Manual for 5-Day Letter and COVID Letter

5-Day Letter

There is a template for the 5-Day Letter to edit the information that is needed in each case. The
information from each client from salesforce is for example: Social Security, the Name of the Client, The
providers of client’s medical information, the date and time of the Hearing, judge, and address of the
Hearing Office.

In the Client’s matter- 1st step is to go to the Medical Records Section which is located on the top of
Related List Quick Links. Once you enter in the Medical Records Section- is to check for providers that is
marked as KD. You enter the information that is in the section for example: the Date of Ordered, the
medical provider name, From Order Range and to Order date Range and only is input in the 5-Day Letter
the providers that it has ordered and not received. Some is found as not marked KD but with a date that
it has ordered, it will be included in the 5-Day Letter.

Then, 2nd Step is to check the providers in the -Documents-Net Docs Section- Meds- and in the Meds
Sec- you will find PDFs of MRs that are ordered. There in the section you will check for the date that it
was ordered- and included in the 5-Day Letter- Sometimes the MR is ordered twice, or three times and is
entered the old date that it was ordered.
The information of the Hearing is located in salesforce in the section of Net Docs- Hearing Section- The
PDF as Notice of Hearing.

Once you have edited the 5-Day Letter with the client’s information is saved as PDF and is upload to the
ERE Website.

In the ERE Website- The Social Security of the client is entered. Once the social number is entered, is
needed to request a code to access to upload the 5-Day Letter- The code is ask to Sharon Galvan which
she receives the codes in a cell phone and once is provided is input in the ERE.

In the ERE Website you will find a section of the client and to upload the PDF and is saved as
Correspondent- and then it will give a confirmation which is saved as PDF.

Once, you have the PDF of the 5-Day Letter and the PDF of the confirmation is uploaded to the Sales
Force-Client’s Matter- Net Docs- Hearing.

Once is uploaded to the Net Docs Section; you will create a Task- Subject- Uploaded 5-Day Letter and
assigned as Completed and the date that is uploaded.

Also, you will need to get the client’s information from the Updated Dockett which is a spread sheet
which is located in the App. Teams- In General. In the Updated Dockett, you will find the client’s name –
Hearing date- Hearing’s location, time, the judge, Rep Forms, and the section of 5-Day Letter.

Once you have uploaded the 5-Day Letter to the Sales Force- The updated Dockett is updated with a Y
for Yes, All MR Rec’vd, No MR to Req-Non- Contact when there is no MR Marked as KD or medical
treatment update, or when client is not in contact anymore.
ERE Access: https://secure.ssa.gov/acu/LoginWeb/loginHandler.do?SUITE=AR

COVID Letter

The COVID Letter consist in a two-Page letter is due to the COVID-19 Epidemic the Hearing Office is not
doing Hearing in person until the Epidemic settles.

The COVID Letter is done when I call to the client and the client confirmed they want a telephone or an
online video or neither. If the client chooses a telephone hearing, the hearing will be schedule faster
than an online video. In Person will take the Hearing Office to schedule the hearing at the end of the
year or next year.

There is a COVID Letter template that is used to edit the client’s information. The information that is
needed is the following: The client’s name, Social Security, the telephone number, representative’s
telephone number, and is marked with an X when the client confirms for a telephone hearing or an X
when they disagree. There is another section for the online video. In the Second Page: is where to mark
an X that client’ s representative and Andrew KirkenDall’s signature and the date that is edited the
letter.
Once you have edited the COVID Letter is submitted to the ERE Website as the 5-Day Letter and
uploaded as PDF as Representative correspondent.

Also, you will create a task as: Uploaded COVID Letter to ERE. You will receive a task for COVID Letter
and chatter from the Case Managers that the client has consented for a phone hearing. Once you have
uploaded to the ERE, you will uploaded to the Net Docs, and complete the task.

The client is contacted when one receives the task for COVID Letter and create a call log as task and put
notes. If the client is contacted, or the client is not contacted is to leave a VM, SMS, or E-mail.