article Standard SOAR Process for Completing Child SSI Applications

Steps to Completing a Child SSI Application Using the SOAR Model

Step One: Receive Referral

• Request that external providers use the SOAR Referral Application Tool-Child SSI to make referrals. Track the referrals received in the SOAR Referral Tracking Worksheet-Child.
• Review the Identifying SOAR Applicants for Children's SSI document and the SSA’s Listing of Impairments to help determine whether the applicant is potentially eligible.
• If applicable:
  • If the potential applicant or their parent/caregiver* is unsure whether the child has any prior or pending applications, this can be determined by submitting the SSA-3288: Consent for Release of Information^iv to SSA. This must be mailed or hand-delivered to the local SSA field office, unless a prior agreement has been established to submit via fax or a secure email partnership. Alternatively, you can call SSA with the applicant’s parent/caregiver present at 1-800-772-1213 to gather basic information about pending claims.
  • If you need additional medical information before deciding whether to assist with the claim, request treatment records (see Step 3).
• If it is an appropriate referral, schedule an intake meeting and proceed to Step 2. If you are unable to assist with the application, provide information on alternative resources, including Form SSA-4: Information You Need To Apply for Child's Benefits. 

• Use the SOAR Initial Meeting Worksheet-Child SSI to gather information and take notes.
• Have the parent/caregiver sign agency releases for all collateral sources, (i.e., family members, employers, etc.).
• Have the parent/caregiver sign two release forms for each treatment provider: your agency release (Sample Agency Authorization for Release of Medical Information) and an SSA-827: Authorization to Disclose Information to the Social Security Administration. Signing both releases provides HIPAA-compliant “compound authorization” which allows you to gather records and re-release them to SSA.
• Complete and have the parent/caregiver sign the SSA-1696: Appointment of Representative. You will submit this form with the complete application packet (Step 9).
• Schedule weekly meetings with applicant and/or their parent/caregiver before the end of the SOAR intake meeting.

• Request treatment records from one year prior to the onset of disability and any older records that may have information supporting the onset of the applicant’s symptoms.
• Send a records request packet to each treatment source:
  • Cover Letter (Sample Medical Records Request Cover Letter)
  • Your agency release
  • SSA-827: Authorization to Disclose Information to the Social Security Administration
  • Provider-specific release (if applicable)
• Record the submitted requests in the Medical Records Tracking Spreadsheet.
  • Follow up after one week for any records not yet received.
• Review all records received. Confirm symptoms correspond with SSA’s Listing of Impairments.
  • If symptoms are documented in the records, continue to Step 4.
  • If symptoms are not documented but are easily observed, continue to Step 4 and recommend a consultative exam in the Medical Summary Report (MSR).
  • If symptoms are not documented and not easily observed, encourage the applicant to seek treatment and revisit the application process when additional supporting records are available.

• Establish the PFD by initiating the Online Child Disability Report.
  • Go to SSA's Website and click "Apply for Benefits."
  • Select “A child (under age 18)" and “Supplemental Security Income for Disability," then click “Learn how to apply.”
  • Click "Apply Online" and then "Start the Report."
  • Continue through the next few pages of instructions and answer the "Should You Complete the Report" questions.
• After providing basic identifying information about the applicant, a re-entry number will be assigned.
  • Do not proceed past this screen until you are prepared to submit the complete application packet (Step 8).
  • Print the webpage AND write down the re-entry number. You will not be able to get back into the application without it!
  • Choose “Save & Exit.”
• You now have 60 days to complete and submit the application.
• You may receive a Protective Filing Closeout letter from SSA. This is simply a notice that they have not received the complete application. You can proceed with preparing the application.

Steps 5 and 6 will be done in conjunction with one another. Best practices recommend completing one form at each weekly meeting.

• Meet with the parent/caregiver weekly using the Medical Summary Report (MSR) Interview Guide.
• Gather information and record it in the appropriate section of the MSR Template.
• Continue to review medical treatment, education, and other records as they come in.
• Continue follow-up efforts for any outstanding records requests.

Sign forms in blue ink to distinguish them as originals. Keep a copy of each signed form in the applicant’s file.

• SSA-8000: Application for Supplemental Security Income: The parent/caregiver will sign the paper form and submit it with the complete packet (Step 9).
• SSA-3820: Child Disability Report: Use the paper form as a worksheet and transfer information to the online application when ready to submit (Step 8).
• SSA-8010: Statement of Income and Resources (if applicable)
• SSA-3375, 3376, 3377, 3378, or 3379: Child Function Reports (by Age) (if applicable)
• SSA-5665: Teacher Questionnaire (if applicable)

• Finish writing the MSR and send it to a colleague for review. 
• Send the final MSR to the child's primary treatment provider for review and a co-signature.
  • Plan for at least a one-week turnaround time for obtaining a provider’s co-signature.
  • A co-signature by an Acceptable Medical Source (AMS) raises the MSR from “collateral information” to “medical evidence.”

• Complete the Online Child Disability Report within 60 days of setting the PFD.
  • Go to SSA's website and click “Apply for benefits.”
  • Select “A child (under age 18)” and “Supplemental Security Income for Disability," then click “Learn how to apply”
  • Click “Finish Existing Application" and then "Go back to the Report I Already Started."
  • Enter the child's Social Security Number and the re-entry number you received when you set the PFD.
• Use the information collected on the paper SSA-3820 to complete the online report:
  • Part 1: Background Information
  • Part 2: Disability Information
    • Enter the following information in the Remarks section:
      • “SOAR Application – Packet to Follow on or before [Date]”
      • “Represented by [SOAR case worker name]”
      • “Applicant is experiencing homelessness” (if they meet SSA’s definition).
      • The applicant's parent/caregiver MUST be with you to electronically sign the application.
  • Part 3: Electronically sign the Medical Release (SSA-827)

• Submit the complete paper packet to SSA no more than two days after submitting the Online Child Disability Report.
• Include the following documents in the complete SOAR packet:
  • SOAR Checklist for Initial Claims
  • SSA-827: Authorization to Disclose Information to the Social Security Administration
  • SSA-1696: Appointment of Representative
  • SSA-8000: Application for Supplemental Security Income
  • SSA-8010: Statement of Income and Resources (if applicable)
  • SSA-3375, 3376, 3377, 3378, or 3379: Child Function Reports (by Age) (if applicable)
  • SSA-5665: Teacher Questionnaire (if applicable)
• Submit the packet via one of the following methods:
  • Mail to the local SSA field office.
  • Deliver to an SSA drop-box (where available).
  • Deliver the packet in person: Contact SSA and request an appointment. This is not a request for an applicant interview; it is only for the case worker to submit the application packet. Begin attempts to contact SSA at least 1-2 weeks before the 60-day deadline to allow for potential scheduling conflicts. (This may not be an option at all offices.)
• NOTE: Medical records, educational records, and the MSR are not submitted to SSA, but rather to DDS once a disability examiner has been assigned.
  • Use Electronic Records Express (ERE) or request a bar-coded cover sheet from DDS and submit via fax.

Once the online and paper application packet have been submitted, the disability determination process begins:

• SSA will assign the case to a claims specialist to determine non-medical eligibility. If the applicant meets non-medical eligibility, SSA will transfer the case to DDS.
• DDS will assign the claim to a disability examiner to determine medical eligibility. DDS will review all medical records submitted, including the MSR. If necessary, DDS can request additional treatment records or schedule a consultative exam (CE). The applicant may also be asked to submit additional forms.

While the claim is being processed, the SOAR case worker must follow up with SSA and DDS: 

• Obtain contact information for the SSA claims specialist and DDS examiner and stay in contact!
• Let them know you are available to answer questions or provide additional information.
• If more than 60 days have passed since medical records have been submitted to DDS, follow up with the examiner to inquire whether additional information is needed.
• If a CE is scheduled, the SOAR case worker and the applicant’s parent/caregiver will be notified by mail. Contact DDS to confirm that the applicant will attend the appointment.

Local or Customized SOAR Process

In many states and communities, SOAR Leaders have collaborated with SSA and DDS to establish a SOAR Process for the submission and processing of SOAR-assisted SSI applications. This may include additional steps or special handling procedures that would be implemented by SSA/DDS during the application processing, such as: 

• Dedicated SSA Claims Specialists/DDS Disability Examiners
• Homeless Flag with “SOAR” in the Remarks for special handling
• Secure Email Partnership
• Designated contacts for communication about claims

• SSA will send a letter to the SOAR case worker and the applicant and/or their parent/caregiver notifying them of the decision.
• If the case is approved, SSA will schedule a Preeffectuation Review Contact (PERC) appointment to set up payments.
  • If SSA determines that the applicant requires a Representative Payee to help manage their benefits, an appointment will be scheduled to set up payee arrangements. Most child SSI recipients will be required to have a payee, and in many cases, this will be the parent/caregiver.
  • For unaccompanied youth (age 15 or older)** who are not required to have a payee, benefits may be directly deposited into the applicant’s bank account.
• If the case is denied, SSA will send a letter explaining why the unfavorable decision was made.
  • Read more about reviewing denial notices and the appeals process.

• Track the outcomes of your SOAR-assisted SSI/SSDI applications.