When communicating with an appointed representative, document all verbal contacts
regarding any pending claim, matter, or issue using a ROC.
You must record your documentation regardless of whether the contact was initiated
by the appointed representative or us. This requirement for documentation begins with
the date we recognized the representative's appointment and continues until the representative's
appointment ends. See GN 03910.060B for information on events that end a representative's appointment.
1. Updating the claim file
Update the claim file by:
adding any written document we receive from the appointed representative regarding
the pending claim, matter, or issue (e.g., a letter, protest, or clarification). For
cases, fax the written document into the electronic folder. For paper cases, update the paper file with the original;
completing a ROC to document the in-person or telephone contact. For electronic
cases, fax the ROC into the electronic folder or do an UAT in EDCS. For paper
cases, update the paper file with the original. If you do not have the claim
file, send a copy of the ROC or written contact to the component where the claim file
after faxing the documentation into NDRed using
annotating the claims development screen, if available, with the date and a brief
description of the contact (e.g., requested claimant to sign Form SSA-827 (Authorization
to Disclose Information to the Social Security Administration)).
Update RASR by recording a ROC to add information from the written document (e.g.,
an EIN/affiliation clarification or a request for a reprint of Form SSA-1699 (Registration
for Appointed Representative Services and Direct Payment)) we receive from the representative.