Claimant's Medications - ERE Internet Version

Representative Guide for
Electronic Records Express
Sending Individual Case
Responses by Secure Website

Office of Disability Adjudication and Review
February 2012

Representative Guide for Electronic Records Express Records
Table of Contents
Representative Guide for Electronic Records Express .............................................................................. 1
Sending Individual Case Responses by Secure Website ........................................................................... 1
The Social Security Administration’s Electronic Disability System ......................................................... 1
Submitting Electronic Evidence Using the Electronic Records Express Website ..................................... 2
How Do I Get Started? ..................................................................................................................... 2
How to Use Send Response for Individual Case .............................................................................. 3
Naming Your Electronic Claimant Records ....................................................................................12
Timing Out ......................................................................................................................................12
Avoiding User Errors ......................................................................................................................12
Saving ERE Tracking Information Pages .......................................................................................13
How SSA Communicates Information to ERE Users .....................................................................13
ERE Electronic File Format Options: .............................................................................................14
Access Keys: ...................................................................................................................................14
Contacts for Additional Assistance ..........................................................................................................14
Glossary ....................................................................................................................................................15

The Social Security Administration’s Electronic Disability System
This guide provides claimants’ representatives with detailed instructions for submitting
ODAR level appeals materials in electronic format, e.g., briefs and additional disabilityrelated evidence, using the upload feature of SSA’s secure website. SSA, including
ODAR, is striving to obtain disability records in electronic format whenever feasible.
NOTE: There are now two options to submit evidence. You can upload documents by
using the Send Response for Individual Case link on the Electronic Records
Express Home page. The upload function is also available while accessing a
claimant’s electronic folder through the Access Claimant’s Electronic Folder link.
Selecting the Upload New File button on the Electronic Records Express Access to
Electronic Folder page pre-populates the Claimant Social Security Number (SSN), Site
Code, State, Destination, Routing field, and DR. The only information that you must key
is the RQID (Request ID) from the ODAR barcode. Please see the User Instructions for
the User Guide for Access to the Electronic Folder to obtain further details.
If you have questions regarding these instructions or the process for submitting
electronic evidence, please email: [email protected]

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Submitting Electronic Evidence Using the Electronic Records Express
Website
The Social Security Administration (SSA) has developed a free, easy-to-use website
called Electronic Records Express (ERE) for representatives who can create an
electronic record (either by scanning paper records or receiving electronic claimant
records from medical providers). Representatives can use the ERE website to securely
send evidence direct to their client’s electronic folder. Representatives will receive a
tracking information page acknowledging that SSA received their transmission.
How Do I Get Started?
When an electronic claim file meets all the technical prerequisites for receiving
electronic evidence submissions, ODAR will forward to the representative a bar code.
You will need to have the ODAR barcode when you are ready to upload documents
because you will need to enter information such as the claimant’s social security
number and the Request ID. This information ensures that the claimant’s records are
properly transmitted to the appropriate electronic disability claim file.
Before using this functionality, you should have existing electronic records and you
should know where they are stored on your computer system (i.e., which drive, which
folders, etc.). The ERE website accepts the following types of electronic files: .doc,
.docx .wpd, .jpg, .bmp, .txt, .mdi, .rtf, .xls, .xlsx, .pdf, .tiff, and .tif. Please use only the
following types of characters when naming your electronic claimant files:
numbers, letters, hyphens/dashes, underscores, backslashes, and spaces.
Please refer to the section Special Considerations beginning on page 12 for additional
information.
The following pages contain instructions and screenshots to illustrate the user-friendly
design and functionality of the ERE website. To use ERE, simply follow the instructions
on the next page to get started.

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How to Use Send Response for Individual Case
On the ERE Home page, under Evidence Submission Services, select Send
Response for Individual Case.

NOTE: You will need to have the ODAR barcode to enter information in the next
few steps. The following illustration will help you find the necessary information
on the ODAR barcode.

Step 1: Enter the Site Code in the SITE CODE field. It is important that you select the
SITE code from the barcode sheet provided by ODAR. DO NOT USE A BARCODE
PROVIDED FROM ANOTHER SOURCE WHEN YOU ARE SENDING INFORMATION
TO AN ODAR OFFICE (i.e. Disability Determination Services).
NOTE: When the SITE code is entered the appropriate ODAR office and state will
be shown in the DESTINATION and STATE field. The DESTINATION field has
both ODAR and Disability Determination Service offices listed. Be sure that an
ODAR office is shown in the Destination field.

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Step 2: From the barcode provided by ODAR, enter the following information in the
appropriate fields. (See the figure shown below).
 Enter the claimant’s Social Security Number.
 Enter the Request ID information. The Request ID is the document number or
serial number which is usually located on the barcode. Be sure to enter the
Request ID beginning with the first non-zero number. For example, if the request
letter shows RQID as 00000001102400, enter 1102400.
 Enter the RF (Routing Field) information shown on the barcode.
 Enter the DR code information shown on the barcode.
 Do NOT enter the CS code.
 Select Continue to go to the next page.

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Do not Enter
the CS code

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Step 3: Send Files from your computer
If you have records for the requested claimant in an electronic format, you can
send existing files from your computer to ODAR.
NOTES:


File types accepted are: .wpd, .doc, .docx, .jpg, .bmp, .mdi, .txt, .rtf, .xls, .xlsx,
.pdf, .tiff, and .tif.



Please refer to the section entitled Naming Your Electronic Claimant Records
on page 12, for more information on acceptable file names.



Do not upload documents containing macros (i.e., a set of instructions or scripts
that automates tasks). They may cause system problems, which will require you
to resubmit your documents without macros.



Select the Browse button to find the file you wish to send to the electronic folder;



The Choose file window appears

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

Locate the file you wish to send and select the file name. This inserts the
document’s file name into the File name box at the bottom of the Choose file
window.

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

Next, select the Open button. The Choose File window will close and the ERE
website will show the file name displayed in the box to the left of the Browse
button. You have successfully attached the named file to the website.



Document Type: Select from the drop down list a document type for the
document you are sending.



Depending on the document type you select, additional fields may appear which
require completion.



You may send additional files (maximum of 8 files for one claimant) by selecting
the Add Another File button and repeating the previous steps.



If you select Prior Page, you will return to the Destination page.
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NOTE: You will lose all information entered on the page and any file
selected.
Step 4: Verify the Destination and information.
Compare the information in the Destination and request summary box to the
ODAR barcode before submitting a response. If the information does not
match, then re-enter the correct information at Step 1. If the information
matches, select the Submit button.

If an invalid document was attached you will receive an alert message similar to
the message shown below.
Select Try Again to re-enter the correct information and resolve edit.

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While your submission is in progress, you may see the indicator shown on the
page below.

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After your submission has been processed, you should receive a Tracking
Information page acknowledging that SSA has received your transmission. The
Tracking Information page indicates the specific file name and document type
of each file that was transmitted.
The Tracking Information page only acknowledges that the transmission has
been received. The transmission must still go through a SSA systems check
before being sent to the electronic folder. You will be notified by email if there
are any errors or problems that prevent SSA from processing your submission.
NOTE: In the unlikely event that you do not receive the Tracking Information
page, you should resubmit the materials.

NOTE: We recommend that you print or take a screenshot of the Tracking
Information page for documentation. You will not be able to retrieve this information
from SSA (including ODAR) after you exit this page.
If you have evidence to send for another individual, you can select the Send Another
Response link toward the bottom of the Tracking Information page. This will bring
you to the webpage to enter information to send medical records for another claimant.
Please be sure to have the ODAR request letter available.

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Special Considerations When Using the ERE Website
Naming Your Electronic Claimant Records
The ERE website will accept electronic filenames that contain the following characters:


Numbers



Letters (uppercase and lowercase)



Backslashes “\”



Underscores “_”



Hyphens or Dashes “-”



Spaces

Other special characters may make your electronic filename invalid,
such as:


Certain Punctuation Marks (commas, semicolons, parentheses, etc.)



Symbols (*, %, <, >, |, etc.)

Please be sure that your electronic records include the acceptable character types
shown above.
NOTE: Please be sure to upload only non-password protected documents.
Timing Out
The website will time out after 30 minutes of inactivity, so you should be ready to enter
information from the records request letter and have files ready to upload. After 2
hours, the website will log you out and you must re-enter your User ID and Password to
continue.
Avoiding User Errors
Errors can occur for many reasons. The following list briefly explains some common
ERE website user “errors”:


Bookmarking the tracking information page – Never bookmark pages within the
ERE website.



Leaving the ERE session unattended for 30 minutes will cause a session
timeout. If you need to do something else please log out and exit your session.



Once you have submitted documents by selecting the Submit button, you should
not use the Back button, Stop button, or close your Internet browser file until you
receive the Tracking Information page.



Typing in an incorrect file path for a file saved on your local system. This can
occur if you type in a file name rather than using the Browse button to navigate
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to where files are stored on your system and then selecting the files you wish to
attach. You may not receive notification if this type of error occurs. The best
way to avoid this type of error is to use the Browse button to attach your files
and then wait for the Tracking Information page to appear after you have
successfully transmitted your electronic files.
Saving ERE Tracking Information Pages


You cannot bookmark and save a Tracking Information page. You cannot
retrieve tracking information after exiting the page. If you wish to have a record
of the ERE transaction, we suggest you save your Tracking Information page.
How SSA Communicates Information to ERE Users

SSA will use the Bulletin Board section of the ERE website to alert registered users of
new information, such as any scheduled maintenance or new functionality. You can
also be notified by email prior to any scheduled maintenance by selecting the red
envelope link, Get important information about Electronic Records Express
availability. Select the link and follow the instructions.

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ERE Electronic File Format Options:
SSA’s ERE website currently supports the following file formats:

.wpd
.pdf
.bmp
.docx

.doc
.xls
.tiff
.rtf
.xlsx

.txt
.jpg
.tif
.mdi

Access Keys:
This application contains access keys to improve navigation and provide information.
You will find a list of these keys in the table below:
Button
Add Another File

Access Key
2 – 8 (number corresponds to the file
to be added)
n
c
w
h
p
l
p
r
r
s
s

Cancel
Continue
Edit Summary
ERE Home
ERE Print
Log Out
Prior Page
Return to the eFolder
Send Another Response
Submit
Submit Additional Files

Other keyboard commands, hotkeys or access keys will vary based upon the
browser and the version of the browser that you are using. A list of these
commands can be found in the Help section of your browser. The Help feature can
be located on the Menu bar of your browser. Any assistive devices that you may be
using will also have a list of these shortcut keys in their Help section.
Note:
1. To use these keys on Windows-based browsers select the Alt button on your
keyboard and the access key simultaneously. On the Mac, use the Ctrl key.
2. Internet Explorer Browser Users Only: In order to trigger the Browse
button on the Electronic Records Express Submission pages you will need to
use the space bar if you are using keyboard access.

Contacts for Additional Assistance
If you need additional assistance, you should contact:

Email:

[email protected]
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Glossary
Acceptable File Type

Types of files that are compatible with a given computer
program or website. The ERE website currently
supports the following type of files:
.bmp, .doc, .docx, .jpg, .mdi, .pdf, .tif, .tiff, .txt, .rtf, .wpd,
.xls, and .xlsx.

Barcode

A 2-D barcode determines the ultimate destination
(paper folder and/or electronic folder) for the evidence
submitted (uploaded). The 2-D barcode acts as a
portable database to store the following information:
SSN, request ID number, site number (Disability
Determination Service or ODAR), and document type
(e.g., MER, CE). The request ID number (also known as
the turnaround document number or contract number) is
SSA’s/ODAR’s unique transaction tracking number, and
when received, can be used to generate a follow-up in
the case processing system. If a Representative fails to
submit the bar-coded information, the document must be
manually indexed at the ODAR.

.bmp

The filename extension for a bitmap file. Bitmap is a
common graphic format used by computers. A graphic
or picture is made up of a number of individual dots
(bits) to form an image. A bitmap is essentially a map of
bits (hence the name). Bitmap files can get very large in
size and if storage space is a factor then it is best to
convert the image into a more compressed format such
as .jpg.

.doc

The filename extension for a Microsoft Word document
file.

Download

The process of transferring a file from a remote
computer, server, or webpage to your own computer.
Download is the opposite of upload.

ERE

Electronic Records Express, SSA’s secure website to be
used primarily for uploading (sending) electronic medical
and other evidence to be considered in determining
disability eligibility.

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eDib

Electronic Disability (eDib) is SSA’s endeavor for
enhancing the disability claims process. It is a major
Agency initiative comprised of interdependent projects
that are designed to move all components involved in
claims adjudication/review to an electronic business
process through the use of an electronic disability folder.
It expands Internet use, it automates disability intake,
provides electronic access to disability-related
information, and will improve overall efficiency of the
disability claims process.

e-folder

The electronic disability folder (e-folder or EF) is SSA’s
electronic disability repository of data that will, when
eDib is fully implemented, be accessible by all
components involved in the processing of disability
claims. Data that is housed in the e-folder will come
from many different SSA and ODAR systems as well as
from external sources (e.g., medical Representatives).
The e-folder is not a case processing system. The efolder will allow components to share disability case
information without having to move a paper folder
between components.

Extract

To obtain selected information from a source; an excerpt
of a record.

.jpg

.jpg or .jpeg (pronounced “jay-peg”) is a standardized
image compression format named after its developers
(the Joint Photographic Experts Group) that can
compress images to very small file sizes, commonly
used on the Internet due to faster image transfer rates.
JPEG images can contain thousands of colors which
make for the format ideal for compressing images such
as photographs. The JPEG format can compress
images up to around 10% of their original file size
without losing too much quality (depending on the image
used) although the image will lose its sharpness. JPEG
files use both the .jpg and .jpeg file extensions and can
be created in most popular graphics applications.

MER

Medical evidence of record (MER) is collected from
sources identified by the claimant.

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.pdf

The filename extension for a Portable Document Format
(PDF) file. PDF is a universal file format developed by
Adobe® that preserves all the fonts, formatting, graphics,
and color of any source document, regardless of the
application and platform used to create it. PDF is a
reliable format for electronic document exchange. To
view PDF files you need Adobe Reader® which you can
download free at
http://www.adobe.com/products/acrobat/readstep2.html.

Secure Website

A website that uses encryption and access controls so
that personal information sent via the website is not
susceptible to interception, loss, or alteration.

.tif or .tiff

TIF or TIFF is short for “Tagged Image File Format” and
refers to a type of image format developed by Aldus and
Microsoft that is commonly used within computing. It
was designed primarily for faster data interchange. TIFF
files are basically Bitmap images; they are not restricted
in resolution and can be black and white, grey scale or
full color. Most (if not all) image editing software can
support the TIFF format and TIFF files typically have the
.tif or .tiff file extension.

.txt

The filename extension for a text file.

Upload

The process of transferring a file from a personal
computer to a server. This process makes the file
available to others. Upload is the opposite of download.

.wpd

The filename extension for a Word Perfect Document.

.xls

The filename extension for a Microsoft Excel file.

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