Basic (01-08)

DI 81010.040 Source Reference File (SRF)

A. Overview

Electronic Disability Collect System (EDCS) contains a database of doctors, hospitals, schools, and other sources of information called the Source Reference File (SRF).

1. SRF is State Specific

Each state has its own vendor file. An extract of the state vendor file is used to create the SRF. EDCS defaults to the state file of the claimant’s mailing address for domestic claims. The search function allows for searches in the SRF of another state or the Foreign Service Post (FSP).

2. Updating the SRF by Disability Determination Services (DDS) Vendor File Extract

Sources provided via DDS vendor file extract:

  • Update on a periodic basis determined by individual DDSs;

  • Contain a DDS vendor number which allows DDS to expedite requests for medical evidence; and

  • Display an “*” (asterisk) between the Name/Organization column and the Street Address column to notify users the source was provided via DDS vendor file extract.

3. Purging Sources Entered by the Field Office (FO)

EDCS purges FO entered sources if they are not selected for use within 120 days.

4. SRF for Foreign Service Posts (FSPs)

There is only one FSP SRF and the file is populated solely by FSP user entries.

5. Source Types within the SRF

a. Initial Adult EDCS Cases

  • Doctor/HMO/Therapist

  • Hospital/Clinic

  • Vocational Rehabilitation

  • Special Education

  • Other

b. Initial Children’s EDCS Cases

  • Doctor/HMO/Therapist

  • Hospital/Clinic

  • School and Vocational Rehabilitation

  • Additional Source

  • Other

c. Appeals Cases

  • Doctor/HMO/Therapist

  • Hospital/Clinic

  • Additional Source

  • Other

B. Accessing the SRF

The SRF is accessible via:

  • The “Add Source” function on the Case Function Toolbar located on all primary EDCS screens; or

  • The “Sources” button on the Main Function Toolbar on the Disability Cases Selection Screen. This option allows the user to access the SRF without entering a specific EDCS case.

NOTE: Sources can only be added to the SRF if the SRF was accessed through the Case Function Toolbar in an existing EDCS case.

C. Searching the SRF

During an interview, CRs must first search the SRF for sources. If the SRF locates the source, it can be added into the case without keying-in the contact information. If the SRF cannot locate the source, the CR must manually add the information given by the claimant regarding the source (i.e. name, address, phone number, etc.). For more information on adding a source, refer to DI 81010.040D. of this section. The source search screen can be opened from any screen that requires the entry or selection of a source (e.g., Education, Medication, or Tests screens).

1. Search Criteria

The SRF search function allows the user to search using nine specific criteria, though up to three different criteria may be used at one time. The more search criteria used, the fewer sources are returned in the search results.

a. Mandatory Search Criteria

It is mandatory that at least one of the following four criteria is used while searching the SRF:

  • Last Name;

  • Organization Name;

  • Phone Number; or

  • DDS Vendor Number.

b. Other Search Criteria

The following five criteria may be used in addition to at least one of the four criteria per Source Reference File (SRF) DI 81010.040C.1.a.:

  • Street Address Line 1;

  • City;

  • State;

  • Zip Code; or

  • Country.

EXAMPLE: For small communities, a search by city alone may be all that is required. To get a list of all the vendors in Independence, KS, for the 1st source criteria select Organization, enter two spaces in the Data field. For the 2nd source criteria choose City and enter “Independence”. This entry will return a list of all the providers in Independence, KS. This method could also be used with a Zip Code rather than a city to further narrow the list. However keep in mind if the search criteria you select will return more than 250 entries EDCS will ask you to revise your search.

2. The Source Search Screen

The Source Search screen contains three columns:

a. Criteria Column

The criteria column contains nine specific search criteria used to search for a source. See DI 81010.040C.1. of this section for details on the search criteria.

b. Parameter Column

The parameter column allows users to choose the parameters of a search, either “Begins with” or “Contains”. The “Contains” parameter can be used only with the search criterion “Street Address Line 1”.

The amount of data entered determines how broad or specific the search results will be. To obtain more sources, enter less data. To obtain more specific results, enter less data.

NOTE: To broaden the search in the SRF, hit the space bar twice in data column of the organization name or last name for the first search criteria.

c. Data Column

The data column is a free form box that can be used to type in known details of a source to find exact matches based on the criteria and parameters used. A minimum of two characters is required for most criteria selections (spaces are also considered characters).

EXCEPTION: The phone number criterion requires four numbers, though entering six or more generally produces better results (The phone number search begins with the area code).

3. Selecting the State

EDCS defaults to the state SRF based on the claimant’s mailing address (or residence address if the claimant does not have a mailing address). While searching the SRF:

  • Always search for the source in the default file first. Change the state file only if the source cannot be found in the state of claimant’s residence.

  • Sources in a state file are not limited to sources located in that state.

  • All sources that provide medical (or school) evidence to a DDS in the default state or sources that have been keyed in by a user in that state are shown in the SRF. For example, if an Alabama DDS has received medical evidence from an M.D. at Anderson Cancer Center in Houston, Texas, the source will be in the Alabama SRF.

4. Search Results

The search provides all the sources that match the search criteria used.

  • A source can be viewed prior to adding it to a case.

  • Sources from a DDS Vendor file are marked with an “*” (asterisk) between the Name/Organization column and the Street Address column.

    NOTE: If there are multiple entries for the same source, select the source with an asterisk.

If the search does not provide the appropriate match, or resulted in more than 250 matches:

  • Clear the old search entries; and

  • Enter new, redefined search criteria, parameters, and/or data.

D. Adding a Source to the SRF

Always follow Regional instructions before adding sources to the SRF. If Regional instructions allow and the desired source does not appear in the search results after exhausting search capabilities, users can add a source to the SRF. To add a source:

  • Access the SRF from the Case Function toolbar;

  • Select the “New Source” button to access the General Source Information screen;

  • Enter the source’s name, address, and phone number;

  • Check the “Add this information to the EDCS Source Reference File” box. If this box is not checked, the source will be added to the EDCS case, but will not be added to the SRF.

    NOTE: If the source came from an Internet Disability Report (IDR), this box is disabled; and

  • Select the “OK” button.

E. Deleting a Source from the SRF

A search may yield multiple entries for the same source. This may occur for several reasons including:

  • DDS may have multiple entries in its vendor file for a single source (i.e. an entry for a clinic and entries for each physician in the clinic);

  • The FO may have established a source entry prior to its addition from the DDS vendor files; or

  • There are minor differences in the source address or spelling of the name.

On these occasions, functionality has been provided to delete incorrect sources from the SRF. Regional Offices will provide additional Regional instructions if necessary.

1. Requirements to Delete a Source from the SRF

For a user to delete a source from the SRF, the source must be:

  • A keyed source entered by an FO; and

  • In the SRF of the state in which user’s FO is located.

2. How to Delete a Source from the SRF

To delete a keyed source:

  • Perform a source search via the “Add a Source” function within the “Sources” button from the Main Function Toolbar;

  • Select on the Name/Organization link to see the details of that source; and

  • Select the delete button on the Source Details screen

EDCS enables the “Delete” button only if the entry was created by an FO. If the source came from a DDS vendor file extract (those with an asterisk [“*”]), the:

  • Delete button is disabled; and

  • Source cannot be deleted

NOTE: The deletion feature deletes the source from the SRF, but has no impact on the open EDCS case or in any EDCS case which already contains that source.

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DI 81010.040 - Source Reference File (SRF) - 01/24/2008
Batch run: 01/25/2008