Appointed Representatives - Availability Changes

I.

Internal Automated Scheduling Screen Flows

Introduction
The screens presented in this package only include screens used by SSA employees in the hearing offices
(HOs) to record information they obtain directly from the public through a telephone or in-person
interview process. The internal Automated Scheduling Application (ASA) includes additional screens,
which are not presented for OMB approval, which the HOs use to perform back-end scheduling functions.

Profile
An HO invites each AR or Expert to the HO to receive assistance in completing or reviewing his or her
profile before accessing the external ASA. The profile collects general information about the user that
determines the availability choices presented to the user and provides information for the internal
scheduling batch engine to propose hearings in which the user can participate. The HO edits the default
profile using the internal ASA profile screens. If experts (other than Verbatim Hearing Recorders (VHR))
need to change their profile after the initial visit, they may do so through the external ASA or by visiting
or calling the HO who edits the profile using the internal ASA screens. VHRs cannot edit their profile
through the external ASA so they will need to contact the HO.

AR Profile for In Person Hearings – Edit

1

2

AR Profile for In Person Hearings – View

3

EXPERT Profile for In Person Hearings – Edit

4

Add/Remove Locations

5

EXPERT Profile for In Person Hearings – View

6

VHR Profile for In Person Hearings – Edit

7

VHR Profile for In Person Hearings – View

8

Monthly Calendar
An AR or expert may contact the HO regarding their scheduled hearings in particular month. A
common situation that would prompt a call would be if the AR or expert tried to change his or
her availability using the external ASA and were unable to do so. The HO may view the internal
ASA calendar for that AR or expert and answer any inquiries. The calendar displays proposed as
well as scheduled (“approved”) hearings.
Representative Monthly Calendar –Individual

9

Representative Monthly Calendar – Associates

10

Expert Monthly Calendar - Individual

11

Expert Monthly Calendar – Associates

12

Daily Calendar
An AR or expert may contact the HO regarding the details of scheduled hearings for a particular
day of a month. The HO may view the internal ASA daily calendar for that AR or expert and
answer any inquiries. The calendar displays proposed as well as scheduled (“approved”)
hearings. It lists all participants. Since at any one time there can be an associate in one location
and an associate in another location, the Daily Calendar includes a location selection feature.
Representative Daily Calendar – Individual

13

Representative Daily Calendar – Associates

14

Expert Daily Calendar – Individual

15

Expert Daily Calendar – Associates

16

Daily Availability
An AR or expert may contact the HO to change his or her availability for a certain day(s) if he or
she cannot or chooses not to use the external ASA to do so. The HO may also apply any day’s
availability to other dates. For those ARs or experts with associates or ARs that appear across
the country, the number of associates that are available is recorded.
Representative Availability – Individual

17

Representative Availability – Associates

18

Medical Expert Availability –Individual

19

Medical Expert Availability – Associates

20

Vocational Expert Availability – Individual

21

Vocational Expert Availability – Associates

22

VHR Availability – Individual

23

VHR Availability - Associates

24