INCOME MAINTENANCE MANUAL

0130.005.05.11 Requests for Medical Records from Disability Determination Services (DDS)

IM-175, December 16, 2019

Disability Determination Services (DDS) process adult and children’s disability claims for the Social Security Disability Insurance (SSDI) and Supplemental Security Income (SSI) programs for the Social Security Administration (SSA). SSA has implemented a new electronic process for requesting and receiving medical records that will assist applicants in receiving more timely decisions regarding their SSDI and SSI claims.

REQUESTS FOR MEDICAL RECORDS FROM DISABILITY DETERMINATION SERVICES

DDS requests for medical records on individuals are bar-coded and sent to FSD by fax or mail along with a signed HIPAA Authorization for Disclosure of Consumer Medical/Health Information (MO 650-2616) form. FSD staff can accept and respond to these requests. Medical records can be submitted to DDS by fax, mail, or electronically.

NOTE: All medical records must be sent via encrypted email. Refer to Email Encryption instructions for more information.

Whether returning medical records to DDS by fax or by mail, staff must place the bar-coded DDS letter on top of each set of the claimant’s medical records or other documents sent to DDS. FSD staff submitting faxed records for DDS must send the fax to SSA’s Secure Front End Capture System (FECS). All FECS server numbers are toll free. The FECS reads the bar-code from the DDS request and then transfers the records to the claimant’s file.

FSD may submit medical records electronically to DDS only if the medical records are stored in an electronic file. FSD offices do not currently store medical records electronically, but FSD may have received records already stored electronically by a provider. In these situations, FSD may transmit the records electronically to DDS. Contact the Social Security Electronic Records Express Help Desk at 1-866-691-3061 or send them an email at electronic-records-express@ssa.gov for additional information on submitting records electronically.

FSD REQUESTS FOR MEDICAL RECORDS FROM DISABILITY DETERMINATION SERVICES

FSD staff can also request records from DDS. The DDS can share the medical records if they have the requested information in their possession and after consulting with their Professional Relations Officer. There is no fee charged to request or receive these records.

NOTE: Remember to send requests for medical records via encrypted email. Refer to Email Encryption instructions for more information.

Staff may contact Professional Relations Officers at Disability Determination Services for more information about the process for requesting medical records. Refer to Appendix A for a listing of DDS Professional Relations Officer Contact Information and SSA’s toll-free FECS fax numbers.