Effective Dates: 07/31/2024 - Present Previous | Next

TN 1 (07-24)

DI 39557.013 DDS Appraisal Techniques

A. Operating policy – suggested guides

DDS and SSA RO staffs should work together in assuring meaningful and continuing DDS self-appraisal. Published processing and accuracy standards should be translated into internal operating goals and performance standards.

The DDS employee is then aware of the expected performance level.

DDS management and QA personnel should gain proficiency in such areas as:

  • •

    operational analysis;

  • •

    sample selection;

  • •

    workflow charting and analysis;

  • •

    report writing;

  • •

    designing and conducting special studies.

B. Operating policy – types of appraisal techniques

1. Internal reviews and training

SSA makes available technical personnel to assist DDS staff in conducting internal reviews.

SSA may offer its services or the DDS may request such assistance.

If training is not available locally for DDS staff, SSA identifies and provides the training required.

2. Continuous self-appraisal

  1. a. 

    Continuous self-appraisal is the key to early identification of potential problem areas and to the resolution of problems.

  2. b. 

    An effective QA system can alert DDS management to operational difficulties before agency performance is affected adversely.

  3. c. 

    Regular supervisory reviews of claims folders to observe case development practices, etc.

  4. d. 

    Regular analysis of caseflow and operational design to reduce multiple claims handling practices and work station delays.

3. SSA Sponsored Fiscal and Administrative Management Review

  1. a. 

    SSA may perform a systematic examination and evaluation of the DDS' policies and practices as they affect the disability determination program to examine and evaluate systemically the overall effectiveness of the DDS.

4. Areas of Management Review:

AREA TYPES OF REVIEWS

Administrative Management

•  DDS organization structure and composition.

•  Roles and responsibilities of DDS staff and related functions.

•  DDS meeting its operational objectives.

Personnel Management

•  State personnel policies, practices, and procedures.

•  Workpower utilization.

•  Internal communications.

Fiscal Management

•  DDS fiscal control.

•  Budget procedures.

•  State accountability for Federal funds.

Property Management

•  DDS space and facilities.

•  Maintenance and accountability of equipment.

•  Administrative, technical, and physical security safeguards.

Systems Management

•  Composition of work for processing.

•  Capability of DDS and electronic data unit to function effectively.

Professional Relations

•  Impact on the medical and legal communities.

•  Promotion of the objectives and goals of the SSA disability programs.

Training

•  All aspects of orientation.

•  Basic and continuing technical training programs for DDS staffs.

•  Adequacy of training materials and facilities.

Production Management

 

NOTE: Critical to performance management in that it addresses every element of claims processing.

•  Aged cases.

•  Elapsed time studies.

•  Workflow analysis.

•  Controls.

•  Case development practices.

•  Staffing roles.

•  Relationships and interactions.

•  All other operational areas.

Quality Management

•  Facilities and QA and personnel.

•  Sampling techniques.

•  QA unit reviews.

•  Analysis and returns and other feedback.

•  Technical review.

•  Special studies.

•  Communications.
To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0439557013
DI 39557.013 - DDS Appraisal Techniques - 07/31/2024
Batch run: 07/31/2024
Rev:07/31/2024