Post on 16-Dec-2015
Strengthening Applications: Diving In: A SOAR Application Walk Through
Presented by:
National SOAR Technical Assistance CenterPolicy Research Associates, Inc.
Under contract to:
Substance Abuse and Mental Health Services AdministrationU.S. Department of Health and Human Services
Webinar Instructions
Question instructions
Muting
Recording availability
Downloading documents
Evaluation
Agenda
Organizing the Application and Getting Started
Kristin Lupfer, SOAR Technical Assistance Center
Identifying Applicants and Writing Successful Reports
Katie League, Baltimore, MD
Being Proactive and Functional Summary Reports
Sara Stoffers and Lorelei Church, Salt Lake City, UT
Incorporating SOAR into a Diversion Treatment Court
Susan Berberian, Decatur, GA
Questions and AnswersFacilitators: National SOAR Technical Assistance Team
Organizing the Application and Getting Started
Kristin LupferNational SOAR Technical Assistance Center
Policy Research Associates, Inc.
SOAR Critical Components
Serving as the appointed representative
Collecting and submitting medical records
Electronically submitting applications and medical evidence whenever possible
Collaborating with physicians for assessments and medical information
Collaborating with SSA and DDS
Submitting a Medical Summary Report
Getting Started: Day 1
Complete the top-half of the Applicant Tracking Worksheet and use as a cover-page in your client file
Getting Started: Day 2-3
Complete and have applicant sign the SSA-1696 Appointment of Representative form
Reminder! A Complete SOAR Packet Includes:
1. SOAR Checklist as a cover sheet for the completed application package
2. SSA-1696 Appointment of Representative form
3. SSA-827 Authorization to Disclose Information to SSA
4. SSA-8000 signed and dated by applicant
5. MSR signed by the SOAR provider as well as the applicant’s physician or psychologist
6. Copies of all medical records in chronological order
7. SSA-3368 and SSA-16 submitted on-line 24-48 hours before turning in completed application package (Items 1-6)
Identifying Applicants and Writing Successful Reports
Katie League, LCSW-CHealth Care for the Homeless
Baltimore, MD
Identifying Applicants
Knowledge of individualWhere they present
Symptom awareness
Don’t choose your most challenging client
Consider availability of co-signerCurrent partners and engagement
Reviewing Medical Records
Questions to Ask
Documenting Observations
Writing Your First Report: Strategies
Flag important information in medical records:
Diagnoses
Quotes
Descriptions of symptom
Use quotes to create paragraphs
When you find something useful put it in a document right away
Reviewing Medical Records
Questions to Ask the Client
What does the client’s diagnosis mean to them?
Find out how THEY experience the symptoms
Don’t assume!
Documenting Observations
Observations:
- How they say things
- Speech: Pace, flow, words used
- Appearance, movement
- Eye contact, eye movement
Being Proactive and Functional Summary Reports
Sara Stoffers and Lorelei ChurchState of Utah General Assistance
Salt Lake City, UT
Being Proactive: Starting an Application
Secure protective filing date ASAP
Customers may get more money the sooner you file
Get Releases of Information signed ASAP
Include necessary medical providers and collateral contacts
Ask claimants to prepare for your next contact
Create a list of all medical providers and facilities
Being Proactive: DDS Coordination
Contact DDS for needed information: How can I help?
Confirm alleged conditions
Medical records requested, missing and received
If denied, what symptoms are not present in the records to meet the listing?
Request the records used to make the decision
Know and use your local DDS terms when appropriate
Send records as soon as you can
Don’t wait to submit all records together
If inheriting a claim, read others’ notes and verify the work noted was completed with DDS
Being Proactive: Collaboration
Create and maintain creditability and reliability
If you state the application is SOAR, then follow the SOAR model
If you mark a time for an appointment, be available at that time
Build relationships (community partners, collateral contacts, DDS, etc)
Learn their names, roles and acknowledge their expertise
Set specific deadlines. Communicate these to others (including DDS)
When will you provide information?
When do you need information?
What will happen if the deadline is not met?
Coordinate with other SOAR providers and co-workers
Ask others to give you feedback
Explain your roll to the claimant
Use Google to research unknown information
Being Proactive: Organization
Make copies of all information submitted to DDS
Document your progress in your own records and with DDS whenever possible (Date, time, what was discussed)
Use fax coversheets, ERE notes, etc… to document DDS info and requests needed
Spreadsheets/tracking of previous information are great
Track examiner and claim # in case notes
Medical records requested, missing and received
Local medical providers with medical records request procedures and contact information
Functional Summary Report: Educating the Client
Begin laying out groundwork of summary report at first appointment
Explain to the claimant the purpose of the summary report
How it will be used: “Paint a picture”
How long will it take?
Tell them how many appointments it will take to complete summary questions
Make sure they are comfortable with sharing personal history and if they are not that is okay
Information to Include in Summary
Review health records on hand for any info
Use the SSA Blue Book
http://www.ssa.gov/disability/professionals/bluebook/
What is the listing?
Show link between function and diagnosis
Always keep in mind or substantiate why claimant cannot work
Use footnotes
Provide contact information of any individual or organization referenced in your Functional Summary: Full name & title, address, phone, fax, email
If summarizing information in other records, cite it and attach it. (reports, photos, collateral letters etc…)
Label attachments
Ex: See Attachment 1: Dr. Smith’s mental health report, January 25, 2011
Utilize functional questionnaire completed by claimant
Wrapping Up
Know what records say and don’t contradict yourself
Ensure what you note in Functional Summary is consistent with medical records and Function/Work History Reports
Doctor’s co-signature = Medical evidence
Be careful when asking a physician to sign off on information they may not have discussed with the claimant
Ask the claimant if they have shared the information with the physician
Don’t tell DDS the claimant is disabled, but let them draw that conclusion because you provided the evidence and information
Incorporating SOAR into a Diversion Treatment Court
Susan Berberian, LCSW, CPRPDiversion Treatment Court,
Magistrate Court of DeKalb CountyDecatur, GA
Mental Health Court
Voluntary pre-plea program
Mental illness and co-occurring disorders
Felony or misdemeanor
Comprehensive Services
Judicial supervision, treatment connections, community training, counseling, housing support, SSI assistance
Diversion Treatment Court
Court observation for informed decision
Description of program and expectations
Two-page brief screen form
Needs assessment for SSI/SSDI
Medical records requested, appointment made for Biopsychosocial assessment
SSI Applications in Process Tracking Form
Brief Screen
Thorough assessment, include quotes
Symptom checklist
Team case review
SSI may be added as a bond condition
Biopsychosocial Assessment
Complete prepared packets of formsSSA-8000 (SSI App)
SSA-16 (SSDI App)
SSA-3368 (Disability Report)
SSA-827, Agency Release
SSA-1696
Explain the process, give handouts, etc.
Online applications completed within a couple days of the appointment
Signed forms are delivered to document drop box at SSA field office
SSI Paperwork Appointment
With permission, contact family
Schedule one-on-one appointment
Use Medical Summary Report-Family Collateral form
History, symptoms, functioning
Last 12 months (incidents or episodes)
Mobile crisis to house, police to house, hospital, jail, citation
Family Collateral Contact
Medical records reviewed as received
Medical Summary Report (MSR) completed
DTC and family signatures obtained
Mental Impairment Questionnaire (MIQ) completed
MD given MSR, MIQ, letter of explanation
Follow through while in DTC, referral as necessary
SOAR Case Follow-Up
Questions and Answers
Facilitators:National SOAR Technical Assistance Center Team
Policy Research Associates, Inc.