SSS and DDS during COVID

Good afternoon, SOAR Superstars! I wanted to take a minute to update you all on SSA and DDS. As you know, DDS closed for a bit to transition to tele-work and SSA transitioned to tele-work a few weeks ago. As of this week, DDS across our state is back open and processing cases. With there being no forward facing services right now, however, we will need to continue to following some changes with processing:

1. SSA Claims should still use the SOAR Checklist for Initial Claims as a cover sheet. The ENTIRE packet should be MAILED to your local SSA office. I recommend using the delivery confirmation receipt but not using certified mail. Fax applications cannot be accepted.

2. TERI Claims or Urgent Claims - please contact your SSA Regional Representative by email if you have a TERI claim or urgent claim that needs to be processed. Your Regional Representative will provide information about faxing claim information into your Local Office. Homeless and/or SOAR claims are NOT considered urgent claims.

3. DDS is following normal processing. Please notify your DDS PRO when you submit an application packet via email. Utilize encrypted email or a phone call to give the PRO the claimants name, SSN, and date of submission. You will still need to FAX records into DDS utilizing the bar code sheet provided.

4. Reinstatement applications - Forensic Discharge Planners/PSH Case Managers/Hospital Discharge Planners - for individuals who need benefits reinstatement, you will need to be in contact with your local office directly. Right now you should fax the discharge summary or release papers and a letter to your Local Office, requesting benefit reinstatement. You should include a letter with the discharge/release date, client's current address, your contact information, a 1696 (if it is not on file), and your request for expedited reinstatement.

We know that many of you are working remotely and do not have access to fax machines. We are working with SSA/DDS on utilizing Electronic Records Express and will be back in touch with you once we have solidified a plan moving forward. In the meantime, consider using Fax apps to bridge the gap. Please ensure you research the app for HIPPA compliance prior to sending any PHI.

Please make sure that you follow the instructions for registering as an Authorized Representative that went out via email. This will be a vital step to assist with case processing. Utilize your work address when completing this form.

As always, reach out to me via email at georgi.fisher@dbhds.virginia.gov or reach out to your Local Lead with any questions you have during this time. THANK YOU for the work you are doing in community. Your role is incredibly important.