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Use Electronic Records Express to Send Client Records (Disability Programs)

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Use Electronic Records Express to Send
Client Records
Disability Programs
SSA Publication No. 05-10049, July 2010, ICN 460279 [View .pdf]

[Audio.mp3]

Electronic Records Express is an initiative by State Disability
Determination Services (DDS) and Social Security to increase the
use of electronic options for submitting records related to disability
claims. If you have been asked for, or you want to submit,
additional information about a client’s claim for Social Security
disability benefits, consider an electronic option. Help ensure that
your patients receive timely decisions by submitting your records
electronically to Social Security and its partner agencies. You can
choose the method of sending the information that works best for
you.

Contents
Advantages of sending client records online or by fax
Sending records electronically is fast and easy
Other option
Frequently Asked Questions
For more information

Advantages of sending client records online or by
fax

Send client records at your convenience;
Submit information directly to Social Security, helping
to expedite the decision on your client’s disability
claim;
Save copying, paper, toner, and postage costs; and
Eliminate the need for follow-up due to mail transit
time.
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Sending records electronically is fast and easy
If you are not already doing so, Social Security urges
representatives to submit all records electronically.
Electronic processes can make it quicker and easier for
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Use Electronic Records Express to Send Client Records (Disability Programs)

medical and other claimant records can be transferred
securely, eliminating mail time and automating handling so
disability applicants can receive a decision sooner.

Secure website
Send electronic records or scanned paper records through
the Social Security secure website using your existing
Internet connection.

Fax
Use your office fax to send records to Social Security any
time day or night.
For either of these methods you must have and use a
barcode provided by the state DDS or Social Security
hearing office that is handling your client’s disability claim.
The information in the barcode directs the information you
submit to the claimant’s unique disability folder. For
additional information about faxing, contact the state DDS
or Social Security hearing office.
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Another option
Continued support for paper submissions
Mail submissions to the appropriate local Social
Security office; or
Mail submissions to Social Security’s contract
scanning service as requested by the state DDS or
the local Social Security office.
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Frequently asked questions
How will sending records electronically affect
our work routines?
There will be minimum disruption to your
established routines. Faxing replaces the
photocopying you now do. And if you already
have electronic client records, you upload files
instead of printing them.
What are the costs?
The Electronic Records Express options are free

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Use Electronic Records Express to Send Client Records (Disability Programs)

of government charges.
What security is provided for web options?
The website uses 128-bit secure socket layer
(SSL) encryption to protect records submissions
to Social Security. Your account is protected by
your confidential user ID and password
combination.
Can I fax with my PC fax software?
Yes. However, the first page of each document
must be the barcode provided to you by the
state DDS or Social Security. So, you may need
a scanner to scan the barcode into your
computer.
NOTE: Each level of the disability claims
process uses a unique barcode, so make sure
the barcode you use is the one for that specific
level. For example, if you are representing a
client at the hearing level, use the barcode
provided to you by the hearing office.
If I want to use the secure website, which file
formats are compatible?
The following file formats are accepted: .wpd,
.doc, .docx, .jpg, .bmp, .mdi, .txt, .rtf, .xls, .xlsx,
.pdf, .tiff, .tif.  The most current list of acceptable
file formats is available on our website.
Are Electronic Records Express options
compliant with the Health Insurance Portability
and Accountability Act (HIPAA) and the Family
Educational Rights and Privacy Act (FERPA)?
Yes. When a person files a disability claim, he or
she (or a parent or guardian) signs an
Authorization to Disclose Information (Form
SSA-827). This meets the requirements of
HIPAA and FERPA and expressly permits
sharing claimant’s health information by fax or
other electronic means as long as reasonable
safeguards are used.
Is there a maximum number of pages that can
be faxed or a maximum file size that can be
sent through the secure website?
Yes. Please do not fax more than 200 pages

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Use Electronic Records Express to Send Client Records (Disability Programs)

and do not send an electronic file or combination
of files that exceeds 50 megabytes. If your
submission is large, you can split it into
segments. Be sure to use the barcode or
claimant data provided to you by the state DDS
or Social Security for each segment. You may
need a scanner to scan the barcode into your
computer. Note each level of the disability
claims process uses a unique barcode, so it is
important that you make sure the barcode you
use is the one for that specific level.
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For more information
If you would like to learn more about submitting client records
online, visit www.socialsecurity.gov and go to
, send an E-mail to electronic-recordsexpress@ssa.gov or call 1-866-691-3061.
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