DI 11005: Disability Interviews
TN 14 (12-04)
A. Introduction
Some major medical sources treat numerous patients from other parts of the country or have many ex-patients now living out of the region.
The resident FO is required to document the files with special information when the sources listed below have treated the claimants. This information enables the DDS to process the requests for medical evidence.
At the RO's discretion, the FO may be authorized to prepare and release requests to these institutions. Addresses are provided for this purpose.
B. Procedure - general
1. Providing information for DDS use
Include the specific information on the applicable disability report form.
2. FO authorized to send request
If the FO is authorized to prepare and release a request to the medical institution:
Always send a recently completed, signed, and dated SSA-827.
Ensure that the specified information is on this SSA-827.
3. Advising RO of additional special sources
Inform the Regional Office Center for Disability Programs of other medical sources that appear to fall into this category.
Estimate or establish by inquiry the number of SSA requests received by this particular source in a given period.
C. Procedure - contacting hospitals
1. Cook County Hospital and John H. Stroger, Jr., Hospital of Cook County
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Send an SSA-562-U3 to:
Bureau of Disability Determination Services
Attn: Medical Information Unit
P.O. Box 19250
Springfield, IL 62794-9250 -
Include:
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Admission dates
NOTE: Show at least the year of admission. Make note of admissions with unknown dates.
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Discharge dates
NOTE: If the claimant is currently hospitalized, the hospital will not furnish a report.
Inpatient or outpatient status
Date of birth
Name and address at the time of admission (if different from the present)
Hospital unit name, if known
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Patient’s hospital unit number
NOTE: The 6-digit hospital number (followed by a letter) is on any hospital identification card issued after January 1, 1969.
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After 30 days, follow up by telephone contact with the Medical Information Unit at (217) 785-5677.
NOTE: Cook County Hospital, which provided in-patient care only, is now closed. These records are located in the same Medical Records Department that now services the new John H. Stroger, Jr., Hospital, which is in the same general location in Chicago. Please send all requests for records from either facility to the Medical Information Unit in the Illinois DDS.
2. Duke University Medical Center
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Send a standard request letter to:
Duke University Medical Center
Medical Records Release
P.O. Box 3016
Durham, NC 27710 -
Include:
Patient's full name
Date of birth
Parents' names
Dates of treatment
History number from the patient's hospital/clinic ID card.
Be sure the SSA-827 is dated within 90 days of receipt by Duke.
NOTE: If signed by someone other than the patient, explain why in the request.
3. Fantus Health Center
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Send an SSA-562-U3 to:
Bureau of Disability Determination Services
Attn: Medical Information Unit
P.O. Box 19250
Springfield, IL 62794-9250 -
Include:
Claimant’s name and address
Date of birth
Date of first clinic visit
Date of last clinic visit (include the word “outpatient”)
Name and address at time of last visit (if different from present)
Clinic or unit number (e.g., clinic number 70-62498; unit number - 421377)
After 30 days, follow up by telephone contact with the Medical Information Unit at (217) 785-5677.
NOTE: Send all requests for records from Fantus Health Center (Chicago) to the Medical Information Unit in the Illinois DDS.
4. Grady Memorial Hospital – Atlanta, Georgia
Send out-of-State requests using a standard request letter to:
Health Information ManagementGrady Health System
P.O. Box 26219
Atlanta, GA 30303-3050
Attn: Release of Information Department
5. Hennepin County Medical Center:
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Send a standard request letter to:
Simtek
Medical Records Section
Hennepin County Medical Center
701 Park Avenue South
Minneapolis, MN 55415 -
Include:
Patient's full name
Dates of treatment
Hospital admission number
Alleged impairment.
6. Johns Hopkins Hospital
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Send a standard request letter to:
Johns Hopkins Hospital
Medical Information Section
Department of Medical Records and Statistics
600 N. Wolfe Street
Baltimore, MD 21287-1015 -
Include the following information:
Full name of patient
Hospital number
Date of birth
Sex
Attending physician's name
Date(s) of hospitalization or treatment.
7. Massachusetts General Hospital
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Send a standard request letter to:
Correspondence Department
Massachusetts General Hospital
121 Inner Belt Road
Somerville, MA 02143-4453 -
Include the hospital record number (also known as patient identification number and the patient unit number) located on the blue patient card also referred to as the ID, hospital card, or plastic card. If unavailable, also include:
Full name and address at time of admission (if different from present)
Date of birth
Dates of admission and discharge
Name of attending physician.
NOTE: For information about impairments of the eye, ear, nose, and throat, send the request to the Massachusetts Eye and Ear Infirmary.
8. Massachusetts Eye and Ear Infirmary
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Send a standard request letter to:
Massachusetts Eye and Ear Infirmary
Attn: Medical Records Correspondence Office
243 Charles Street
Boston, MA 02114 -
Include:
Hospital record number. If it is unknown, provide the billing account number, if it is available.
Full name and address at time of admission (if different from present)
Date of birth
Dates of admission and discharge
Name of attending physician.
If the claimant has been examined or treated in both, the hospital and the infirmary, send two separate requests.
9. Mayo Clinic
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Send a standard request letter to:
Mayo Foundation
200 1st Street SW
Attention: 201 Building TO-02-20
Rochester, MN 55905 -
Include:
Name and address of requesting office
Date of request
Claimant's name and address
Mayo Clinic number
Alleged onset date
Date of birth
Date of most recent examination
Social Security number
Alleged impairment(s)
All remaining medical entries to include specific dates, as pertinent
FO contact and telephone number.
FAX any MER request, if applicable, to (507) 266-0447. Faxes may be sent in care of Lisa or Carey.
Send all requests for medical records from Rochester Methodist Hospital and St. Mary's Hospital to the address in DI 11005.060C.9.a. Only one form is needed to request medical evidence from Mayo. Only one form is necessary if the claimant was seen at Mayo, St. Mary's and Rochester. The three facilities are considered the same for MER purposes. There is only one set of medical records for these facilities.
Send one request only to the address in DI 11005.060C.9.a. if the claimant has listed both the Mayo Clinic and a separate medical source (e.g., a physician) at the Mayo Clinic as MER sources on the SSA-3368-BK or SSA-3820-BK.
MER requests are processed by SourceCorp. If any problems are encountered with a request, their on-site supervisor is Mary Connor, (507) 284-2750.
10. Puerto Rico Medical Center
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Send a standard request letter to:
Administración de Servicios Médicos de Puerto Rico
P.O. Box 2129
San Juan, PR 00922-2129
Atención: Hospital _____________________ -
b. Because this medical center is a complex of hospitals such as the University Hospital, Oncologic Hospital, Children’s Hospital, San Juan Municipal Hospital, Industrial Hospital, Centro Cardiovascular del Caribe, Psychiatric Hospital, include:
Claimant's complete name including both surnames (e.g., Ortega-Gasset)
Date of birth
Place of birth
Social Security number
Medical record number (usually 8 or 9 digits)
Division where treated (e.g., mental, oncological, etc.)
Type of treatment (inpatient or outpatient)
Dates of treatment
Allegations
Claimant's address at time of treatment while living in Puerto Rico.
Onset date
Claimant's father's name and mother's maiden name.
11. Saint Elizabeth's Hospital
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Send a standard request letter to:
Department of Mental Health
Medical Records Section
St. Elizabeth's Hospital
2700 Martin Luther King, Jr. Avenue, S.E.
Washington, DC 20032NOTE: To followup on requests, call (202) 442-8516
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Include:
Claimant's name and aliases
Social Security number
Date of birth
Inpatient treatment dates
Outpatient treatment dates
Alleged onset date
Specific testing
Patient number, if available
Name of treatment team
Level of claim being filed, such as title II CDR, title XVI initial claim
Any other available identifying information.
NOTE: The hospital will request records prior to 1982 (in the FRC, Suitland, MD). The average response time is 60-90 days.
12. The Ruth M. Rothstein CORE Center - Chicago
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Send an SSA-562-U3 to:
Bureau of Disability Determination Services
Attn: Medical Information Unit
P.O. Box 19250
Springfield, IL 62794-9250 -
Include:
Claimant’s name and address
Date of birth
Date of first clinic visit
Date of last clinic visit (include the word “outpatient”)
Name and address at time of last visit (if different from present)
Clinic or unit number, if available, (e.g., clinic number 70-62498; unit number - 421377).
After 30 days, follow up by telephone contact with the Medical Information Unit at (217) 785-5677.
D. Procedure - Federal Bureau of Prisons (FBOP)
For procedures to develop evidence from the FBOP, see DI 22505.026.
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