Identification Number:
GN 04440 TN 127
Intended Audience:See Transmittal Sheet
Originating Office:OARO Office of Quality Review
Title:Federal Quality Review of Disability Determinations
Type:POMS Transmittals
Program:All Programs
Link To Reference:
 

PROGRAM OPERATIONS MANUAL SYSTEM
Part GN – General
Chapter 044 – Quality Appraisal
Subchapter 40 – Federal Quality Review of Disability Determinations
Transmittal No. 127, 10/13/2020

Audience

PSC: DE, DEC;
OCO-OEIO: FDE;
DQB: DE, PL;
OCO-ODO: DE, DEC, DS, RECONE;

Originating Component

OQR

Effective Date

Upon Receipt

Background

We are updating the section in accordance to updated agency terms and definitions.

This is a Quick Action Transmittal. These revisions do not change or introduce new policy or procedure

Summary of Changes

GN 04440.030 Cases Involving Special Notice Options (SNO)

We are changing the word "legacy" system to "case processing" system throughout the section.

GN 04440.030 Cases Involving Special Notice Options (SNO)

A. Introduction to SNO

For the legal history of SNO for the blind or visually impaired, see NL 01001.005.

B. Identifying SNO cases

Cases with a SNO selection contain a SNO indicator for electronic cases.

To determine the selector’s SNO preference,

  • view the SNO indicator in the Office of Quality Review (OQR) case processing system or eView, or

  • query the iSNO application from the iMain intranet website.

1. How the SNO indicator appears in eView

If the applicant, beneficiary, recipient, or representative payee makes a SNO selection, eView displays a SNO link in the eView header bar.

If the person did not select a SNO, the SNO link will not display in the eView header bar and the person will receive notices in standard print via first-class mail.

2. How to view the SNO indicator in eView

To see the current SNO selection in eView, click on the “SNO” link in the eView header bar. The “Special Notice Option” page displays the person’s information and current SNO selection.

The SNO selection also displays under the Case Data tab when you select the “Contacts” link. The “SNO” field and description only displays for the person who makes a SNO selection.

The current SNO selection displays in eView each time you launch the application.

3. Where eView displays representative payee information for the SNO

If the representative payee selects a SNO, the information appears in eView by selecting either

  • the “SNO” link in the eView header bar, or

  • the “Case Data” tab under the “Contacts” link.

4. How the SNO indicator appears in the OQR case processing system

If the applicant, beneficiary, recipient, or representative payee makes a SNO selection, the OQR case processing system displays the SNO preference on the Clear tab. If the person did not select a SNO, the SNO fields do not display on the Clear tab.

The SNO selection also appears in the Workload Unit Summary section of the Query report, and in the case header for targeted denial reviews.

You refresh the OQR case processing system SNO indicator with the most current SNO selection each time you open the case.

5. Other places the SNO indicator is displayed

You can query the iSNO application from the iMain intranet website to determine a person’s SNO selection. In addition, you can find SNO indicators on other systems records.

See details:

  • SM 03005.315 Special Notice Option, Title II

  • SM 01601.475 Person Related Data PRSN, Title XVI

  • SM 01601.565 Representative Payee Data REPY, Title XVI

  • SM 01605.005 Identifying Information on the Customer Service Record (CSR) for Visitor Intake Process (VIP)

NOTE: A blind or visually impaired person is not required to make a SNO selection, which will result in the individual receiving a standard print notice by first-class mail.

C. OQR procedures for sending SNO informational letter

When the adjudicating component receipts a claim with a SNO selection, the case processing system automatically generates an informational letter to the individual making the selection. If an individual adds a SNO indicator while the claim remains in the jurisdiction of the adjudicating component, the case processing system generates an informational letter to the individual at that time.

Because an individual can change or add a SNO selection at any time, he or she may add an indicator after the case has left the adjudicating component. If this happens on a sampled case, OQR has the responsibility to generate and mail the informational letter to the individual. OQR must also send the informational letter if the adjudicating component did not send it, or did not document the file to show they sent the letter.

Folder documentation will vary depending upon the case processing system the adjudicating component uses, as noted in the following chart:

Legacy System

Folder Documentation

Cornhusker (Nebraska)

Claim worksheet; copy saved in electronic folder (EF)

Iron Data St. Louis

Claim worksheet; copy may or may not be saved in EF

Iron Data Toronto

None

Midas

Claim worksheet; copy saved in EF

New York

Claim worksheet; copy saved in EF

NOTE: Because there is no folder documentation of the informational letter in Iron Data Toronto States, OQR will assume the adjudicating component sent the letter if the applicant, beneficiary, recipient, or representative payee selected the SNO prior to the adjudicating component’s determination. To determine the date of the SNO selection, query the iSNO application through iMain .

If OQR needs to release an informational letter:

  • Prepare the informational letter using the OQR SNO Information Letter Word template;

  • Date and release the standard print letter by regular mail; and

  • Use DocSend to send the letter to the vendor during the OQR legacy system, clearance process.

The vendor will convert the letter to the selected SNO format and mail it to the individual.

NOTE: The vendor will remediate the imaged notice to the alternate format and in the process will not apply a date or alter the notice content in any way. The remediated notice will be identical in content to the standard print notice. Therefore, for SNO selections Braille, compact disc (CD), large print, and audio CD, the review component must apply the notice release date to the standard print notices that are mailed, and to the electronic copy that is uploaded to the vendor.

D. Handling notice release for blind or visually impaired individuals based on notice preference

Follow the procedure for reviewing, processing, and releasing notices in GN 04440.150 and DI 81030.040.

When releasing a notice with a SNO, the review component will take the following action based on the option selected:

1. Certified mail option

If the SNO is for “Certified Mail” release the notice and send it by certified letter.

2. First-class (regular) mail with a follow-up telephone call option

If the SNO is for “First-class (regular) mail with a follow-up telephone call”.

For electronic cases – release the notice by regular mail. The Office of Central Operations makes the follow-up telephone call after obtaining a list of denials, cessations, and less than fully favorable notices issued on certified electronic cases through the SNO Telephone application (SNOTEL).

NOTE: The review component must not telephone the individual directly.

3. Braille notice option

If the SNO is for Braille.

For electronic cases – print and release the notice by regular mail.

4. Data compact disc (CD) option

If the SNO is for CD.

For electronic cases – print and release the notice by regular mail.

5. Large print (18 point font) option

If the SNO is for large print.

For electronic cases – print and release the notice by regular mail.

6. Audio CD option

If the SNO is for audio CD.

For electronic cases – print and release the notice by regular mail.


GN 04440 TN 127 - Federal Quality Review of Disability Determinations - 10/13/2020