I-3-0-96.Exhibit – Claim File Search Checklist

Last Update: 9/08/05 (Transmittal I-3-36)

CLAIM FILE SEARCH CHECKLIST

Name          ______________________

SSN     ___________________________

Claim Type ______________________

X-Ref ____________________________

Application Date __________________

Request for Review Date ___________

Hearing Decision Date _____________

RR Timely Yes            No

  • Check Cases in Branch

    Contact Name ____________________ Tel. No. ____________ Date of Contact __________

    Comments: __________________________________________________________________

  • Check Mega-Site Information and Management System (MIMS) and Request Claim File Electronically

    • If claims file is not received after 14 days, or is NIF on MIMS, contact Mega-Site via facsimile indicating that this is a follow up or NIF case and request an electronic search of MIMS database by the Mega-site (include the claimant's full name, SSN, and Date of Birth).

      Requestor's Name __________________ Fax. No. 703-605-8931 Date of Contact ______

    • 14 days after request for Mega-site search, if claims file has not been received, assume claim file is not located in Mega-site.

      Comments: ________________________________________________________________

  • Request Recording

    • Check MIMS and Request Recording Electronically.

      • Follow up in 30 days with Program Support Officer (PSO).

      • 2nd Follow up in an additional 15 days with PSO.

      • After 15 days, if recording or certification is not received, the Branch Chief (BC) is authorized to certify recording as lost.

      • Enclose certification from PSO or BC in claims file.

  • Recording Received – Date: __ / __ / ____

  • Obtain Queries

    • Title II Claims

      • OHAQ (formerly HA-04)

      • ACCT/FACT (formerly MBR)

      • ACAPS

      • PCACS

      • DDSQ

    • Title XVI Claims

      • OHAQ (formerly HA-04)

      • SSID (or SSI3/SSI2) on all records

      • ACAPS

      • DDSQ

  • If claim file is located in a Processing Center (e.g., PSC or ODO), request via PCACS.

    PCACS will automatically generate a first follow up in 14 days

    • Follow up after 30 days from original request with 2nd request by calling the Module Manager.

      Use DOORS to determine Module with jurisdiction of claim. See MOD Telephone List for telephone number in ODO or PSC Intranet site for PSC Mod. Mgr. telephone number.

    • 30 days after follow up with Module Manager, if claim file is not received, assume it is not available from PC.

      Contact Name _________________________ Date of Contact __________

      Comments __________________________________________________________

      Decoding SSNX Field on PCACS

      • First digit is PC code (e.g., 7 = ODO);

      • Second two digits are counters (e.g., 01 = first action; 02 = second action;

      • Last two digits indicate:

        • Folders (e.g., 01 = RIB; 11 = DIB; 21 = Temporary; 12 = DWB; and 13 = DAC); or

        • Actions (e.g., 30 = miscellaneous receipt; 31 = Phone; 33 = Claim Receipt; or 40 = computer output).

  • If claim file is located in Field Office (FO), request by one of the following methods:

    Telephone _________ E-mail Administrative message or Fax ___________.

    FO Code: ________ Date of Contact: __________ Comments: ____________________

    • Follow up in 30 days with telephone call to Field Office management official (e.g., Management Support Specialist).

    • 30 days after follow up with FO management official, if claim file is not received, assume it is not available from FO.

    Contact Name ____________________ Date of Contact ____________

    Date of Contact ____________ Comments ___________________________________

  • If claim file is located in Wilkes-Barre Federal storage facility [FSO] (L88, L89, L96, L97, L99 or LOO), then request the folder via one of the following methods:

    • □ AR-33 Recall administrative message call 570-830-3440 or Fax 570-826-6247

      Follow up after 30 days with telephone call 570-830-3440

      Date of Contact: _____________ Contact Name: (If applicable) ____________________

      Comments: ___________________________________________________________

    • □ 30 days after follow up with FSO, if claim file is not received, assume it is not available from FSO.

      Date of Contact: ____________ Contact Name: (If applicable) ____________________

      Comments: ____________________________________________________________

    • Claim files are usually sent within 30 days of request.

    • CFL code of L47 means file has been destroyed – OHA unable to locate file.

    • J00, L50, and L51 mean file is unavailable – do not request – OHA unable to locate file (POMS DI 11005.085B.4.).

    • Wilkes-Barre will accept up to 3 telephone requests per day from each office code (unlimited AR33; administrative messages, and Fax requests).

  • If a Subsequent Claim is pending in the Hearing Office (HO), contact the Hearing Office Director (HOD) for that office and ask him or her to review the claims file in their office to see if the file you need is attached to the subsequent claim file as a “prior file.” If so, request the “prior file” be sent to you immediately.

  • 30 days after request from HOD, if claim file is not received, assume it is not available from HO.

    Date of Contact: ____________ Contact Name: (If applicable) ____________________

    Comments: ____________________________________________________________

  • If unable to locate file, call the representative, if any, for a copy of the record. If copy available, diary for 15 days and follow-up as needed.

    Representative's Name: _____________________ Telephone No.: ______________

    Date of Contact: ______________

    Comments: _________________________________________________________

  • If no representative, and it appears likely that the claimant has a copy of the claims file material, contact claimant for copy of record and request for review.

    Claimant's Telephone No.: _______________ Date of Contact: ____________

    Comments: ______________________________________________________________

  • 30 days after request for copy of file from representative or claimant, if a copy of the claim file is not received, assume it is not available.

The Disability Program Branch of the Office of Appellate Operations has attempted to locate this claim folder; however, we are unable to locate it at this time.

Signature_______________________________________ Date _____________________