Identification Number:
EM-21035
Intended Audience:RCs/ARCs/ADs/FOs/TSCs/WSUs/PSCs
Originating Office:DCO OPSOS
Title:Vulnerable Populations Application Coding Instructions
Type:EM - Emergency Messages
Program:All Programs
Link To Reference:See References at the end of this EM
 
Retention Date: 10/30/2021

A. Purpose
The purpose of this EM is to provide temporary instructions for tracking claims submitted by select Third Party SSI Claims Taking Partners (Partners). These instructions are applicable while the EM is in effect.

B. Background

The Social Security Administration is working diligently to ensure that we continue to provide the same level of service to all our customers, including Vulnerable Populations (VPs), as offices remain open by appointment only for limited, critical situations during the COVID-19 pandemic.

For the purpose of this EM, VPs are limited to the aged; children with disabilities; individuals with limited English proficiency; individuals experiencing homelessness; individuals diagnosed with mental illness; individuals recently released from incarceration; and veterans.

We are training selected Partners to assist VPs with their applications for Supplemental Security Income (SSI) Disability and Aged benefits. These Partners have been instructed to annotate the code VPAP (Vulnerable Populations Application) on the iClaim and selected paper forms, indicated below:
    · On iClaim – in the Remarks section;
    · On paper SSA-8001 – On page 9, Part 7 – in the Remarks section;
    · On paper SSA-8000 – On page 21, Part 7 – in the Remarks section;
    · On i3368 - in the Remarks section;
    · On i3820 - in the Additional Remarks section;
    · On paper SSA-3368 - On page 15, Section 11 - in the Remarks section; and
    · On Paper SSA-3820 - On page 11, Section 10 – in the Date and Remarks section

The Partner will submit the SSI application via iClaim or a signed and completed paper SSI application with a cover sheet via eFax or mailed with VPAP annotated in the remarks section.



C. Instructions for Field Offices (FO) and Workload Support Units (WSUs)

Instructions apply to various methods of receipt as follows:
    1. iClaims: After the FO or WSU imports iClaim to MCS/MSSICS, the technician will:
        a. Locate special code (VPAP) that was annotated in the “Remarks” section of iClaim on the MCS Worksheet Remarks (DW03) screen (MS 03508.006); NOTE: iClaims may be routed to a WSU based on terminal digit assignments outlined in AM-15017 REV 32);
        b. Take appropriate action to develop and process the iClaim application as per GN 00204.055. If the iClaim is a 3rd party application follow instructions in GN 00204.055H.2.b to contact the claimant and secure a valid application.
        c. Review MCS alert generated per EM-20043, Section F (if any);
        d. Take appropriate action to process iSSI or develop SSI claim per EM-20043 (NOTE: WSUs that do not handle SSI claims should continue to follow normal FO referral process);
            i. If an iSSI application is filed, the VPAP special code will appear on the Person Statement screen.
            ii. If SSI application is not received, add VPAP issue on MCS DW01 for tracking.
        e. Complete the SSI Claims path and enter VPAP in the CG field; f. Import i3368 into EDCS and locate the VPAP special code in the Remarks section.
      NOTE: If there is no pending SSI claim and the claimant requests an appointment to complete the SSI application, the technician should schedule the appointment in eLAS and annotate the eLAS per TC 10010.070 on the “Create a New Lead” screen. (Refer to MS 00601.005), add the VPAP code to the “Remarks” text box.
      2. i3820: After the FO or WSU follow processing instructions found in DI 81007.045, the technician will:
          a. Follows processing instructions found in DI 81007.045 and .
          b. Complete the SSI Claims path and enter VPAP on CG field c. Office imports i3820 into EDCS.
        NOTE: If there is no pending SSI claim and the claimant requests an appointment to complete the SSI application, the technician should schedule the appointment in eLAS and annotate the eLAS per TC 10010.070 on the “Create a New Lead” screen. (Refer to MS 00601.005), add the VPAP code to the “Remarks” text box.
        3. FO receives paper application via eFax.
            a. WorkTrack profiler routes inbound eFax application to WorkTrack and profiles the application package as “Other.” Enter VPAP in the “Alias” description box. The documents will appear on WorkTrack listings as “Other-VPAP”;
            b. Assign to technician.
            c. Technician reviews the disability or aged application and identifies the code VPAP in the following locations and the cover sheet: d. Establish the appropriate claims in MCS/MSSICS;
                i. If SSI application is not received, add VPAP issue to the MCS DW01 for tracking.
                ii. Receipt in the issue once SSI claim taken.
            e. Complete the SSI Claims path and enter VPAP in the CG field; f. Create the appropriate EDCS segment to transcribe the SSA-3368 or SSA-3820 information.
          NOTE: Effective April 14, 2021, faxes of applications will be temporarily acceptable, per EM-21030 SEN.
        4. FO receives paper application via other delivery channel:
            a. WorkTrack profiler scans paper application into WorkTrack and profiles the application package as “Other.” Enter VPAP in the “Alias” description box;
            b. Assigns to technician; and
            c. Follow 3.c – 3.f above.
        5. If only a paper SSA-8000 or SSA-8001 is received, and a separate Title 2 application is required per SI 00601.035, the technician should:
            a. Contact the Partner or claimant to obtain the appropriate T2 application
            b. Establish the appropriate claim(s) in MCS
            c. Continue to follow regular signature requirements along with the guidance on the Section G Signature Policy in EM 20010 SEN REV 7.
          NOTE: If there is no pending SSI claim and the claimant requests an appointment to complete the SSI application, the technician should schedule the appointment in eLAS and annotate the eLAS per TC 10010.070 on the “Create a New Lead” screen. (Refer to MS 00601.005), add the VPAP code to the “Remarks” text box.

      D. Instructions for the National 800 Number (N8NN)

      If the Partner or claimant contacts SSA to schedule an appointment, follow normal procedures for identifying the caller and the applicant.

      NOTE: Use the Customer Help and Information Program (CHIP) to screen the applicant for benefits and schedule the appointment in eLAS per TC 10010.070.
        1. Ensure that the caller’s information (e.g. name, relationship to claimant, telephone number) appear appropriately on the “Create a New Lead” screen. (Refer to MS 00601.005)
        2. If the Partner or claimant advises the technician that this is a Vulnerable Population case, on the “Create a New Lead” screen, add the VPAP code to the “Remarks” text box.
        3. The lead will be established with the VPAP code.

      E. Closing

      Direct all program-related and technical questions to your Regional Office (RO) support staff or Program Service Center (PSC) Operations Analysis (OA) staff. RO support staff or PSC OA staff may refer questions, concerns, or problems to their Central Office contact.

      F. References

      MS 03508.006 Worksheet Remarks (DW03)
      AM-15017 REV 32 iClaim Routing Changes for the Workload Support Units
      EM-20043 Internet Benefit Application (iClaim) Enhancements - Policy and Procedures
      MS 04423.006 Miscellaneous Data (CMSC)
      SM 01005.525 Case Related Data
      TC 10010.070 Making Claims Referrals or Scheduling Appointments When NH's SSN is Known
      MS 00601.005 eLAS – Create A New Lead (CANL)
      DI 81007.045 Receiving the i3820
      SI 00605.000 Use and Completion of Form SSA-8001-BK
      SI 00604.002 Form SSA-8000-BK
      DI 11005.023 Completing the Disability Report Adult Form SSA-3368
      DI 22515.025 Use of Form SSA-3368-BK (Disability Report – Adult)
      DI 11005.030 Completing the SSA-3820
      EM-21030 SEN Accepting Faxed Applications During the COVID-19 Pandemic – One Time Instruction
      SI 00601.035 Adjudicating Title II When a Title XVI Application Is Filed
      EM 20010 SEN REV 7 Disaster Procedures – Coronavirus Disease 2019 (COVID-19) Pandemic – One Time Instruction


      EM-21035 - Vulnerable Populations Application Coding Instructions - 04/29/2021