Electronic Records Express

Frequently Asked Questions

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 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 for using the secure website?

No. The government provides this service free of charge.

Are the web options secure?

The website uses 128-bit or higher secure socket layer (SSL) encryption to protect records submissions to and from Social Security and the Disability Determination Services. Your account is protected by your confidential user ID and password combination.

Which file formats are compatible with the secure website?

The secure website supports the following file formats: .doc, .wpd, .zip, .jpg, .bmp, .txt, .xls, .pdf, .tiff, .tif, .docx, .mdi, .rtf, and .xlsx. We expect to add support for additional formats.

Can anyone use the secure Electronic Records Express website?

An individual must first register to use it. Once registered, you will receive a user ID, a temporary password and the URL for the secure website. The first time you enter the secure website you will need to change your password.

How do I register to use Social Security's secure website?

You can register by contacting your local hearing office or the Professional Relations Officer in your state to obtain a user ID and password. You can also contact Social Security by e-mail at electronic-records-express@ssa.gov or by phone at 1-866-691-3061.

How do I login to Social Security's secure website?

To login to Social Security's secure website, you must first register by obtaining a user ID and password from your State Professional Relations Officer or from your local hearing office. Once you have obtained a user ID and password, log onto http://eme.ssa.gov.

Is there a maximum submission size that can be sent through the secure website?

Yes, the file size of the submission cannot exceed 50 megabytes.

Do I need to register in order to fax?

No. Once you receive the request letter, simply fax the letter with the records or information requested to the fax number that appears on the letter. The request letter must be the first page of your fax because it has a barcode that will help us associate the information with the applicant's unique disability folder and make any appropriate payment to you.

Is faxing secure?

Yes, faxing is secure under all appropriate privacy rules.

Can I fax evidence using my PC fax software?

Yes. However, the first page for each document you are sending must be the barcode provided to you by the Social Security office or State Disability Determination Services (DDS) that is handling the disability claim. For example, if you are submitting documents for Dr. Jones and Dr. Henry, the first page of Dr. Jones' records must be the barcode and the first page of Dr. Henry's records must be the barcode. You may need a scanner to scan the barcode into your computer.

Is there a maximum number of pages that can be faxed?

Yes, do not fax more than 200 pages.