView.

To manually delete a message in EDCS:

  • Open the “Flags/Messages” folder from the left hand side;

  • Select “Flags”, and choose the flag to be deleted;

  • From the “Flags Information” page, select Delete.

To manually delete a message in eView:

  • Lock the case for editing per Locking/Unlocking a CEF in eView - DI 81001.040;

  • Select the message description link on the messages screen in EDCS or the Alerts & Messages Tab in eView;

  • Select the “Delete” button from the Message Information screen; and

  • Unlock the case.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481010080
DI 81010.080 - Alerts, Flags, and Messages in the Electronic Disability Collect System (EDCS) - 03/20/2014
Batch run: 03/20/2014
Rev:03/20/2014