Step 4: The Disability information Service Reviews Your Case

Step 4 is when a state agency called the Disability information Service (DDS) takes over your process from Social Security. This is the stage where a medical informed and a vocational informed examine your medical records, work history, and the evidence you submitted to decide whether you meet Social Security's definition of disability. You do not attend a hearing or meet anyone in person at this stage — the decision is made by reviewing documents.

The DDS is not a Social Security office. It is a separate state agency that contracts with Social Security to make these initial decisions. Each state has its own DDS, and the timeline and process can vary slightly by state, but the basic steps are the same everywhere.

You will know you are in Step 4 when you receive a letter from Social Security saying your case has been sent to the DDS. This letter will include the name and address of your state's DDS office and may include a case number. Keep this letter — you may need the DDS contact information later.

Key Takeaways

  • The Disability information Service is a state agency, not Social Security, and it makes the first decision on whether you meet the definition of disability.
  • A medical informed and a vocational informed review your medical records and work history without you present; no hearing occurs at this stage.
  • The DDS typically takes 30 to 90 days to make a decision, though this varies by state and how complete your medical evidence is.
  • You will receive a written decision in the mail explaining whether you were approved or denied, and if denied, what specific reasons the DDS gave.
  • If you disagree with the DDS decision, you have the right to request reconsideration, which sends your case to a different examiner at the same DDS office.

What the DDS Actually Does During This Step

The DDS assigns your case to a disability examiner — a person trained to gather medical evidence and determine whether you meet Social Security's rules. The examiner will request medical records from every doctor, hospital, mental health provider, and clinic you listed on your process. They will also order new medical tests or evaluations if they believe the existing records do not show enough about your condition.

Once the examiner has the medical records, they send them to a medical consultant — a doctor or psychologist who works for the DDS. This consultant reviews all the medical evidence and writes a report saying what your medical condition is, how severe it is, and what you can and cannot do physically and mentally. This report is called a Residual Functional Capacity (RFC) assessment.

At the same time, the examiner may send your case to a vocational informed — a specialist in work and job requirements. The vocational informed uses the RFC and your age, education, and work history to decide whether you can do your past work or any other work that exists in the job market. The vocational informed does not know you; they are making a judgment based on job descriptions and your abilities.

How Long Step 4 Takes

The DDS typically takes 30 to 90 days to send you a decision, but this is not a firm important date. The actual time depends on how many cases the DDS is handling, how complete your medical records are, and whether the DDS needs to order new medical evidence. Some states are faster; some are slower. If your case is straightforward and your medical records are already in the Social Security file, you may hear back in four to six weeks. If the DDS needs to request records from multiple providers or order a new evaluation, it can take three to four months.

You can call the DDS office listed in your letter to ask how long the wait is, but they usually cannot tell you exactly when your decision will arrive. If more than 90 days have passed and you have not heard anything, call Social Security at 1-800-772-1213 to check the status of your case.

What Happens If the DDS Approves You

If the DDS decides you meet the definition of disability, you will receive an approval letter in the mail. The letter will explain what condition the DDS found you have and when your disability is considered to have started. It will also tell you when your benefits will begin and how much your monthly payment will be.

Your first payment usually arrives within two to three weeks of the approval letter. If you applied for SSI (Supplemental Security Income) rather than SSDI (Social Security Disability Insurance), the approval letter will also explain any limits on how much money or property you can have and still receive benefits.

What Happens If the DDS Denies You

If the DDS decides you do not meet the definition of disability, you will receive a denial letter. The letter must explain the specific reasons why the DDS said no. It might say your condition is not severe enough, or that you can still do your past work, or that you can do other work that exists in the job market. The letter will also tell you that you have the right to request reconsideration.

A denial at Step 4 does not mean you cannot try again. You have 60 days from the date on the denial letter to request reconsideration. Reconsideration sends your case to a different examiner at the same DDS office, and that examiner will review everything again from the start. You can submit new medical evidence with your reconsideration request, and you should if your condition has worsened or if you have new test results or doctor's notes.

What You Should Do While Waiting for Step 4

While the DDS is reviewing your case, keep seeing your doctors and keep records of your medical visits. If you have new test results, new diagnoses, or new prescriptions, ask your doctor's office to send them to Social Security or to the DDS. You can call the DDS office and ask where to send medical records — they will give you a fax number or mailing address.

Do not assume the DDS has all your medical records just because you listed the providers on your process. Providers are sometimes slow to send records, and some records get lost in the mail. If you have copies of important medical records at home, you can send them directly to the DDS yourself. Include your Social Security number and case number on everything you send.

If your condition changes significantly — for example, if you have surgery, are hospitalized, or start a new treatment — tell Social Security or the DDS right away. You can call Social Security at 1-800-772-1213 and ask them to add the new information to your file.

Understanding the Medical and Vocational Review

The medical consultant's job is to translate your medical records into a description of what you can do. They will write down things like: "The claimant can sit for six hours a day but must change positions every 30 minutes" or "The claimant has moderate difficulty concentrating and cannot work in a fast-paced environment." This description is the RFC, and it is the foundation for the vocational informed's decision.

The vocational informed then takes that RFC and asks: "Given these limitations, can this person do their old job?" If the answer is no, the vocational informed asks: "Can this person do any other job that exists in the U.S. job market?" The vocational informed uses a database of job descriptions to answer this question. If the vocational informed says there are jobs you can do, Social Security will usually deny you, because the rule is that you must be unable to do any substantial work.

You do not get to argue with the medical consultant or the vocational informed at this stage. That is why it is so important to make sure your medical records are complete and accurate. If your doctors have not documented how your condition affects your daily life and your ability to work, the medical consultant may underestimate how severe your condition is.

Frequently Asked Questions

Can I contact the DDS while they are reviewing my case?

Yes, you can call the DDS office, but they usually cannot tell you much about your case while it is being reviewed. You can ask how long the current wait time is and confirm that they have received your file. If you have new medical records to submit, you can ask where to send them. The DDS contact information is in the letter Social Security sent you when your case was transferred.

What if the DDS says I do not have a severe impairment?

A "not severe" denial means the DDS found that your medical condition does not significantly limit your ability to work. You can request reconsideration and submit new medical evidence showing that your condition is more severe than the records showed. If reconsideration is also denied, you can request a hearing before an Administrative Law Judge, which is Step 5.

Do I need a lawyer during Step 4?

You do not need a lawyer at Step 4 because there is no hearing and no back-and-forth with the DDS. However, if you are denied and plan to request reconsideration or a hearing, having a lawyer or representative can help you gather medical evidence and present your case. You can hire a representative at any point in the process.

What if my medical records are incomplete or outdated?

The DDS will request records from your providers, but you should not wait for them to do it. Call your doctors' offices and ask them to send recent records to the DDS. You can also send copies yourself. If the DDS determines that more recent medical evidence is needed, they may order a consultative examination — a medical evaluation paid for by Social Security.

How do I know if my case is still in Step 4?

You are in Step 4 as long as the DDS is reviewing your case and you have not received a decision letter. If you received a letter saying your case was sent to the DDS but you have not heard back in more than 90 days, call Social Security at 1-800-772-1213 to ask for a status update.