Registration

In order to begin using OAT, you must go to and click on the “register here” button on the homepage. Once registered this is where you will log into OAT to enter and/or review data.

User Roles: There are four roles in OAT, each outlined below. You select the most appropriate one for you at the time you register. Please note you can only choose one. Outcomes can be entered by all the roles in OAT without multiple log ins.

State Team Lead: Generally directs the SOAR initiative at the state level; has access to data from all agencies in the state. May work with applicants and enter data.

Local Lead: Generally oversees multiple agencies in a community or large city; has access to data from multiple agencies in a city and/or county. An agency can only have one local lead. May work with applicants and enter data.

Agency Lead: May work with applicants and enter data, but also has access to data from other case workers in the agency.

Case Worker: Works with applicants and enters data into OAT on his/her application outcomes. Has access to his/her data only.

Password requirements:

There are no specific requirements for passwords in OAT. You may select one that will be easy for you to remember.

Password reset procedures: On the homepage, you have the option to reset your password. To do so, you enter your email and will receive a link from SOAR OAT to follow to reset your password. You will then receive a second email letting you know when it has been successfully changed.

Applicant Identification (ID)

When you add a new applicant to the database you must create a unique Applicant ID. The use of this ID avoids the need for personally identifiable information and helps prevent case duplication. The ID is a 10-digitalphanumeric in the following format: xx00xx0000. The ID is created by entering the following:

  • First two letters of first name
  • Last two numbers of birth year
  • First two letters of last name
  • Last four digits of Social Security number

For Example: JaneDoe, born in 1985, with a social security number of 123-45-6789. ID = ja85do6789. We recommend recording the Applicant ID in the applicant’s case file for future cross-reference.

Section 1: Applicant Information

  1. Gender
  2. You must enter either male or female. If the applicant is transgender pick the one s/he most identifies with
  3. Age
  4. Enter the applicant’s age at the time of application
  5. Was this person receiving any state, county or any other public assistance?
  6. Enter if the applicant was receiving TANF (Temporary Assistance to Needy Families) or any type of stateor local public assistance.
  7. Living situation at time of application
  8. The first three options are for individuals who are literally experiencing homelessness. The follow up question will ask about duration of homelessness at time of application. NOTE: Time homeless is calculated in months for report purposes. OAT does this automatically.
  9. The last four options are considered to be at-risk of homelessness. The follow up question will ask if the applicant is at-risk of homelessness.
  10. To be considered a SOAR application, the applicant must be either literally homeless or at-risk of homelessness.
  11. Applications for individuals who are stably housed can be tracked using OAT, but are not considered SOAR applications for national SOAR outcome reporting or when submitting the application to SSA.

Section 2: Application Type

  1. New application using SOAR
  2. Case worker is starting SSA disability applications with the applicant using SOAR
  3. Reconsideration using SOAR
  4. Case worker starts working with an applicant after s/he has been denied at the initial application level
  5. ALJ hearing using SOAR
  6. Case worker starts working with an applicant at the ALJ hearing level
  7. Any application initiated before SOAR involvement
  8. Case worker works with an applicant who already has an application in process. If the case worker provides medical evidence, submits a medical summary report, and/or becomes the applicant’s representative, the application is considered a new application using SOAR (#1) and outcomes should be entered there.

Section 3: New SOAR Application

Protective Filing Date

a. Enter the date on which you or the applicant notified SSA of their intent to file. This may have been done by faxing the SOAR consent form, calling SSA, going in to the local SSA field office or starting the disability application online.

Application Date

a. Enter the date that the complete application packet is delivered to the local SSA field office. See SOAR Application Packet Checklist for packet contents.

b. If a protective filing date has been established but the application has not been filed, you can indicate the reason why. The entries can be changed when the application is subsequently submitted. The reasons for not submitting the application include; the applicant has: moved, disappeared, is incarcerated, withdrew, transferred to another representative or other.

c. Please note that this application will appear in the individual reports if there is a protective filing date. It will not appear in the summary report unless there is a date of decision.

SOAR Critical Components

The next screen asks whether the SOAR critical components were completed. These are very important to the success of an application, assuming that the applicant is eligible.

a. Quality review may include a review of the application by a local SOAR trainer or a trained colleague. It may also include having the Medical Summary Report reviewed by someone at the SAMHSA SOAR TA Center.

Date of Decision

If a decision is not received, there are several explanations available, including:

  • Pending
  • Transferred to a new representative
  • Withdrew
  • Deceased
  • Unknown
  • Other

We recommend case workers enter data after a decision has been received rather than using the “pending” option. However when a decision is received a case manager can change the selection on this question.

Consultative Exam

A consultative examination is an exam ordered by the Disability Determination Services when there is not sufficient medical evidence in the file to make a decision based on the applicant’s alleged illnesses and conditions.

Outcome of Decision

If the application is approved, the follow up questions are:

  • For both SSI/SSDI, for SSI only or for SSDI only
  • Was a representative payee needed?
  • If yes, was it provided or not.

If the application is denied, the case manager will be asked for the reason for the denial from the SSA letter. Response options are:

  • Earning SGA
  • No significant impairment (DDS acknowledges that the person has been diagnosed with illnesses or conditions but that those conditions are not severe enough for their disability programs)
  • Ability to do past work (Based on the individual’s work history, DDS determined that the person can do work that they used to do)
  • Ability to do other work (Based on the individual’s residual functional capacity, DDS determined that the person can do other work available in the local or regional economy)
  • Substance use is material (This means that DDS determined that the person would not be disabled if they were clean and sober)
  • Duration requirements (This means the illness or condition has not lasted or is not expected to last 12 months or more or result in death)
  • Failure to cooperate (This means that SSA or DDS requested additional information either via a form or by scheduling a Consultative Exam (CE) and the applicant or representative did not provide the required information for DDS to make an informed decision)
  • Non-medical (This could be due to excess income or resources, not enough work credits, living arrangement, or others)
  • Unknown

When the case manager clicks on “save and continue,” s/he will be taken to the Appeals section of OAT, which includes reconsideration and ALJ (Administrative Law Judge) hearings. (See below.)

Section 4: Reconsideration and Appeals

The first question asks if the caseworker has filed for reconsideration or appeal. If no, the next screen allows the caseworker to return to the homepage or log out of OAT completely.

The other response options are “yes,” if the state has a reconsideration option or “My state doesn’t have reconsideration, filed an appeal.” In this case the caseworker is taken immediately to the appeals section of OAT.

States that do not have Reconsideration:There are a number of states that do not have the Reconsideration level in the Appeals process and so the first level of appeal is for an ALJ hearing. The states and areas that do not have Reconsideration are: Alabama,Alaska,California (Los Angeles North & WB), Colorado, Louisiana,Michigan, Missouri, New Hampshire,New York, &Pennsylvania.

Note that the demographic information completed in Section 1 does not have to be repeated.

The questions in the Reconsideration and Appeals section are very similar to those in the Initial Application section, explained above.

SOAR Initiated ALJ Hearing:

Expedited hearing: A request made to expedite the scheduling of a hearing due to dire need.

On the Record review: A written request asking the ALJ to make a favorable decision based on the evidence in the case record.

Even if the applicant had an attorney, if you collected medical records, wrote and submitted a medical summary report and assisted with the application, you should still track the outcome of the application in OAT.

Section 5: Optional Financial Information

This section is optional and appears when an application has been approved at any level of adjudication (initial, reconsideration or ALJ). This information can be very helpful in sustaining SOAR initiatives both on the local and state levels.

There is a separate report that OAT generates on these data.

You do not have to respond to these questions. If you click “save and continue” at the bottom of the screen it will take you to the final screen where you can either go back to the caseworker homepage or log out.

Medicaid/Medicare reimbursement: Contact your local hospitals or healthcare providers to get this information. With the proper release you can often get this information from the billing department. Providers can bill Medicaid retroactive up to 90 days prior to the date of the SSI application. Enter the amount received.

General or Public Assistance: Contact the state, local or county agency that provides general or public assistance, if available in your state. Again you’ll need a proper release from the applicant.

Employment Information: If the applicant was working either during the application process or started working post-decision, even if only for a few hours, please indicate that and his/her earnings from that employment.

Award Amounts: When your applicant receives his/her approval, please enter the award amount and any retroactive back payments received.

Hours to Complete Claim: As part of quality review and potential retraining, it is important to know how many hours it takes case workers to complete each claim.

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SAMHSA SOAR TA CenterMarch 31, 2014