The DAP advocate uses a MAPPER system, the DAP Client Tracking and Reporting System, to monitor the recipient's progress through the SSI/SSDI application and appeal process. The system serves as a daily tracking tool for the DAP advocate. The system indicates where a recipient is in the process and provides reports to individual DAP advocates to show the progress of the entire caseload.
The DAP advocate should review the MAPPER information to be sure that cases which show no recent activity are either closed or updated to show current activity. To be counted as an active case, the system must reflect activity within six months, except at the ALJ level or higher. The advocate must update the MAPPER file within 30 days for the update to be considered timely.
The system also provides statistical reports for use by Central Office staff.
In addition to tracking each recipient, the DAP advocate will establish a record for each recipient who is referred to DAP. The contents of each case record will vary depending on where a case is in the application or appeal process. Case records should contain the following materials:
DAP Referral Form (PA 731).
Appointment of Representative Form (SSA 1696-UC), if the recipient is not representing himself in the appeal process.
Copies of pertinent SSA and BDD records and medical records and other medical reports obtained by the advocate.
Authorization for Release of Information (PA 4).
DAP Appointment Letter (PA 735).
DAP Disability Report (PA 734).
Copies of MRT referral forms and reports, if applicable.
Request for Hearing (HA 501-U5).
Request for Review of Hearing Decision Order (HA 520-U5); and
Sufficient narrative or notes to show the status of the case as it progresses, to indicate that 60 day filing deadlines are met, and other essential information not shown on the forms.
See Appendix B for a listing of DAP and SSA forms used in the DAP process.
The CAO will transfer the case records if a recipient moves to another county before the DAP advocate becomes involved in the appeal process. The DAP advocate from the losing CAO should contact the DAP advocate in the new county to make arrangements to provide continuity of services for recipients who are involved with the DAP advocate. For example, the advocate from the old county may decide to continue through the appeal process if he has prepared for an ALJ Hearing.
The CAO will keep DAP case records for six years.
DAP staff has the discretion to continue DAP services to recipients even though their eligibility case is closed. The decision as to whether or not to continue DAP services is based on the recipient’s ability to pursue the application/appeal without the advocate’s assistance, the amount of time invested, and the chances of the recipient being approved for SSI/SSDI.
In CAOs without a DAP advocate, an advocate from another CAO is assigned as a liaison. The liaison will:
meet with designated individuals from each CAO to discuss program goals, concerns, specific job assignments, expectations, and accountability;
continue public relations efforts by making presentations to agencies such as SSA district Offices, hospitals, MH/MR clinics, and social service agencies;
keep staff updated yearly on in-house procedures such as time frames, flow of referrals and information from advocates on the status of referrals, and receiving required forms; and
be responsible for updating the DAP Client Tracking and Reporting System.
The DAP advocate may use the pamphlet “If You are Disabled and on Welfare” (PUB 192) to distribute during outreach efforts. A DAP poster (POS 34.2) is also available.
Reissued September 20, 2006, replacing July 26, 2005; reviewed March 16, 2012