How your medical records reach the examiner reviewing your case
When Social Security orders an x-ray or other medical test as part of your disability review, the results go directly to the medical examiner assigned to your case — not to you first, and not through the mail to your local Social Security office. The testing facility sends the images and a written report to Social Security's contracted medical review team, usually within one to three weeks of the test date. You do not need to pick up the results and hand-deliver them.
The examiner uses these records alongside your medical history, your work history, and any other medical evidence already in your file to write a report on whether your condition meets Social Security's definition of disability. That report goes into your case file, and you will see a copy only if you request it or if you appeal a denial.
Key Takeaways
- The testing facility sends x-rays and reports directly to Social Security's medical review contractor, not to you or your local office.
- You should receive a notice in the mail telling you where to go for the test, what time, and what to bring — usually a photo ID and insurance card.
- If you do not receive a notice within two weeks of Social Security ordering the test, call 1-800-772-1213 to confirm the appointment details.
- The medical examiner's report becomes part of your file, and you can request a copy by calling Social Security or visiting your local office.
- If the test results are missing from your file when a decision is made, you have the right to appeal and request that the decision be made again with the records included.
What happens when Social Security orders a test
Social Security does not order tests directly. Instead, a Disability information Services (DDS) office in your state — a government agency that makes the initial disability decision — arranges the test through a contracted medical facility. DDS is separate from your local Social Security office, though they work together on your case.
When DDS decides it needs an x-ray, MRI, blood work, or other test, they send an order to a medical facility in your area. That facility then mails or calls you with an appointment notice. The notice includes the date, time, location, and what to bring. Read it carefully: some tests require you to fast beforehand, and some require you to bring previous imaging or records.
If you do not receive an appointment notice within two weeks of Social Security telling you a test has been ordered, call 1-800-772-1213 and ask DDS to confirm the appointment details. Do not assume the notice was lost — confirm the date and location before the appointment window closes.
Where the test results go after the facility completes them
The medical facility that performs your test sends the images (the actual x-rays or scans) and a written report directly to the medical review contractor assigned to your case. This contractor is a private company under contract with Social Security to review medical records and write reports for DDS. The facility does not send results to you, to your doctor, or to your local Social Security office.
The contractor receives the records, adds them to your case file, and assigns them to a medical examiner — usually a doctor or psychologist who specializes in disability cases. That examiner reads all the medical evidence in your file (your test results, your treatment records, your doctor's notes, any records you submitted yourself) and writes a report on whether your condition is severe enough to prevent you from working.
This process typically takes two to four weeks after the test is completed. You will not hear from the contractor directly. The next communication you receive will be from Social Security, either approving your case, denying it, or asking for more information.
What to do if you want a copy of your test results
You have the right to see any medical records in your Social Security file, including x-rays, test reports, and the medical examiner's report. You can request these records in three ways: call 1-800-772-1213 and ask for a copy of your file, visit your local Social Security office in person, or write a letter to your local office requesting your records.
If you call, Social Security will mail you copies of the records in your file. This usually takes one to two weeks. If you visit in person, you can often see your file on the same day, though you may not be able to take home originals — you can ask for copies to be mailed to you instead.
Getting a copy of your records before a decision is made can be useful if you want to share them with your own doctor or a disability representative. Your doctor may spot something the examiner missed, or may be able to write a statement supporting your case. A disability representative (a lawyer or non-lawyer advocate) can review the records and tell you whether the examiner's report is accurate and complete.
What happens if test results are missing from your file
Sometimes a test is ordered, you complete it, but the results never make it into your case file. This can happen if the facility did not send the records, if they were sent to the wrong address, or if there was a clerical error. If a decision is made without the test results, that decision may be wrong — and you have the right to challenge it.
If you know a test was done but you do not see the results in your file, tell Social Security when ready. Call 1-800-772-1213 and explain which test was ordered, when it was done, and where. Ask them to check whether the results are in your file. If they are not, ask Social Security to contact the facility and request the records again.
If Social Security denies your case and you believe test results are missing, you can appeal the decision. In your appeal, state which test was ordered, when and where it was done, and that the results are not in the file. You can also contact the testing facility directly and ask them to send the results again to Social Security's medical review contractor.
How to make sure your test results are complete and accurate
Before your test appointment, write down the name and phone number of the facility where you are being tested. After the test is completed, call the facility a few days later and confirm that the results and report have been sent to Social Security. Ask for the name of the contractor or the address where they sent the records. This creates a paper trail if records go missing later.
If you have a treating doctor — someone who has been treating your condition for months or years — ask them to send their own records and a statement to Social Security as well. The medical examiner will review records from your own doctor alongside the test results, and your doctor's perspective can be important. Your doctor can mail records directly to your local Social Security office, or you can submit them yourself.
Keep your own copies of any test results you receive. If the facility gives you a CD of x-rays or a printed report at the time of the test, keep it in a safe place. If Social Security's file is incomplete later, you can submit your own copies as evidence.
Frequently Asked Questions
Can I get the test results before Social Security does?
Yes. Many facilities give you a copy of your results on the day of the test, or mail them to you within a few days. You can ask the facility for a copy before you leave the appointment. Having your own copy does not delay Social Security's process — the facility sends results to Social Security at the same time.
What if I miss the test appointment?
Call the testing facility when ready and reschedule. Then call Social Security at 1-800-772-1213 and tell them you missed the appointment and have rescheduled. If you miss the appointment without rescheduling, Social Security may close your case or deny your claim, so contact them right away.
Do I have to pay for the test?
No. Social Security pays for tests it orders as part of the disability review process. You should not receive a bill. If a facility tries to bill you, contact Social Security and report it.
How long does it take from the test to a decision?
After the test is completed, the facility sends results to the medical contractor within one to three weeks. The examiner then reviews all records and writes a report, which usually takes another two to four weeks. The total time from test to decision varies, but you should expect a decision within two to three months of completing the test.
Can I appeal if I disagree with what the examiner wrote about my test results?
Yes. If you appeal a denial, you can challenge the examiner's interpretation of your test results. You can submit a statement from your own doctor explaining why the examiner's conclusions are wrong, or you can request that a different medical examiner review the same records. A disability representative can help you build this argument.