Having Your Claim on File Does Not Mean It Is Active

When the Department of Social and Health Services (DSHS) has your SSDI claim on file, it means they have received and stored your paperwork. This is not the same as your claim being active or moving through the approval process. A claim on file is a record that you submitted something; an active claim is one that Social Security is currently reviewing and making decisions about.

The distinction matters because a claim sitting in DSHS records may be waiting for missing documents, stuck in a queue, or rejected without you knowing. You need to know which stage your claim is actually in so you can take the next step or fix a problem before time runs out.

Key Takeaways

  • DSHS keeping your claim on file means they have your paperwork, but not that Social Security is actively reviewing it for a decision.
  • You must contact Social Security directly—not DSHS—to find out whether your claim is active and what stage it is in.
  • A claim can sit on file for weeks or months while waiting for additional medical records, work history, or other documents you may not know are missing.
  • If your claim has been on file for more than 30 days without contact from Social Security, call 1-800-772-1213 to confirm it was received and is being processed.

The Difference Between "On File" and "Active"

DSHS is a state agency that helps people with the paperwork and process of explore for SSDI, but Social Security Administration (SSA) is the federal agency that actually decides whether you get benefits. When DSHS says your claim is on file, they mean they have your documents in their system. When SSA says your claim is active, they mean they have received it from DSHS and a claims examiner has started reviewing it.

A claim on file can sit inactive for several reasons: SSA has not yet received it from DSHS, SSA received it but is waiting for you to send medical records or other documents, or SSA is working through a backlog and has not assigned it to an examiner yet. You will not know which one is true unless you contact SSA directly.

How to Check If Your Claim Is Actually Active

Call Social Security at 1-800-772-1213 (TTY 1-800-325-0778). Have your Social Security number ready. Tell them you want to know the status of your SSDI claim. They will tell you whether SSA has received your claim from DSHS, what stage it is in, and whether they are waiting for anything from you.

You can also create a my Social Security account at ssa.gov and log in to check your claim status online. The account will show you whether your claim has been received and, if SSA is waiting for documents from you, what those documents are. This is often faster than calling, especially if you are calling during busy hours.

Write down the date you call or check online, the name of the person you spoke with (if you called), and what they told you. Keep this record in case you need to follow up or file a complaint later.

What Happens If Your Claim Has Been on File Too Long

If you submitted your claim to DSHS more than 30 days ago and Social Security tells you they have not received it yet, contact DSHS and ask them to confirm the claim was sent. DSHS should have a tracking number or receipt showing when they forwarded your paperwork to SSA. Ask for that number.

If DSHS confirms they sent it but SSA says they never received it, file a complaint with the Social Security Office of Inspector General at oig.ssa.gov or call their hotline at 1-800-269-0271. This is rare, but it does happen, and a complaint creates a record that may speed up the search for your paperwork.

If SSA has received your claim but it has been on file for more than 60 days without movement, ask the claims examiner whether they are waiting for documents from you. If they are, send those documents when ready by certified mail so you have proof of delivery. If they are not waiting for anything, ask when you can expect a decision.

Documents SSA Often Requests While Your Claim Is on File

While your claim sits on file, SSA may be waiting for medical records, work history, or other documents. They will usually send you a letter asking for these, but letters sometimes get lost or sent to an old address. If you have not heard from SSA in 30 days, call them and ask whether they need anything from you.

Common documents SSA requests include medical records from your doctor or hospital, a list of jobs you have held in the past 15 years with dates and names of employers, and school records if you are under 22. If SSA asks for medical records, they usually send you a form to sign that lets them request the records directly from your doctor. Sign and return this form as quickly as you can—it speeds up the process.

Timeline From File to Active to Decision

The time it takes for a claim to move from on file to active to a decision varies widely. In some cases, SSA receives your claim from DSHS and assigns it to an examiner within two weeks. In other cases, especially if SSA is waiting for medical records or if there is a backlog, it can take two to four months.

Once SSA has everything they need and an examiner is actively reviewing your case, a decision usually comes within 30 to 60 days. If you are denied at the initial level, you have 60 days to file an appeal. This timeline resets if you appeal, and the appeal process can take several months.

What to Do If DSHS Says Your Claim Is on File but SSA Says They Never Received It

This mismatch happens occasionally. DSHS may have your claim on file but never actually sent it to SSA, or they sent it but to the wrong office. If this happens, ask DSHS for written confirmation that they sent your claim, including the date it was sent and the SSA office it was sent to. Then call SSA and give them this information so they can search their records more thoroughly.

If DSHS cannot provide proof they sent it, ask them to send it now. Get a confirmation number or receipt showing the date and time it was sent. Then call SSA a few days later to confirm they received it. Do not assume it arrived just because DSHS says they sent it.

Frequently Asked Questions

How long can a claim stay on file before it becomes inactive?

SSDI claims do not automatically expire while on file, but if SSA is waiting for documents from you and you do not send them within a certain time, they may close your claim. The exact timeline depends on what documents they are waiting for. Call SSA to find out what they need and when they need it.

Can I check my claim status through DSHS instead of calling Social Security?

DSHS can tell you whether they have your claim on file and whether they sent it to SSA, but only SSA can tell you whether your claim is active and what stage it is in. You must contact SSA directly for accurate status information.

What if I applied through DSHS but Social Security says they have no record of my claim?

Ask DSHS for proof they sent your claim to SSA, including the date and the SSA office it was sent to. Then contact that SSA office directly and give them the information. If SSA still cannot find it, ask DSHS to resubmit your claim and get a new confirmation number.

Does having my claim on file mean I will eventually get approved?

No. Having your claim on file means SSA has your paperwork, but it does not predict the outcome. SSA will review your medical records and work history and make a decision based on whether your condition meets their definition of disability. Many claims on file are denied.

Should I explore again if my claim has been on file for a long time?

No. explore again creates a second claim and can delay your first one. Instead, contact SSA and find out why your first claim is taking so long. If documents are missing, send them. If there is a backlog, ask for an estimated decision date.