Step 3: The Social Security Administration Reviews Your Medical Records
After you submit your process and medical evidence, a Disability information Services (DDS) examiner in your state receives your file. This examiner's job is to read through everything you sent — your work history, your doctors' reports, test results, and hospital records — and decide whether your condition meets Social Security's definition of disability. You do not do anything during this step. The SSA does the work, and it typically takes 30 to 90 days, though some cases take longer.
The examiner is not your doctor and will not examine you in person at this stage. They are reading the medical evidence you already provided and checking it against the SSA's list of conditions that automatically may have access to for benefits. If your condition is on that list and your medical records prove you have it, the decision moves faster. If your condition is not on the list, the examiner must decide whether your symptoms are severe enough that you cannot work.
During this waiting period, you may receive a letter asking for additional medical records or clarification about your work history. If this happens, respond within the important date stated in the letter — usually 10 days. Missing this important date can delay your case or result in a denial.
Key Takeaways
- A state Disability information Services examiner reviews your medical records and work history to decide if you meet SSA's definition of disability.
- This review typically takes 30 to 90 days, and you should not contact SSA to check on progress during this time.
- If SSA sends you a letter asking for more medical records or information, you must respond within the important date or risk denial.
- The examiner will not meet with you in person during this step unless SSA schedules a consultative examination.
- Keep copies of everything you submitted and note the date you mailed or filed your process so you can track the timeline.
What the Examiner Is Looking For
The SSA uses a five-step process to evaluate your case. The examiner checks: whether you are still working and earning above a certain amount (called substantial gainful activity); whether your condition is severe enough to interfere with basic work activities; whether your condition matches one on the SSA's official list of disabling conditions; whether you can do the work you did in the past; and whether you can do any other work that exists in the economy.
Most denials happen at step four or five — the examiner decides your condition is real but concludes you could still do some kind of work. This is why the medical evidence you sent in Step 2 matters so much. Detailed reports from your doctors about what you cannot do — not just what is wrong with you, but how it affects your ability to sit, stand, concentrate, or follow instructions — carry more weight than a diagnosis alone.
When SSA Asks for More Information
If the examiner cannot make a decision from the records you sent, SSA will mail you a letter requesting additional evidence. Common requests include updated medical records from your doctor, results from a recent test or imaging study, or clarification about when your condition started or how it has changed. The letter will tell you exactly what is needed and give you a important date — usually 10 days from the date on the letter.
Send the requested information directly to the address listed in the letter, not to your local SSA office. Keep a copy for your records and, if possible, send it by certified mail so you have proof of delivery. If you cannot get the information by the important date, call the number in the letter and ask for an extension. SSA will sometimes grant one, but do not assume — ask in writing or by phone before the important date passes.
If you miss the important date and do not request an extension, SSA may deny your case based on incomplete evidence. You can appeal this decision, but it is faster to respond on time.
Consultative Examinations: When SSA Schedules a Doctor Visit
Sometimes the examiner needs current medical evidence that you have not provided. In this case, SSA will schedule you for a consultative examination (CE) — a one-time appointment with a doctor or psychologist that SSA pays for. You will receive a letter with the date, time, and location of the appointment, usually 2 to 4 weeks in advance.
Attend this appointment. Missing it without contacting SSA beforehand can result in a denial. Bring your insurance card and a photo ID. The doctor will ask about your symptoms, your medical history, and how your condition affects your daily life and ability to work. This is not a full medical workup — it is a snapshot of your current condition. The doctor will write a report and send it to the examiner.
A consultative examination does not mean SSA thinks you are lying or that your case is weak. It means the examiner needs current medical evidence to make a fair decision. If you have seen your own doctor recently, you can ask SSA to use those records instead, but SSA makes the final call on whether that is sufficient.
What Happens If You Disagree With the Decision
If SSA denies your claim at the end of Step 3, you will receive a written decision explaining why. Read it carefully — it will tell you which step in the five-step process SSA used to deny you and what evidence they relied on. You have the right to appeal this decision. The appeal process is separate from Step 3 and begins with a request for reconsideration, which is Step 4 in the overall SSDI process.
Do not assume a denial is final. Many people are denied on their first process and approved on appeal. The most common reason for denial is insufficient medical evidence, which you can address in the appeal by sending more recent records or a detailed statement from your doctor about your functional limitations.
Tracking Your Case During Step 3
You can check the status of your process online through your my Social Security account at ssa.gov. Log in and look for "Benefit process Status" to see whether your case is still under review or a decision has been made. You can also call 1-800-772-1213 to ask about your case, but SSA staff may not have new information if the case is still with the state DDS office.
Do not call repeatedly asking for updates. The examiner's timeline does not speed up because of phone calls, and frequent contact can actually slow things down. If you have new medical evidence to add, send it in writing with a cover letter explaining what it is and why it is relevant. If you have not heard anything after 90 days, call to confirm SSA has your file and ask whether additional information is needed.
Frequently Asked Questions
Can I work while my process is being reviewed in Step 3?
Yes. Working does not hurt your process as long as you are not earning more than $1,550 per month (as of 2024; this amount changes yearly). If you earn more than this, SSA may consider you able to work and deny your claim. Report any work and earnings to SSA when asked.
What if my doctor will not send my medical records to SSA?
Request the records yourself and send them to SSA with a cover letter. Include your Social Security number and process date so SSA can match them to your file. If your doctor charges a copying fee, pay it — it is usually under $25. Do not let a fee prevent SSA from seeing important evidence.
How long does a consultative examination take?
Most consultative exams last 30 to 60 minutes. The doctor will review your medical history, ask questions about your symptoms and how they affect your daily life, and may perform basic physical or mental tests. You will not receive results at the appointment — the doctor sends the report directly to SSA.
What if I disagree with the consultative examination report?
You can submit a written response or ask your own doctor to write a rebuttal letter. Send both to SSA with your Social Security number and process date. The examiner will consider all medical evidence, including disagreements between doctors, when making the final decision.
Do I need a lawyer during Step 3?
No. Step 3 is the examiner's review of your records — you do not appear before anyone or make arguments. A lawyer becomes useful if you are denied and move to Step 4 (reconsideration) or Step 5 (hearing). At that point, legal representation can strengthen your case, but it is not required.