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Home :: FAQ :: Social Security Disability Hearing

Once I have a bar code, how can medical evidence be electronically submitted?

Once you have a bar code for your file, there are three ways to submit medical evidence (or any other type of correspondence) to your social security file.

1. Electronic Fax: The first process by which you can submit evidence electronically to your file is by electronic fax. All you need in order to send records this way is a facsimile cover sheet that includes your name, social security number, description of the attached documents, number of pages being submitted, and the time range for the records you are sending. You then place the bar code on the very top of the documents you are sending, and then fax the submission to the electronic fax number of your local hearing office (ODAR). Make sure to keep the fax confirmation page with your submission.

2. Electronic Records Express Website: In order to submit evidence by the ERE website, you must first have an account with the ERE system. In order to create an account, you can contact your local ODAR office and speak with the person in charge of handling their ERE technology. At the present moment, only attorney and non attorney representative businesses may create accounts with the ERE website. Once you have created an account, you must scan the records you are going to send to the ERE website onto you computer as a PDF document, and save the document (including its cover sheet) onto your computer, into the Claimant’s file. To sign in to your account go to: https://secure.ssa.gov/acu/iresear/login?URL=/apps9/ERE/home.do

Enter your User ID and Password. Once you sign in to your account, click on Send Response for Individual Case.

    Step 1 (Destination and Request Information): In this screen you will enter the information found on your bar code into their equivalent slots. Once you have completed this page, press Continue.

    Step 2 (Attach and Upload Files): In order to upload a file to the ERE website, it must have no punctuation in its title what so ever. You must have the file copied to the desktop on your computer in order for it to not have any punctuation in the file when you upload it. Remember to keep a copy of it in the respective file in your client database. Once the file is copied to your computer’s desktop, on the ERE screen, press the Browse button, and select the file you want to submit from your desktop. Then you must press the Select Document Type, and a drop list will show you which options you can choose from. The option you choose will dictate what further information you need to complete on the page. For all medical evidence you must provide the website with the earliest date in the medical records, and the latest date in the records you are submitting, as well as the treating source’s name, and a brief description of what you are sending. If you have more than one submission, you can select the Add Another File button, and repeat the file attachment process. When you have added all of the submissions (up to 8 at a time) press the Submit button.

    Step 3 (Confirmation): Once your files are received, it will show you a confirmation page. Press the Print button, and make sure you print as many copies of the confirmation page that you have submissions. Keep a copy of each confirmation page with each submission in your file. Pleas note that large files will take a little longer to send so please be patient.

3. Mail: If the electronic fax number, or internet are not working you can submit your documents to a special electronic mailing address in London, Kentucky provided with your bar code. In order to do so, you first must copy the documents you would like to submit, as well as your bar code. Along with a cover page that includes your name, social security number, description of the attached documents, number of pages being submitted, and the time range for the records you are sending, and the copy of your documents, place the copy of your bar code on the very top of your submission. Mail this packet, unstapled, to the London, Kentucky address provided with you bar code. Each ODAR office will have a special mailing address in London, Kentucky. Keep the original documents and a copy of your cover sheet in your file.  Send the package Certified Mail Return Receipt Requested, so if the SSA has no record of the records being sent, you do.  This could become important later on in your case.