How will Electronic Records Express affect my work routines?

The fax and secure website options should integrate easily with existing work processes. If your records are already electronic, you will be able to upload files directly instead of printing. If your records are on paper, you can use the website by scanning, instead of photocopying your records or you can fax your records. 

Why is the letter with the barcode so important?

The letter with the barcode is important because it helps us link the records or information you send to the applicant’s unique disability folder and make any appropriate payment to you. If you do not include the letter with the barcode as the first page, there may be significant delays associating the information with the applicant’s electronic disability folder and making payment to you.  

How will I know whether my electronic record transmission was successfully received?

When using the secure website, you’ll receive an immediate tracking information page which you can print or store electronically for your records. When sending by fax, your fax machine should indicate a successful transmission including the number of pages that were sent. 

Can I amend my reports?

You may choose to amend your reports by sending new information; however, the original reports you sent will remain part of the electronic file.  

Will this change the amount that I am paid for my reports?

No, the compensation will remain the same. However, you may notice resource savings when you send records electronically to Social Security. 

How will I know the applicant is giving informed consent to have their records sent electronically?

Social Security complies with all laws and regulations regarding release of medical and school records. Form SSA-827, “Authorization to Disclose Information to the Social Security Administration,” which accompanies every request for health and school records from Social Security, contains language that specifically permits electronic processing.  

Are the Electronic Records Express options compliant with the Health Insurance Portability and Accountability Act?

Yes, both the online and fax options comply with the goals of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). If used in conjunction with a properly designed and implemented HIPAA plan, these options can add significant value to safeguarding the security of your patient data. 

Are the Electronic Records Express options compliant with the Family Educational Rights and Privacy Act?

Yes, both the online and fax options comply with the goals of the Family Educational Rights and Privacy Act of 1974 (FERPA). These options can add significant value to safeguarding the security of your student data.  

How can I send in evidence when my client’s case is an electronic case? 

You can submit evidence directly to your client’s case file by using your office fax or through the Social Security secure Electronic Records Express website.  Both of these methods require that you use the specific barcode provided for your client by the state Disability Determination Services (DDS) or the Social Security hearing office that is handling your client’s disability claim.  For example, if your client’s case is at the hearing level, you would contact that hearing office to obtain a barcode for your client. 

What hardware or software will I need to use the secure website?

Most common Internet browsers will support the secure website.  If you experience issues or difficulties, call 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 assistance.  

Are there costs to use the secure website?

No. The government provides this service free of charge.

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