Effective Dates: 10/23/2013 - Present Previous | Next

TN 2 (05-11)

NL 00719.025 Dictated Text (NOT) Screens

A. Process for dictated text (NOT) screens

1. Rules for using the dictated text screens

  • •

    Technicians now have the ability to input dictated text as part of the MACADE input.

  • •

    This will allow for more “completes” in the notice process by eliminating the need for manual handling in AURORA.

  • •

    The dictated text screens can be used with the letter completion codes of “I”, “B”, “H” or “C”.

  • •

    The dictated text screen is accessed by selecting option N in the TRANS-TO line on the HST screen. There will be a total of 2 screens. The 2nd screen will be accessed by selecting option 4 from the 1st screen.

  • •

    The screens consist of 12 lines of 64 characters each (768 characters per screen). The program will read the text in 64 character blocks.

  • •

    Any word not completed on a line is put on the next line. Any spaces left at the end of a line as a result of moving a word to the next line will remain.

  • •

    If the technician deletes a word from the middle of a line he/she must compress the remainder of the text to remove the blank space. Failure to compress the remainder of the text will result in a blank space appearing on the notice where the word was removed.

  • •

    Dictated text is typed in upper and lower case and will appear on the notice as typed.

  • •

    No UTI's and/or fill-ins can be used on the dictated text screens. These screens were developed to only accept dictated language. If a technician were to input UTI's and/or fill-ins on the screens, those characters will print on the notice exactly as they were typed.

  • •

    There are no edit features for spelling or grammar on the screens. Therefore, care is taken to ensure that correct spelling, grammar and punctuation are used. Also avoid using any abbreviations or acronyms (SSA, DO, MOE, ARF, etc.)

2. ENB coding for using dictated language screens

  • •

    The development of the dictated text screens has resulted in a significant change in the use of UTI AAA031 and TBL019. UTI AAA031 and TBL019 is used on incomplete notice actions. UTI AAA031 and TBL019 is used with any completion codes.

The technician will input UTI AAA031 and TBL019 in the ENB at the position where he/she wishes the dictated text to appear in the notice.

Example

ENB Input

C*ADJ019,100.00*AAA031*TBL019*SUS065.

Result

The dictated text appears in the notice immediately following ADJ019 and will appear under the same caption as ADJ019.

  • •

    When the MADCAP notice program encounters UTI AAA031 or TBL019, it will move to the dictated text and begin reading with the first position. It will continue to read until it encounters a pound sign (#) which indicates the end of the dictated text for that particular AAA031 or TBL019.

The dictated text will always appear on the notice immediately following the UTI that preceded AAA031 or TBL019 in the ENB.

MADCAP will follow established sequence tables. Therefore, if MADCAP moves the UTI to a different location in the notice, the dictated text will follow that UTI to the new location and will still appear on the notice following that UTI.

If AAA031 or TBL019 is shown immediately following the asterisk (i.e. C* AAA031*TBL019.), the program will place the dictated text immediately after the opening UTI’s.

The technician may use multiple AAA031 or TBL019's to place dictated text at different points in the notice.

Example

ENB Input

C*ADJ019,100.00*AAA031*TBL019*SUS065*AAA031.

Result

The first group of dictated text will appear following ADJ019. The second group of text will follow SUS065.

If an AAA031 or TBL019 is entered in the ENB and no text is found on the dictated text screen, a MACADE edit message will appear.

B. Process on separating paragraphs

In most instances one paragraph is sufficient to explain a particular point. If the technician decides that multiple paragraphs are needed within a single block of dictated text he/she will insert an asterisk (*) at the end of each paragraph except for the last paragraph which will be followed by a pound sign (#).

Each time the program encounters an asterisk at the end of a line it will automatically assume it is starting a new paragraph and skip one line in the notice. It will begin reading again with the line following the line that contained the asterisk.

The asterisk must be the last character on the line. If an asterisk is imbedded in a line, a MACADE edit message will appear.

The technician may enter as many paragraphs of dictated text for each occurrence of AAA031 or TBL019 as he/she has room for.

 

Example:

Joe Smith's overpayment.*

 

Joe's benefits will be reduced.

System response: A blank line is inserted after the word “overpayment” and the system will begin the next line with “Joe's benefits will be reduced.”

C. Process on ending the dictated text

When the technician is done inputting text for a particular AAA031 or TBL019, he/she will enter a pound sign (#). (NOTE: When the pound sign is used, it must be the last character on the line.) The program will then stop reading and return to the ENB and continue processing as normal. If it encounters another AAA031 or TBL019 it will return to the dictated text screen and begin reading the line after the line that contained the #.

For every occurrence of AAA031 or TBL019 in the ENB, there must be an equal number of pound signs (#) on the dictated text screens. If the number of pound signs and the number of AAA031 or TBL019’s do not match, a MACADE edit message will appear.

Example

ENB Input

C*ADJ019,100.00*AAA031**SUS065*AAA031*WCP026,50.00,05/2011*TBL019.

The above coding requires the presence of three sets of dictated text and each set ends with a pound sign (#).

The technician may enter as much text as they have room for.

D. Procedure on incomplete notices

If the technician knows that he/she cannot generate a complete notice, he/she will make the notice incomplete by entering a completion code of “I” or “B” and the notice is completed in AURORA.

NOTE: I*. must be used at some point in the ENB if the notice is to be an incomplete. Also, UTI AAA031 or TBL019 can be used in the ENB with I*.

The dictated text (NOT) screens can be used with an incomplete notice.

E. Procedure on skipping lines and spaces

1. Skipping a line

If the technician wants to skip a line for spacing purposes, insert an asterisk as the last character on the line where they want the skip to occur or on the next line.

NOTE: The asterisk can appear on a line by itself because the program still recognizes it as the last character on the line.

2. Skipping spaces

To skip spaces on a line, the technician uses the spacebar. The program considers spaces entered with the spacebar to be valid characters. Using anything but the spacebar, (arrow keys, cursor moves, mouse moves, etc.) will cause the notice to not format properly.

3. Examples

Listed are some examples of valid coding using the asterisk to skip lines and the spacebar to skip spaces.

a. Example 1: John Smith's overpayment is $1000.00.*

System response: A blank line will be generated after $1000.00.

b. Example 2: John Smith's overpayment is $1000.00.

*
Joe Smith's benefits will be reduced

System response: A blank line will be inserted between the sentences.

c. Example 3: You were paid You should have been paid

*
100.00 for January


$0.00

We will recover your overpayment by withholding your benefits.

System response: A blank line is inserted between the headings and paid/payables and a blank line is inserted following $0.00.

d. Example 4:

Paid
100.00 for January
*

Payable
$0.00

We will recover your overpayment by withholding your benefits.

System response: A blank line is inserted between the headings and paid/payables and a blank line is inserted following $0.00.

If the technician enters asterisks to skip 2 or more consecutive lines, the program considers that an error and will not skip any lines.

Skipping lines by any means other than an asterisk is considered an error and the program will not skip any lines.

F. Procedure for complete notices with a Spanish indicator of Y

Any notice with AAA031 or TBL019 coded will NOT get a Spanish version notice. Instead, you will get the notice in English with COV118 generated as an additional intro paragraph.

To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0900719025
NL 00719.025 - Dictated Text (NOT) Screens - 10/23/2013
Batch run: 03/29/2017
Rev:10/23/2013