BASIC (04-08)

DI 81030.055 Adding Documents to the Certified Electronic Folder (CEF)

A. Policy

The Disability Quality Branch (DQB) adds eForms to the CEF through the case processing system, Disability Case Adjudication and Review System (DICARS). In addition, the DQB adds the following types of documents to the CEF:

  • Non-eForm electronic documents created during the review process, and

  • Paper documents created or received during the review process.

The DQB adds these documents to the CEF by either:

  • Using the electronic DICARS (eDICARS) DocSend utility (in accordance with the DocSend instructions in DI 81030.055B.) for non-eForm electronic documents, or

  • Faxing (in accordance with instructions in DI 81030.055C.) for non-eForm electronic documents and paper documents.

Regardless of whether DQB uses DocSend or faxes, the quality reviewer must ensure that a legible image of the document is in eView for clear on-screen viewing

NOTE: All pages of a multi-page document must be legible.

B. Procedure – Using eDICARS DocSend to Send Non-eForm Documents to the CEF

When ready to clear a case, use the modular disability folder (MDF) guidelines (DI 70005.005, General Overview of the MDF) to determine which documents will be put into the CEF. If you have a document that is not listed in DI 70005.005, follow local guidelines to decide if it should be added to the CEF.

1. Non-eForm Electronic Documents

  • When ready to clear a case, the eDICARS DocSend utility allows you to send documents to the CEF. The user must be defined in DICARS as a DQB user.

  • On the “Clear” screen in DICARS, select the DocSend button. The screen layout includes the claim information, document selection and document lookup sections.

  • Verify the claim information. If another claim is required, select the “Select another” button.

  • Browse to the Word or “plain text” document being sent to the CEF by selecting the “Browse” button.

  • Highlight a document from the drop down list to be sent to the CEF.

  • Select the “Open” button for the highlighted document. The DocSend screen reappears. The document selected will be retrieved with the complete document path entered in the box.

  • Select the “Type of Document.” The document types are similar to those in the Create Barcode utility in eView.

  • Verify the correct document and document type were selected and send the document to the CEF by selecting “SEND.”

  • Review the confirmation message that the document has been sent.

  • Before clearing the case, access eView to confirm that the document was successfully added (see DI 81030.055E.).

  • Select the “Home” link to return to the eDICARS Welcome screen or the “Select another” button to return to the SSN entry screen.

  • Close the web browser to exit eDICARS.

C. Procedure – Faxing Documents to the CEF

When ready to clear a case, use MDF guidelines (DI 70005.005, General Overview of the MDF) to determine which documents are put into the CEF. If you have a document that is not listed in DI 70005.005, follow local guidelines to decide if it should be added to the CEF.

1. Non-eForm Electronic Documents

  • Print completed non-eForm documents that are added to the CEF.

    NOTE: Always use the eForm version of a form whenever one is available except for the form SSA-448 (Request for Medical Advice). The DICARS form SSA-448, which is a non-eForm, must be used instead of the eForm 448.

  • Using eView, create a barcoded cover sheet for each document. Refer to DI 81030.055D. for instructions for how to create a barcoded cover sheet.

  • Print the barcoded cover sheet and associate it with the corresponding document.

  • Always place the barcoded cover sheet on top of the document to which it relates. It is critical that the barcoded cover sheet is the first page that is faxed.

  • Place multiple document pages in the correct order and fan to ensure pages do not stick together.

  • Fax the barcoded cover sheet and document into the CEF.

  • Before clearing the case, access eView to confirm that each document (i.e. all pages of a multi-page document) was successfully added into the CEF (see DI 81030.055E.).

  • Maintain paper documents long enough to ensure that a legible image is in eView for clear on-screen viewing. After verifying that the image is legible, shred the paper documents.

2. Paper Documents

  • Using eView, create a barcoded cover sheet for each document as described in the instructions in DI 81030.055D.

  • Print the barcoded cover sheet and associate it with the corresponding document.

  • Always place the barcoded cover sheet on top of the document to which it relates. It is critical that the barcoded cover sheet is the first page that is faxed.

  • Remove any paper clips or staples from the document.

  • If the document already has a barcode on it (e.g., DDS medical evidence of record (MER) request letter), you must cover that barcode so it is not visible, then photocopy it; use the photocopy for faxing.

  • If the document is of poor quality, photocopy it; use the photocopy in lieu of the original if it is more legible than the original.

  • If the document is printed on the front and back side, photocopy both sides of the document.

  • Place multiple pages of a document in the correct order and fan to ensure the pages do not stick together.

  • Fax the barcoded cover sheet and document into the CEF.

  • Before clearing the case, access eView to confirm that each document (i.e., all pages of a multi-page document) was successfully added into the CEF (see DI 81030.055E.).

  • Maintain paper documents long enough to ensure that a legible image is in eView for clear on-screen viewing. After verifying that the image is legible, shred the paper documents.

D. Procedure – Creating Barcoded Cover Sheets From eView

Barcodes associate documents with a specific case. Specifically, the barcode identifies the document type, identifies the section of eView in which the document is filed and provides specific information (i.e., metadata) about the document. Generating a barcode creates a cover sheet that is used when faxing the document into the CEF. Each document (not each page within a document) requires a barcoded cover sheet. If you have multiple documents of the same type (e.g., two DQB-prepared letters), each one requires a separate barcoded cover sheet. The information displayed on the barcoded cover sheet ensures that the document following the barcoded cover sheet is associated with the case identified in the barcode (i.e., when the barcoded cover sheet and the document are faxed together).

Take the following steps to create the barcoded cover sheet:

  • Open the Case Documents tab in eView.

  • At the bottom of this screen, select the Create Barcode button.

  • The Create Barcode screen appears. This screen provides a list of documents and indicates the corresponding MDF section.

  • Complete this screen, and then select the OK button.

    NOTE: If you have a non-eForm electronic document or paper document that does not correspond to one of the listed document types, chose MDF-Miscellaneous as the document type and follow local guidelines to determine the appropriate MDF section. For these MDF documents, it is also important to include complete metadata in the Form Specific Information fields so the document will be clearly described.

The Print screen appears. Select the OK button to print out the barcoded cover sheet.

E. Procedure – Using eView to Confirm the Document was Successfully Added to the CEF

When a document is successfully added to the CEF, its image appears in the applicable section of the CEF. The document usually is viewable in eView within fifteen minutes, on average, but this time frame varies. Refer to DI 81030.055E.3. for further instructions when the document is not viewable in eView after a reasonable amount of time (i.e., one hour).

1. To determine if the action was successful, take the following steps:

  • Reopen the Case Documents tab in eView.

  • On this screen, open the applicable section into which the document was sent by selecting the arrow box located in the far left of that section.

  • If the action was successful, the document lists under the appropriate section of the CEF. Each document is identified by the document type.

  • To view the document, click on the document name, or check the box next to the entry, and select the Open button at the bottom of the screen. If a multiple page document was entered, you must view each page of the document to confirm that the entire document was successfully added into the CEF.

  • If the entry was not successful (i.e., the document is incomplete or missing entirely), follow the instructions in DI 81030.055E.2.or DI 81030.055E.3., as appropriate.

2. If the Faxed Document is Incomplete

  • Refax the barcoded cover sheet and document if the barcoded cover sheet is available and in good condition, or

  • Create a new barcoded cover sheet for the document if the barcoded cover sheet cannot be reused, following the instructions in DI 81030.055D., and fax the new barcoded cover sheet and document.

    NOTE: Whenever possible, reuse the barcoded cover sheet for that document.

  • Move the incomplete document to the Current Development/Temporary (Green) (Section C) of the Case Documents tab of the CEF. To do this:

    • Check the box next to the incomplete document.

    • Select Edit (Lock Case) at the top of the screen, which gives a pop up: “Case was successfully locked. You are now in edit mode” box. Select OK.

    • Select the Move button at the bottom of the screen, which gives a pop-up: “Move to Selected” box.

    • Select the Current Development/Temporary (Green) (Section C) of the Case Documents tab of the CEF, and select OK. A pop-up “Are you sure you want to move 1 document(s) to another section?” box appears. Select OK. The incomplete document now appears in the Current Development/Temporary (Green) (Section C) of the Case Documents tab of the CEF.

    • Go to the top of the screen again and Select Unlock Case, which gives a pop-up, “Case was successfully unlocked” box. Select OK.

3. If the Document is Missing

  • Look for the document to appear in eView at short intervals, closing eView after each review.

  • Try to determine the reason why the document may be missing (e.g., Was an incorrect social security number (SSN) used? Is there a problem with the fax machine?). Call the Help Desk if, after a reasonable period of time (i.e., one hour), the document is not viewable in eView. The Help Desk's number is posted at the top of the PCOM Sessions page or on the OTSO, ODNNSO Intranet website, http://otsodnnso.ssahost.ba.ssa.gov/. After dialing the number, select option 2 for the eDib Help Desk.

  • If it is determined that the document is truly missing, take the following action:

    • If the entry was faxed, re-fax the barcoded cover sheet and document if the barcoded cover sheet is available and in good condition, or

    • Create a new barcoded cover sheet for the document if the barcoded cover sheet cannot be reused, following the instructions in DI 81030.055D., and fax the new barcoded cover sheet and document.

      NOTE: Whenever possible, reuse the barcoded cover sheet for that document.

F. Procedure - Other

Do not add non-eForm electronic documents or paper documents to the CEF until you are ready to clear the case.

NOTE: When adding documents to the CEF, do not add documents until the end of the review process. Follow regional DQB workflow process in determining whether to add these documents before the case is selected for Manag