BASIC (04-05)

HI 03010.030 Protective Filing Closeout Notices

A. Introduction

The closeout notices contained in this section are available in English and Spanish on the Diocument Processing System (DPS). The English version of the SSA-L824-U2, protective filing closeout notice, is automated in the 800 Number System.

B. Policy

1. Addressee

The closeout notice is issued to the claimant.

EXCEPTION:

If the claimant’s personal representative establishes the protective filing and the claimant is a minor child under age 18 (i.e. an ESRD HI/SMI eligible child) or legally incompetent, issue the appropriate closeout notice to the personal representative. However, if the child is a proper applicant per GN 00204.003B.2.b, issue the closeout notice to the child.

2. Dates

All dates entered on closeout notices must be shown in the following format; e.g., April 5, 2006.

3. Signature Requirements

The employee preparing the closeout notice must sign the Manager's name at the end of the notice above the title, "Manager."

4. Online Retrieval System

Manual notices containing protective filing closeout language should be prepared in DPS and a copy sent to the ORS. See SI 00601.040C.3 for additional instructions.

C. Procedure

1. Closeout Notices

a. SSA-L824-U2 Protective filing closeout notice

When required by HI 03010.020B, issue the SSA-L824, subsidy protective filing closeout notice, to the addressee shown in HI 03010.030B.1, to closeout the protective filing when the:

  • Protective filing was not closed out with the issuance of a subsidy only appointment confirmation notice or application cover notice. See HI 03010.030C.1.b and HI 03010.030C.1.c. for situations where these notices do not closeout the protective filing, or

  • claimant or claimant’s personal representative contacts us about filing for the subsidy but decides to file the application on SSA’s Internet site.

See HI 03010.030C.3 for completion instructions and exhibit of the notice.

b. Subsidy Application Appointment Confirmation Notice

If you send an appointment confirmation notice for an appointment that is only for a subsidy application (i.e., no Title II or XVI applications will be taken) to the claimant’s personal representative and he or she is not qualified to receive the protective filing closeout language per HI 03010.030B.1, also issue the SSA-L824-U2, protective filing closeout notice to the claimant to closeout the protective filing.

Annotate the 800 Number System Worksheet that the subsidy protective filing closeout notice was issued to the claimant and include the date of issuance.

See the REMINDER in HI 03010.0205C.2 for rescheduling appointments when a prior closeout notice was issued.

c. Subsidy Application Cover Notices

Issue the SSA-L825-U3, application cover notice, to the applicant when a teleclaim is taken and the applicant insists on signing with a wet signature. If the applicant is the claimant’s personal representative and he or she is not a qualified individual to receive the protective filing closeout language per HI 03010.030B.1, do not include the protective filing closeout paragraph in the notice. Issue the SSA-L824-U2, protective filing closeout notice, to the claimant to closeout the protective filing.

Send the follow-up copy of the application cover notice to the applicant if the signed application is not returned within 15 days after the date you issued the notice. Annotate the MAPS Remarks screen with the date the follow-up notice was issued.

NOTE: Do not revise the closeout date. The follow-up copy of the closeout notice must include the same closeout date as the original notice.

See HI 03010.030C.4 for completion instructions and HI 03010.030D.3 for an exhibit of the notice.

2. Documentation

Annotate the 800 Number System worksheet or MAPS DW01 screen, as appropriate, when a manual subsidy protective filing notice is issued to closeout the protective filing. See SI 00601.037B.4. for the documentation procedures which are also applicable for the Title XVIII closeout issue.

3. Completion of the SSA-L824-U2, Subsidy Protective Filing Closeout Notice

Complete the SSA-L824-U2 as follows:

Identifying Information

Enter the addressee's name and address on the left.

Office Address: Enter the field office (FO) address.

Office Hours: Enter the hours the FO is open to the public.

Telephone Number: Enter the FO telephone number.

Date: Enter the date you give or mail the notice to the addressee.

Social Security Number (SSN): Enter the claimant's SSN.

First Paragraph

  • First fill-in:

    Enter: Date of interview

  • Second Fill-in:

    Enter: Choice 1: you

             Choice 2: inquirer’s name

  • Third Fill-in

    Enter: Choice 1: you are

             Choice 2: (claimant’s name) is

What Will Happen

  • First fill-in:

    Enter: mm/dd/yyyy (60 days after the date of the notice--must be a workday)

  • Second fill-in:

    Enter: mm/dd/yyyy (protective filing date)

  • Third fill-in:

    Enter: Choice 1- you (if the claimant established the protective filing)

    Choice 2 - inquirer’s name (if the claimant’s personal representative established the protective filing

If You Have Any Questions

First Fill in:

Enter: FO address

4. Completion of the SSA-L825-U3 Subsidy Application Cover Notice

Complete the SSA-L825-U3 as follows:

Identifying Information

See HI 03010.030C.3 for completing the information at the top of the notice.

If a follow up copy must be issued per HI 03010.030C.1.c, enter the date it is issued after “Second Request Date."

First Paragraph

  • First fill-in

    Enter: mm/dd/yyyy (Date of Interview)

  • Second Fill-in

    Enter: Choice 1 - your (if the individual is the addressee)

    Choice 2- name of inquirer (possessive)

  • Third Fill-in

    Enter: Choice 1 – you are

                Choice 2 –he is

                Choice 3—she is

If We Do Not Hear From You

  • First Fill-in:

    Enter: mm/dd/yyyy (60 days after the date of the notice-must be a workday)

  • Second Fill-in

    Enter: mm/dd/yyyy (protective filing date)

If You Have Any Questions

Second Paragraph

  • First Fill-in:

    Enter: the contact person’s telephone number

  • Second Fill-in

    Enter: contact person’s name

  • Third Fill-in:

    Enter: Servicing FO address.

D. Exhibits

1. SSA-L824-U2, Protective Filing Closeout Notice

Social Security Administration

Medicare Prescription Drug Assistance

Important Information

.

Office Address:

 

Office Hours:

 

Telephone Number:

 

Date:

 

Social Security Number:

On _______(1)_________, we talked with _________(2)_____ about your eligibility for extra help with Medicare prescription drug plan costs. Before we can decide if _________(3)______ eligible, you must file an application.

What To Do Next

You may complete an application right away on the Social Security Administration’s website at www.socialsecurity.gov on the Internet. If you would like a Social Security representative to take the application for you, call us toll free at 1-800-772-1213 to schedule an appointment.

What Will Happen

You should get in touch with us right away because the date you file an application can make a difference in when the extra help for Medicare prescription drug plan costs begins. If you file the application by ______(1)_________, we will use ____(2)__________, the date _________(3)_________ contacted us, as the filing date.

If you file an application, we will review the claim and make a decision. If you do not agree with what we decide, you will be able to appeal the decision.

If You Have Any Questions

If you have any questions, you may call, write, or visit any Social Security office. If you call or visit, please have this letter with you. The address and telephone number of the office that serves your area is:

________________(1)______________

Also, if you plan to visit, you may call ahead to make an appointment. Our toll-free number is 1-800-772-1213. If you are deaf or hard of hearing, you may call our TTY number toll-free at 1-800-325-0778.

This will help us serve you more quickly when you arrive at the office.

Manager

SSA-L824-U2 (12-2004)

2. SSA-L825-U3 (Application Cover Notice)

Social Security Administration

Medicare Prescription Drug Assistance

Important Information

.

Office Address:

 

Office Hours:

 

Telephone Number:

 

Date:

 

Social Security Number:

On ______(1)__________, we talked with you about _______(2)__________ eligibility for extra help with Medicare prescription drug plan costs. We filled out the enclosed, “Application for Help with Medicare Prescription Drug Plan Costs”, based on your statements. However, we cannot decide if __________(3)________eligible until you sign the application and give us more information.

What You Need To Do

  • Answer any questions circled on the application

  • Correct any information that is wrong

  • Sign and date the application in the space called “Your Signature.” If your husband or wife is living with you, please have him or her sign in the space called “Your Spouse’s Signature”

  • Mail the application to us at the address shown above in the enclosed postage paid envelope

If We Do Not Hear From You

It is important that you sign the application and return it to us right away. Send it to us even if you do not have all the information. The sooner we get the signed application, the sooner we can decide if you are eligible for extra help with Medicare prescription drug plan costs. If we receive the signed application by __________(1)________, we will use _________(2)________, the date you contacted us, as the filing date.

What Will Happen

If you file an application, we will review the claim and make a decision. If you do not agree with what we decide, you will be able to appeal the decision.

If You Have Any Questions