SOAR Package — Forms & Workflow

What: Evaluate whether the referred individual is potentially eligible for SSI/SSDI before committing to the full application process.

• Request that external providers use a SOAR Referral Tool when making referrals, and track all referrals received in a tracking worksheet.
• Review the SSA's Listing of Impairments alongside any medical records shared by the referring source to assess potential eligibility.
• If the applicant may have prior or pending applications, submit the SSA-3288 (Consent for Release of Information) to SSA — must be mailed or hand-delivered unless a fax/secure email agreement exists. Alternatively, call SSA at 1-800-772-1213 with the applicant present.
• If you need more medical information before deciding, request treatment records now (see Step 3).
• If it's an appropriate referral, schedule an intake meeting and proceed to Step 2. If you cannot assist, provide information on alternative community resources.

What: Conduct the initial meeting with the applicant to gather background information, establish the working relationship, and obtain all required signatures before records requests go out.

• Use the SOAR Initial Meeting Worksheet to guide the meeting and take structured notes.
• Have the applicant sign your agency releases for all collateral sources (family members, employers, treatment providers, etc.).
• Have the applicant sign two releases per treatment provider: (1) your agency release and (2) the SSA-827. Signing both creates a HIPAA-compliant "compound authorization" that allows you to gather records and re-release them to SSA.
• Complete and have the applicant sign the SSA-1696 (Appointment of Representative). Hold this form — it is submitted with the complete packet at Step 9, not at intake.
• Before ending the intake meeting, schedule all weekly follow-up meetings with the applicant through the application period.

What: Gather the medical documentation that will support the disability claim. Request records going back at least two years before the onset of disability.

• Request records from two years prior to onset (the date the applicant last earned Substantial Gainful Activity — SGA), plus any older records documenting the history of symptoms.
• Send a records request packet to each treatment source, including: a Cover Letter, your agency release, the SSA-827, and any provider-specific release form.
• Record every request in the Medical Records Tracking Spreadsheet and follow up after one week for any records not yet received.
• Review all records received and confirm documented symptoms align with SSA's Listing of Impairments.

What & Why: The Protective Filing Date (PFD) is the earliest date SSA can use to determine when benefits begin. Establishing it as early as possible — even before the full application is ready — protects the applicant's potential back-pay period.

• Go to ssa.gov → "Apply for Benefits" → select "An Adult (age 18 and over)" → "Disability" → "Supplemental Security Income for Disability" → "Apply Online."
• Agree to Terms of Service → "Next" → "Start a New Application."
• If the applicant is with you: choose "I am applying for myself" — the applicant signs in to or creates their my Social Security account. If the applicant is not with you: choose "I am helping someone who is not with me" — SSA will follow up with the applicant after submission.
• After entering basic identifying information, SSA assigns a re-entry number. Write it down AND print the page. You cannot get back into the application without it.
• Choose "Save & Exit" immediately. Do not proceed further until Step 8 when the full application is ready.
• You now have 60 days to complete and submit the full application.

What: Continue building the evidentiary case through regular meetings with the applicant. Steps 5 and 6 run in parallel — best practice is to complete one form per weekly meeting to keep momentum without overwhelming the applicant.

• Meet with the applicant weekly, using the MSR Interview Guide to structure each session and gather information for the Medical Summary Report.
• Record notes and information directly in the appropriate sections of the MSR Template as you go.
• Continue reviewing medical and mental health records as they arrive from providers.
• Follow up weekly on any outstanding records requests until all records are received.

What: Complete all required SSA forms using information gathered during weekly meetings. Sign all forms in blue ink to distinguish them as originals, and keep a copy of each signed form in the applicant's file.

• SSA-8000 (Application for SSI): the applicant signs the paper form. This is submitted with the packet at Step 9.
• SSA-16 (Application for SSDI): use the paper form as a worksheet only — transfer the information to the online application at Step 8. Do not mail this form.
• SSA-3368 (Adult Disability Report): use as a worksheet only — transfer information online at Step 8. Do not mail this form.
• SSA-3369 (Work History Report): completed upon request from DDS. Gather as much detail as possible; use the Remarks section to describe the applicant's functional struggles throughout their work history.
• SSA-3373 (Function Report — Adult): completed upon request from DDS. Use the Remarks section to describe functional limitations in daily activities.
• SSA-821 (Work Activity Report): only if the applicant has worked or is working since the alleged onset date.

What: Finalize the Medical Summary Report — the single most important document you write. A co-signed MSR strengthens the claim from "collateral information" to formal medical evidence.

• Finish writing the MSR and send it to a mentor, supervisor, or your SOAR Center Liaison for review before finalizing.
• After internal review, send the final MSR to the applicant's treating provider for review and co-signature.
• Plan for at least a one-week turnaround for the provider's co-signature — build this into your timeline before the 60-day deadline.

What: Return to the saved application started in Step 4 and complete the full online submission. The applicant must be physically present to electronically sign.

• Return to the SSA online portal → choose "Return to Saved Application" (do NOT start a new application). Enter the applicant's Social Security Number and the re-entry number from Step 4.
• Use the paper SSA-16 to complete Part 1: Background Information, and the paper SSA-3368 to complete Part 2: Disability Information.
• In the Remarks section, enter all three of the following:
  • "SOAR Application – Packet to Follow on or before [Date]"
  • "Represented by [Your Name]"
  • "Applicant is experiencing homelessness" (if they meet SSA's definition)
• Part 3: The applicant must be with you to electronically sign the Medical Release (SSA-827). This step cannot be completed remotely.

What: Submit the complete paper packet to SSA within two days of the online submission. The packet includes all signed paper forms — but not the MSR or medical records, which go to DDS separately.

What to include in the SSA paper packet:

• SOAR Checklist for Initial Claims
• SSA-827 — Authorization to Disclose Information to SSA
• SSA-1696 — Appointment of Representative
• SSA-8000 — Application for Supplemental Security Income
• SSA-3369 — Work History Report (if requested by DDS)
• SSA-3373 — Function Report — Adult (if requested by DDS)
• SSA-821 — Work Activity Report (if applicable)

How to submit to SSA:

• Mail to the local SSA field office
• Deliver to an SSA drop-box (where available)
• Deliver in person: contact SSA at least 1–2 weeks before the 60-day deadline to request an appointment for packet submission (this is not an applicant interview — case worker only)

What: Once both the online and paper applications are submitted, the disability determination process begins. Your role shifts to active monitoring and follow-up — don't wait for the agencies to come to you.

• SSA assigns a claims specialist to determine non-medical eligibility. If the applicant qualifies, SSA transfers the case to DDS.
• DDS assigns a disability examiner to determine medical eligibility. DDS reviews all medical records and the MSR. If needed, DDS can request additional records or schedule a Consultative Exam (CE).
• Obtain contact information for both the SSA claims specialist and the DDS disability examiner as soon as they are assigned — and stay in regular contact with both.
• Let them know you are available to answer questions or provide additional documentation at any time.
• If more than 60 days have passed since medical records were submitted to DDS, follow up with the examiner to ask whether additional information is needed.
• If a Consultative Exam (CE) is scheduled, both you and the applicant will be notified by mail. Contact DDS to confirm the applicant will attend — a missed CE can result in denial.

What: SSA sends a decision letter to both the case worker and the applicant. Know the possible outcomes so you can respond quickly and correctly.

• Approved: Benefits go into pay status and are directly deposited into the applicant's bank account. If additional information is needed — including if the applicant does not have a bank account — SSA schedules a Preeffectuation Review Contact (PERC) appointment to finalize payment setup.
• Representative Payee Required: If SSA determines the applicant needs help managing their benefits, both the applicant and their designated payee must attend an in-person appointment to establish payee arrangements.
• SSDI Denial (SSI still pending): If the applicant does not have sufficient work history to be insured under SSDI, they will receive an SSDI denial letter while the SSI claim is still being processed by DDS. This is normal — it is not a full denial of both programs.
• Denied: SSA sends a letter explaining the unfavorable decision. You have 60 days plus 5 days for mail delivery to file an appeal. Read the denial letter carefully — the reason for denial guides the appeal strategy.

What & Why: Record the outcome of every SOAR-assisted application. Outcome tracking is how the SOAR program demonstrates its impact, secures continued funding, and improves training and practice nationwide. SOAR-trained case managers achieve a 65–70% approval rate versus the national average of 28% — that difference is only visible through consistent tracking.

• Record each application's outcome: application date, outcome (approved/denied/pending), benefit type (SSI/SSDI/both), and time from application to decision.
• If the case was denied and appealed, track the appeal outcome separately.
• Use your tracking data to identify patterns, improve your MSR writing, and report outcomes to your program leadership and funders.