A. Definitions

1. Sensitive DDS functions

Are those functions which involve disclosure of information about a SSA claimant or beneficiary to a private source.

2. TMA

Is a program designed to improve DDS performance where it has been determined that such help is necessary.

B. Operating policy

1. Sensitive DDS functions

States must clear with the regional commissioner plans for all new contracts involving sensitive DDS functions.

2. DDS receiving TMA

States must clear with the regional commissioner plans for all contracts if their DDS is receiving TMA.

C. Operating procedures

1. Sensitive DDS functions

1. Refer all proposed contracts or other solicitations for claims work functions to the RO for approval. These include, but are not limited to, contracts for:

   • case control activities, such as case receipt, distribution, control, follow-up, and reporting;

   • case evaluation activities, such as reviewing evidence, determining if additional evidence is needed, and recommending adjudicative results;

   • case development activities, such as developing medical evidence of record, contacting claimants, arranging for medical examinations, obtaining reports and data concerning costs of examinations and travel, and preparing vouchers for payment;

   • case processing activities, such as transcribing medical reports, typing determinations and notices, and preparing vocational rehabilitation referrals.

2. Consult the RO in the early development of the contracting plans. This will minimize the review time later and ensure that a State does not expend time and effort on a contract document that cannot be approved.

3. Submit the RFP or other written solicitation or agreement to the RO for review. The RO approval is required before the document is released for bids. The document should clearly show:

   • the usethat will be made of information from SSA or State records and files;

   • the people or organizations that will have access to these records and the conditions that permit or limit that access;

   • the security measures that will be taken to protect the records in terms of both physical maintenance and from unlawful access; and

   • a statement of penalties for misuse of the records.

NOTE: RO review and approval are required to ensure that the rights of SSA claimants and beneficiaries are protected under the law and to ensure that disclosure and use of information is consistent with SSA policy and objectives.

2. DDS receiving TMA

1. Consult with the RO in the early development of all contracting plans.

2. Submit all RFPs or other written solicitations to the RO for review before release for bids.

   NOTE: RO review and approval are required to ensure that the contracting plans are consistent with the TMA corrective action plan.

3. Follow C.1., above if the contracting plans also involve sensitive DDS functions.