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Find answers to frequently asked questions.

Question:
My agency received a bill for medical records. What should we do if we do not have funding available to pay the bill?

Most states have laws that regulate what health care providers can charge individuals for copies of their medical records. However, these rules do not necessarily apply to providers requesting records. In addition, some states provide an exception for records needed to apply for a disability benefits program and stipulate that they be provided at no-cost. For more information on state statutes and regulations regarding the collection of fees for medical records, click here.

If your state does not require a fee-waiver, we recommend contacting the director of the medical records department and advocating for or negotiating one. Explain that the individual is homeless and that you, as a mutual provider, are unable to pay for the records. Let the director know that the records will be used for a disability application and that, upon approval, the individual will likely be eligible for Medicaid and/or Medicare benefits that will pay for uncompensated care that the provider has given as well as future care that is provided. Therefore, it is in the provider’s best interest for the individual’s application to be well supported and documented as an approval may lead to retroactive and future reimbursements.

In addition, offer to the director of the medical records department that you would be happy to write a letter to the administrator of his/her agency regarding how helpful the director has been as well as the potential financial recoupment that such collaboration will mean to the provider.

If they are unwilling to waive the fees, try contacting United Way or other community action agencies that may be able to pay all or part of the bill.

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Question:
Are the CEUs offered by SOAR Online Course approved by the American Counseling Association or the National Board of Certified Counselors?

The CEUs offered by the SOAR Online Course are approved by the National Association of Social Workers (NASW).

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Question:
How long is the SOAR Online training?

We estimate that it will take 16-20 hours to complete the Online Course.  This includes the completion of the Practice Case in which you will submit an SSI/SSDI application packet for a fictitious client to the SOAR TA Center.

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Question:
In the SOAR Online Course practice case, I inadvertently loaded blank forms 827 & 1696. What do I do?

If you go back to the Practice Case in Class 2 you should be able to delete the documents you uploaded and re-upload the correct versions.  If you have already submitted your entire application packet in Class 7 you will not be able to make any of the changes online.  However, you can email the correct forms to soaronline@prainc.com

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Question:
Once I have completed and passed the Online Course, what is my title?

Individual providers can choose whatever title works best for themselves and their agency.  Some examples that we have seen include SOAR practitioner, SOAR benefits specialist, SOAR case manager, and SOAR specialist. Others will use their traditional title (e.g. social worker, case manager, outreach worker) and say that they are SOAR trained or certified in the SOAR process. 

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Question:
How much does the SOAR online course cost?

The SOAR online course is available free of charge. Anyone interested in SOAR training is welcome to enroll at any time. The course is self-paced and you can receive support and assistance by contacting your SOAR TA Center Liaison or SOAR state/local lead.

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Question:
I'm trying to upload the SSA forms for the SOAR online course and I'm getting a message that the file size is too large. How do I submit my forms for the course if I cannot upload them?

If you are having difficulty uploading documents for the SOAR online course, please contact us at 518-439-7415 x2. We can walk you through the uploading process or can arrange to accept the documents via email or fax.

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Question:
I am completing the SOAR Online Course and I'm wondering how many CEUs will be awarded to me after completion? Also, what is the time frame for getting that recognition?

Upon successful completion of the practice case in the SOAR Online Course, you will receive a Certificate of Completion and 20 continuing education (CE) contact hours from the National Association of Social Workers (NASW).

Once you submit your case study packet in Class 7, your application packet will be reviewed by SOAR TA Center staff who will provide you with feedback. If your application packet is complete and without major errors or omissions, you will receive your certificate. This can take up to 10 business days. If there are significant errors/omissions, you will be invited to revise your packet and resubmit it for a second review. If the errors/omissions have been corrected, you will receive a Certificate of Completion with your CEs.

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Question:
What are your recommendations if the client does not have enough medical documentation to support their illness ?

To meet SSA’s definition of disability, the applicant’s diagnosis must be documented in medical records, laboratory reports, or other clinical findings of a physician or psychologist. DDS prefers that medical evidence come from an ongoing treatment provider. If this medical documentation is not available because the applicant has not received treatment for these conditions, we recommend that SOAR practitioners try to arrange for a physician or psychologist to conduct assessments, including documenting the applicant’s diagnosis and functioning, before submitting the SSI/SSDI application.

If it is not possible to arrange an evaluation before submitting the application, DDS may arrange for a consultative exam (CE) for the applicant, including physical or psychiatric testing based on the applicant’s alleged conditions. More information about CEs can be found here. In these instances, it is especially important that the SOAR practitioner provides comprehensive information about the applicant’s impairments in functioning through the Medical Summary Report. Collateral information from caseworkers, family members, and former employers can also be helpful in supporting an application with limited medical documentation.

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Question:
I already have medical records from another provider in my chart/file. Can I send those to SSA now that I am helping this individual apply for SSI/SSDI benefits?

Most states prohibit the re-release or “further release” of records once they have been released to an entity that originally requested them. However, if you send a request for records using the SOAR Process, which includes (1) a signed SSA-827 Authorization to Disclose Information and (2) a signed Agency Authorization to Release Information (either using the sample on the SOAR Tools & Worksheets page or your agency’s HIPAA compliant release), you will be able to send those records on to SSA.

Also included on the SOAR Tools & Worksheets page is a Medical Records Request Letter, which explains the purpose of the records request. This process of sending two releases is permitted under the HIPAA Privacy Rule as a “compound authorization.” The regulation can be found in the Code of Federal Regulations: Title 45 Part 164 Section 164.508. Source: Code of Federal Regulations: Title 45

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