TN 7 (08-09)

DI 81010.230 Creating an EDCS Record for an Electronic Continuing Disability Review (eCDR)

EDCS includes screens to collect and display information for processing electronic CDRs (eCDRs). The EDCS files created are similar to the abbreviated records currently created for cases excluded from the Modernized Claim System (MCS). Data is propagated from the Master Beneficiary Record (MBR) and Supplemental Security Record (SSR) to the eCDR in EDCS.

A. EDCS case creation for adult or child CDR

Review the paper CDR forms upon receipt. Prior to creating the eCDR in EDCS, ensure that you know the date of the most recent favorable medical decision, known as the Comparison Point Decision (CPD) date (see The CPD Date and Folder - DI 81010.215A.) and obtain or thoroughly search for the CPD folder, if the CPD folder is a paper Modular Disability Folder (MDF). To create the eCDR in EDCS:

  • Enter the Client's (beneficiary/recipient) SSN or First and Last Name on the Disability Case Selection page and select “Search”;

  • If applicable, select the radio button for the closed case for which the CDR will be established and select “Create Case”;

  • Select “CDR Initial” from the Select Case Level screen;

  • The Form(s) Selection screen for the SSA-454 Continuing Disability Review Report defaults to paper. Select the “key” radio button to key the SSA-454 into EDCS or “paper” if you are mailing a paper SSA-454. If the SSA454 is keyed into EDCS, do not need to mail the form to DDS.

  • Enter the CPD date on the Confirm Case Creation screen; and

  • Complete the CDR information and EDCS 3367 (Disability Report-Field Office) on the Form(s) Selection screen.

    NOTE: For eCDR instructions on Age 18 Redeterminations, see Creating a Record for an Age 18 Disability Redetermination in the Electronic Disability Collect System (EDCS) – DI 81010.232.

B. CDR information screen

This screen contains basic information about the beneficiary, CDR type, and FO controlling the input. The CDR Information folder contains the following data elements:

1. Client identification

Review the screens to ensure that the correct mailing address has propagated from the MBR/SSR. If the data is incorrect, the CR updates the information in EDCS and also updates the MBR/SSR.

NOTE: If there is a representative payee, enter the claimant’s residence address on the Client Identification screen.

2. Case information

  • Identify and input the type of CDR from the following chart:

    CDR Types

    Periodic Review Due - 3 year diary/MIP

    T16 Age 18 Redet

    Periodic Review Due - 1 year diary/Low Birth Weight/MIE diary

    CDR Mailer – “DO CDR”

    Periodic Review Due – 5 or 7 year diary/MINE

    SGA Cessation-EPE Medical Review (Sec 111 Protection N/A)

    Miscellaneous (includes T16 1619)

    Expedited Reinstatement (EXR)

    Named Litigant/court case

    NOTE: Review the DCF (ECDR, QCDR, and QMID) to determine the correct CDR type. If DCF reflects information for more than one CDR (i.e., a prior CDR(s) was done), use the CDR Type for the current CDR being established in EDCS.

  • Input the CPD date (See the Comparison Point Decision (CPD) Date and Folder - DI 81010.215A.). For lost folder cases, the CPD date is 12 months prior to the date of the interview.

  • Enter the appropriate response concerning the need for DDS capability development.

  • Add a “Potential 301 Case Flag” in EDCS if the SSA-454 (Continuing Disability Review Report) indicates the claimant is participating in a Vocational Rehabilitation (VR) Program.

3. Title II or Title XVI FO contact information

Enter the unit code of the FO component controlling the eCDR. The other contact information propagates from the mainframe. Correct if necessary.

C. CDR claims

The CDR Claims screen displays a summary table containing all claims applicable to the CDR. All of the information is propagated from the mainframe for all claims (Title II and Title XVI). Select the claim to view the CDR claim information.

1. Claim information screen

Information for this screen is propagated from MBR/SSR.

2. Representative payee information

To access this screen, select the name hypertext link in the summary table under the Representative Payee Information header of the CDR Representatives page.

NOTE: If the claimant does not have a representative payee, this screen is not utilized.

EDCS collects only one representative payee per CDR case. This screen also indicates whether the payee is the individual’s legal guardian. The representative payee information on this screen is propagated from the mainframe via the MBR/SSR or entered by the user. If there is no representative payee information propagating from the mainframe, the user can enter a representative payee using this screen when appropriate.

NOTE: Under no circumstances should a beneficiary have multiple representative payee information. Ensure that only one representative payee name and address is captured. If more than one is listed, delete all except the correct payee prior to transfer. If there are multiple representative payees for Title II and Title XVI, make appropriate corrections in the mainframe.

3. Appointed representative information

EDCS no longer distinguishes between Attorney and Non-Attorney contact types. All contacts are now referred to as Appointed Representative. The appointed representative information displayed on this screen is entered in EDCS by the user.

The Appointed Representative screen is accessed from the:

  • Appointed Rep folder of the Navigation Tree;

  • 3367 Capability/Remark page (when there is no 3369 (Work History Report ) folder present);

  • 3369 Remarks page; or

  • Flags page.

For initial, reconsideration, and hearing levels, the mainframe sources of data for the authorized representative are the Authorized Appointed Representative Data Base (ARDB) and the Modernized Claim System (MCS) Check/Notice 2 (NOT2) screen. EDCS collects one appointed representative per case level (i.e. initial, reconsideration, and hearing).

For appeal level cases, EDCS displays the appointed representative data collected in the prior level. For example, if an appointed representative was entered at the initial level, EDCS displays the initial level information in the appropriate fields of the reconsideration level. If the information is incorrect, change the information in the appropriate system then repropagate the case in EDCS.

When the user enters the Case Selection page for the first time to establish a case, the question, “Does this person have an authorized representative?” is pre-filled with “yes” if appointed representative data propagates from the mainframe.

If no appointed representative data propagates and the user answers “yes” to the question, “Does this person have an appointed representative?” complete the additional fields including the name, address, etc., for the appointed representative.

EDCS automatically sets the “Representative Involved” flag when appointed representative data exists or is added on the Appointed Representative screen. EDCS automatically removes the “Representative Involved” flag if appointed representative data is deleted by changing the appointed representative question radio button from [Yes] to [No].

NOTE: Users are able to set the Representative Involved flag manually. As indicated, certain conditions will trigger EDCS to set or remove the flag automatically.

Once an electronic record is created, the FO faxes the SSA-1696 (Appointment of Representative) form to the electronic folder (EF) using current faxing procedures.

4. Legal guardian information

Legal guardian information is collected on the CDR Representative Payee Information page to indicate if the representative payee is also the legal guardian. The field displays a “Yes” or “No” answer when the representative payee information displayed on the screen is propagated from the mainframe. Otherwise, the field must be completed.

D. EDCS 3367

There is no change in the procedure for completing the EDCS 3367.

REMINDER: The Update after Transfer functionality is not available for eCDR. Once an eCDR record has been established in EDCS and transferred to the DDS, there is no repropagate function for eCDRs. Changes, such as change of address, must be reported using a message and an SSA-5002 (Report of Contact) with narrative remarks.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0481010230
DI 81010.230 - Creating an EDCS Record for an Electronic Continuing Disability Review (eCDR) - 10/17/2014
Batch run: 10/17/2014
Rev:10/17/2014