Q: |
How will sending records electronically affect our
work routines? |
A: |
There will be minimum disruption to established routines. Faxing replaces the photocopying you now do. And if you already have electronic client records, you upload files instead of printing them. |
Q: |
What are the costs? |
A: |
The Electronic Records Express options are free of government charges. |
Q: |
What security is provided for web options? |
A: |
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. |
Q: |
Can I fax with my PC fax software? |
A: |
Yes. However, the first page of all faxes must be the barcode provided to you by Social Security or the state DDS. 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. |
Q: |
Can I submit records on CD? |
A: |
No. There is no standardized process for handling CDs. The web options should save you time and money over CDs. |
Q: |
If I want to use the secure website, which file formats are compatible? |
A: |
A wide selection of file formats are supported. Social Security will add support for additional formats as needed. |
Q: |
Are Electronic Records Express options compliant with the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA)? |
A: |
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 of claimant health information by fax or other electronic means as long as reasonable safeguards are used. |
Q: |
Is there a maximum number of pages that can be faxed or a maximum file size that can be sent through the secure website? |
A: |
Yes. Do not fax more than 200 pages and do not send an electronic file that exceeds 50 megabytes. If your submission is large, split it into segments. Be sure to use the barcode or claimant data provided to you by Social Security or the state DDS 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 make sure the barcode you use is the one for that specific level. |