TN 7 (08-09)

DI 81010.090 Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes

A. Definition and use of barcodes

Barcodes are used to automatically index documents that are faxed or scanned into the correct section of the CEF. Barcodes contain information that:

  • Associate the document with a specific case;

  • Identify the document type. (For a complete list of CEF document types, refer to the Electronic Folder Document Type Chart);

  • Identify the section of the CEF where the document is “filed” and;

    NOTE: This is the default location based on the specific document type. EView users can move the document to a different section within the CEF once the document has been imaged. For more information on moving imaged documents in the CEF, see Case Documents Tab - DI 81005.050; and Locking/Unlocking a Certified Electronic Folder (CEF) in eView - DI 81001.040.

  • Provide office information (site ID), disposition information (e.g., to print or store in the image repository), and scanning contractor information (e.g., store or forward the paper document).

B. Creating barcode coversheets

Barcodes are created whenever paper documents need to be imaged into the CEF. The Field Office (FO) uses the Electronic Disability Collect System (EDCS) or eView to create barcodes.

  • To create barcodes in either EDCS or eView, select the “Create Barcode” button. (In eView, the button is located under the Case Documents Tab. In EDCS, it is located on the main toolbar at the top of each page in a case.) The two search options available are:

  • Search Commonly Used Forms, and

  • Search All Forms.

To search a list of commonly used document types based on component (FO, OQR, PC and RO):

  • Select the appropriate search criteria, users may search by form name/description contains or by form name begins with;

  • Enter the search term for the search (e.g., 827 or Report of Contact);

  • Select the appropriate form name for the barcode (e.g., 827 – Authorization to Release Information to SSA);

  • Complete the “Form Specific Information” if necessary; and

    NOTE: The “Form Specific Information” changes depending on what document type the user selects. If the document is a medical source, include the source’s name (if available) when creating the barcode.

  • Select:

    1. 1. 

      “Print” to print the barcode,

    2. 2. 

      “ Next Form” to create another barcode for another form, or

    3. 3. 

      “View Selected Forms” to view a list of barcode cover sheets created.

To search a list of all forms:

  • Enter the search term for the search (e.g., 827 or Report of Contact);

  • Select the MDF section of the CEF if you wish to limit the search to a specific section;

  • Select the appropriate form name for the barcode (e.g., 827 – Authorization to Release Information to SSA);

  • Complete the “Form Specific Information”; and

    NOTE: The “Form Specific Information” changes depending on what document type the user selects. If the document is a medical source, include the source’s name (if available) when creating the barcode.

  • Select “Print” to print the barcode, “Select Next Form” to create another barcode for another form, or “View Selected Forms” to view a list of the forms you created a barcode cover sheet for.

C. Faxing documents into the CEF

FO, PC, ODAR, and OQR have the ability to fax and image paper documents into the CEF.

Before faxing:

  • Determine whether Medical Evidence of Record (MER) needs to be faxed into the CEF per Receiving Medical Evidence in the Field Office (FO) - DI 81010.125; or

  • Determine whether non-medical documents need to be faxed into the CEF per Storing Non-Medical Evidence in the Certified Electronic Folder (CEF) - DI 81010.135.

To fax documents into the CEF:

  • Create a separate barcode cover sheet for each document. For more information on barcodes, see DI 81010.090A and DI 81010.090B of this section;

  • Examine the document to ensure all pages are legible and single sided;

    NOTE: If the document is two sided, use a fax machine capable of faxing two-sided documents or make copies of both sides of the document and fax both the front and back sides into the CEF.

  • Prepare the document for faxing (i.e., remove staples, assemble pages correctly) and place the barcode cover sheet on top of the document;

    NOTE: Multiple documents belonging to different cases may be faxed at the same time (in one batch) as long as the correct barcode cover sheet is placed on top of the first page of each document;

  • Fax the document(s) to the CEF using the fax number for your region according to the following chart:

    Boston

    1-866-427-8656

    New York

    1-866-202-1884

    Philadelphia

    1-866-427-8515

    Atlanta

    1-866-262-2693

    Chicago

    1-866-427-8517

    Dallas

    1-866-427-8655

    Kansas City

    1-866-262-3203

    Denver

    1-866-397-5945

    San Francisco

    1-866-262-2759

    Seattle

    1-866-504-1259

    Central Office

    1-866-722-2297

  • Access e-View to ensure the imaged document appears in the CEF and is legible. After the document is viewed and is legible, destroy the original document.

    NOTE: If an image is not available in eView and at least 24 hours have elapsed since fax transmission, the Claims Representative (CR) should report the failure to the appropriate member of FO management. The FO manager should follow Regional instructions to report the failure. The Regional Office (RO) will initiate a call to the Modernized Software Support Team (MSST) help desk to open a Corrective Action Problem Report and Summary if necessary.

Do not re-fax legible documents which maybe inverted. The document can be repositioned in eView.

After faxing the documents, process the paper documents per:

  • DI 81010.125 - Receiving Medical Evidence in the Field Office (FO)

  • DI 81010.135 - Storing Non-Medical Evidence in the Electronic Folder (EF)


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481010090
DI 81010.090 - Faxing Documents into the Certified Electronic Folder (CEF) Using Barcodes - 01/27/2017
Batch run: 01/27/2017
Rev:01/27/2017