What Your Doctor Submits to Social Security

The main form your doctor completes for SSDI is the Function Report — Medical Professional (Form SSA-3380-BK). This is the document Social Security uses to understand how your medical condition affects your ability to work. Your doctor describes your diagnosis, treatment history, test results, and — most importantly — what you cannot do physically or mentally because of your condition.

Social Security also requests medical records directly from your doctor's office: office notes, test results, imaging reports, medication lists, and any specialist letters. These records go into your case file alongside the Function Report. The combination of the form and the records is what the disability examiner and medical consultant review to decide whether your condition meets Social Security's definition of disability.

You do not fill out the Function Report yourself. Social Security sends it to your doctor after you file your SSDI claim. Your doctor's office may charge a fee to complete it — this is legal, though some offices waive the fee for low-income patients. The form typically takes 20 to 30 minutes for a doctor to complete, and you should follow up with the office to make sure it gets returned to Social Security within the important date they set.

Key Takeaways

  • Social Security sends Form SSA-3380-BK directly to your doctor's office after you file your SSDI claim; you do not request it yourself.
  • The form asks your doctor to describe your diagnosis, treatment, test results, and the specific ways your condition limits your work capacity.
  • Your doctor's office may charge a fee to complete the form, and you should confirm they received it and will return it on time.
  • Social Security also pulls medical records directly from your doctor — office notes, test results, and medication lists — which carry as much weight as the form itself.
  • If your doctor does not return the form within 10 days, Social Security may move forward without it, so follow up early and often.

What Information the Function Report Asks For

The Function Report has two main sections: medical history and functional limitations. In the medical history section, your doctor lists your diagnosis, when it started, what treatment you receive (medications, therapy, surgery), and the results of any tests or imaging. They also note whether the condition is stable, improving, or getting worse, and whether you follow treatment as prescribed.

The functional limitations section is where the disability decision actually lives. Your doctor checks boxes and writes descriptions of what you cannot do: can you sit for eight hours? Can you lift 10 pounds repeatedly? Can you concentrate on a task for two hours? Can you follow instructions? Can you interact with coworkers without conflict? These are not abstract questions — they map directly to the demands of work.

Your doctor also rates the severity of your symptoms (mild, moderate, severe) and describes how symptoms change throughout the day or week. For example, a doctor treating chronic pain might note that pain is severe in the morning, improves with medication by midday, and worsens again by evening. Social Security uses this detail to assess whether you could maintain a job despite your condition.

How Social Security Obtains Medical Records

When you file your SSDI claim, you sign an authorization form that allows Social Security to request your medical records directly from your doctors and hospitals. Social Security sends a written request to each provider you list, asking for all records related to your condition from a certain date forward — usually the past 12 months, or longer if your condition is longstanding.

Providers are required by law to respond within 30 days. In practice, response times vary widely: some offices send records within a week, others take the full 30 days or longer. If records do not arrive, Social Security's disability examiner may send a follow-up request or ask you to obtain copies yourself and submit them. You can speed this up by calling your doctor's records department directly and asking them to send the records to Social Security when ready.

The records Social Security requests include office visit notes (what the doctor observed and what you reported), test results (blood work, imaging, nerve conduction studies), medication lists with dosages and dates started, and any letters from specialists. These records are often more detailed than the Function Report form itself, because they contain the doctor's contemporaneous notes from each visit rather than a summary.

What Happens If Your Doctor Does Not Return the Form

Social Security gives your doctor 10 days to return the Function Report. If it does not arrive by then, Social Security sends a reminder. If the form still does not come back after the reminder, Social Security may proceed without it — meaning the disability examiner will make a decision based only on the medical records they have received and any other evidence in your file.

This is a real risk. A missing Function Report means Social Security loses the doctor's direct statement about your functional limitations, which is often the clearest evidence of why you cannot work. If you suspect your doctor's office has not returned the form, call them and ask. If they say they sent it but Social Security says they did not receive it, ask your doctor's office to send it again via certified mail or fax directly to your local Social Security office.

You can also request a copy of the form from your doctor's office and submit it yourself to Social Security. Include a cover letter explaining that you are submitting it on your doctor's behalf because the original may have been lost in the mail. Social Security will accept it and add it to your file.

Differences Between Treating Doctors and Consultative Examiners

Your own doctor — the one who has treated you for months or years — is called your treating source. Their Function Report carries significant weight because they know your medical history and have observed your condition over time. Social Security values treating source opinions highly, especially if the doctor has detailed records to back up what they say.

Social Security may also send you to a consultative examiner (CE) — a doctor hired by Social Security to perform a one-time evaluation. The CE does not know you and has no prior records. They perform a brief exam (usually 30 to 60 minutes) and write a report. The CE's opinion is useful to Social Security as a second look, but it typically carries less weight than your treating doctor's opinion, especially if the CE's findings contradict your treating doctor's long-term observations.

If Social Security orders a consultative exam, you are required to attend. If you do not show up without a good reason, Social Security may deny your claim. The exam is free — Social Security pays the CE directly. You can bring medical records or a list of medications to the exam to help the CE understand your full picture.

How to Help Your Doctor Complete the Form Accurately

When your doctor's office calls to say they have received the Function Report, ask if they need any information from you. Some doctors appreciate a summary of your work history, your main symptoms, and how those symptoms affect daily tasks. You can provide this in writing without filling out the form yourself — you are straightforward giving your doctor context.

Be honest with your doctor about your limitations. If you cannot sit for more than two hours without severe pain, say so. If you have trouble concentrating because of medication side effects, mention it. Doctors sometimes underestimate how much a condition affects work capacity because patients minimize symptoms in the office, or because the doctor sees you on a good day. Giving your doctor a clear picture helps them give Social Security an accurate one.

If your doctor seems rushed or unfamiliar with your condition, consider asking whether a nurse or physician assistant who knows you better could complete the form instead. Some offices allow this. If your doctor refuses to complete the form or says they do not think you are disabled, you can still proceed — Social Security will base the decision on your medical records and any other evidence — but a treating source's statement is powerful, and it is worth trying to get it.

What Medical Evidence Strengthens Your Claim

Social Security weighs medical evidence by how recent it is, how detailed it is, and whether it comes from a treating source or a one-time exam. Recent evidence (within the past three months) is stronger than old evidence. Detailed notes from office visits are stronger than brief summaries. A treating doctor's opinion is stronger than a consultative examiner's opinion, especially if the treating doctor has examined you multiple times.

Test results and imaging reports carry significant weight because they are objective — a blood test or an MRI shows something concrete, not just what the doctor thinks. If you have had recent tests related to your condition, make sure your doctor's office sends them to Social Security. If you have not had recent tests and your condition has worsened, ask your doctor whether testing would be appropriate. Social Security sometimes denies claims partly because the medical record is thin or outdated.

Medication lists are also important. If you take multiple medications for your condition, or if you have tried and stopped several medications because of side effects, that history tells Social Security that your condition is serious enough to require aggressive treatment. Keep your doctor informed of any new symptoms or medication changes, and make sure those changes are documented in your medical record.

Frequently Asked Questions

Can I ask my doctor to fill out the form before Social Security sends it?

No. Social Security has a specific version of the form (SSA-3380-BK) that it sends directly to your doctor's office. If you ask your doctor to fill out a different form or an older version, Social Security may not accept it. Wait for Social Security to send the form after you file your claim.

What if my doctor says I am not disabled and refuses to say I cannot work?

You can still pursue your claim. Social Security will review your medical records and may order a consultative exam. If your treating doctor's opinion conflicts with the medical evidence in your file, Social Security will weigh all of it. A doctor's refusal to state you are disabled does not automatically end your case, but it does make it harder.

How much does it cost for my doctor to complete the form?

Fees vary by practice. Some doctors charge $50 to $200 to complete the form; others do not charge. Ask your doctor's office before they complete it. If cost is a barrier, tell the office you are on a low income — many offices waive or reduce the fee in these cases.

What if I see multiple doctors for different conditions?

Social Security will request records from all of them. Each doctor's records and any Function Reports they complete will be added to your file. If one doctor treats your main disabling condition, that doctor's Function Report is usually the most important, but Social Security considers the full medical picture across all your providers.

Can I submit my own medical records instead of waiting for my doctor to send them?

Yes. You can obtain copies of your medical records from your doctor's office and submit them to Social Security yourself. This can speed up the process if your doctor's office is slow to respond. Include a cover letter explaining what records you are submitting and which condition they relate to.