Strengthening Applications:
Diving In: A SOAR Application Walk Through
Presented by:
National SOAR Technical Assistance Center
Policy Research Associates, Inc.
Under contract to:
Substance Abuse and Mental Health Services Administration
U.S. Department of Health and Human Services
Welcome
Pam Fischer
SAMHSA
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 Answers
Facilitators: National SOAR Technical Assistance Tea m
Organizing the Application and
Getting Started
Kristin Lupfer
National 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: Completing an Initial SOAR
SSI/SSDI Application
Getting Started: Day 1
SOAR Consent for Release of Information
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
Getting Started: Day 2-3
Request Letter
Agency Release
SSA-827
Getting Started: Day 2-3
Medical Records Department Spreadsheet
Getting Started: Day 2-3
Applicant Assessment Worksheet
Getting Started: Week 1-2
http://www.ssa.gov/disabilityreport
Getting Started: Week 3-4
SSA-8000: Application for SSI
Getting Started: Week 3-4
http://www.ssa.gov/applyfordisability/
Getting Started: Week 5-8
Medical Summary Report (First and last pages)
SOAR Application Checklist
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-C
Health Care for the Homeless
Baltimore, MD
Identifying Applicants
Knowledge of individual
Where they present
Symptom awareness
Don’t choose your most challenging
client
Consider availability of co-signer
Current partners and engagement
SOAR Applicant Checklist
Writing Your First Report: Strategies
Reviewing Medical Records
Questions to Ask
Documenting Observations
Reviewing Medical Records
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
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 Church
State 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
Functional Summary Outline
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
Functional Provider Signature Request
Incorporating SOAR into a
Diversion Treatment Court
Susan Berberian, LCSW, CPRP
Diversion Treatment Court,
Magistrate Court of DeKalb County
Decatur, GA
Diversion Treatment Court
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
Brief Screen
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
Biopsychosocial Assessment
Thorough assessment, include quotes
Symptom checklist
Team case review
SSI may be added as a bond condition
SSI Paperwork Appointment
Complete prepared packets of forms
SSA-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
Family Collateral Contact
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
SOAR Case Follow-Up
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
Questions and Answers
Facilitators:
National SOAR Technical Assistance Center Team
Policy Research Associates, Inc.
For More Information on SOAR
Visit the SOAR website at www.prainc.com/soar
Or contact:
SOAR TA Center
Policy Research Associates, Inc.
Delmar, NY
518-439-7415
soar@prainc.com