• (904) 515-6243Main Number
  • 25 N Market StJacksonville, FL 32202

  • info@dibcase.com

FAQ

Dibcase Frequently Asked Questions

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  • What browsers do you recommend for Dibcase?
    Dibcase can run on any modern web browser. However, our development staff and testers can only guarantee that it works on Mozilla Firefox, Google Chrome, and Microsoft Edge. Some users have reported issues with the Mac "Safari" browser.
  • Can Dibcase be installed on a local server?
    Yes, Dibcase can be installed on a local server. Contact Us for more details.
  • What legal practice areas does Dibcase cover?
    Dibcase was built as a comprehensive Social Security case management solution. However, we now offer an unlimited number of practice areas and user customizations with the option of creating custom fields and custom field groups. This exciting feature essentially allows users to create and customize claims for almost any application.
  • Does Dibcase Include Social Security Forms?
    Yes, Dibcase includes most forms you'll need to effectively manage your Social Security caseload. You can use the internal forms ranging from the SSA-561, SSA-501, Fee Agreement, RFC Forms, Status Letters, 3rd Party Letters, SSA-3288, and many more. Also, you can directly link to external forms on websites, Dropbox, and Google Drive. Internal forms can be combined to produce a  "rep package"  that contains an SSA-1696, Fee Agreement, SSA-1695, and an SSA-827 for easy generation.
  • Does Dibcase offer electronic signatures on documents?
    Dibcase generates PDF documents that can be easily sent to clients for secure electronic signature processing. We recommend that all of our users use the industry standard Adobe Acrobat CC to view, edit, and manage their PDF forms. With an Adobe Acrobat CC subscription, they include a free service called "Adobe Sign". "Adobe Sign" allows you to easily and securely send forms to clients for electronic signature. Adobe alerts you when the client has signed the form and emails you the the signed documents for processing.
  • Is Dibcase HIPAA Compliant?
    While Dibcase employs many of the standards outlined by HIPAA, we do not sign Business Associate Agreements (BAA) with our customers at this time. Dibcase is not a HIPAA "covered entity" as per the chart below - reference If you require a BAA to be signed, you can pair Dibcase with one of our document integration partners so that you are HIPAA compliant. Dropbox can sign the necessary BAA. Otherwise, HIPAA-covered entities can rely on Dibcase to provide:
    • Data encryption in transit
    • Restricted physical access to production servers
    • Strict logical system access controls
    • Strong password policies
    • Configurable administrative controls available to the customer to:
      • Grant explicit authorization to customer files to read, download, and edit
      • Monitor access
    • Formally defined and tested breach notification policy in the data center
    • Training of employees on security policies and controls
    • Highly restricted employee access to customer data files
    • Mirrored data center facilities with daily backups to mitigate disaster situations (AWS)
  • Can I use Dibcase on a phone or tablet?
    Dibcase was designed, optimized, and tested on the Mac and PC desktop platforms. That being said, Dibcase is "responsive" and it has been tested and works on android phones and tablets. What does that mean? Dibcase can run on sufficiently powered android devices that have adequate memory and processing power. This is because these devices run a "full" version of the application and not a stripped down mobile version. We do plan on developing a mobile version of Dibcase in the future.
  • Does Dibcase offer a free trial?
    We offer a limited "free account" option so you can determine if Dibcase is the right fit for your needs. Our free account is limited to 25 clients and up to 6 months.  After you exceed the user count or time limit, you can easily transition into a paid account. To create a free account, click here
  • Does Dibcase store documents?
    Dibcase allows you to create, edit, and store an unlimited amount of documents in the application. You can print or export these documents easily on a Mac or Windows based PC. For storage of external files, we recommend Google Drive, Dropbox, or setting up a NAS drive to store your documents.  This approach allows you to scan and save external documents, create backups, set access policies, track revisions, portability, etc..
  • What is your privacy policy?
    In addition to our published privacy policy, we pledge to never aggregate, sell, or improperly use any of your data in any form. In addition, we will never disclose any information about your business or clients to any 3rd parties, for any reason, unless ordered to do so by a court of law.
  • What are the system requirements to run Dibcase?
    You will need a modern PC or Mac with a high-speed internet connection to insure optimal performance. Dibcase may not perform as intended on a slow or unstable internet connection.

Case Management Tips

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  • What is an EDPNA?

    What Is An EDPNA?

    EDPNA stands for eligible for direct pay non-attorney.

    How Does One Become an EDPNA?

    An individual with the EDPNA designation has passed a competency test on Social Security rules, laws, and regulations. To maintain an EDPNA designation, an individual must take continuing education courses annually and maintain professional liability insurance. EDPNA applicants must also pass a background investigation, have no felonies, and meet certain experience and education requirements see: https://secure.cpshr.us/ssa/About.asp

    What Benefits Does the EDPNA Designation Confer?

    The EDPNA designation allows an individual to represent clients in disability cases and be paid a fee directly by Social Security. If you represent a client, have submitted a "representation package" consisting of valid (signed) forms SSA-1696, SSA-1695, and an acceptible fee agreement, Social Security can withhold from a client's back-pay up to 25% of the funds and pay you - the representative a representation fee of up to $6,000.00. For more information see: https://secure.cpshr.us/ssa/About.asp

    What Background or Experience Does One Need to Become an EDPNA?

    EDPNA's come from all walks of life. Experience as a paralegal, former SSA employees, former DAS disability adjudicators, and people with a Social Work or mental health background will be able to utilize their experience in a meaningful way.   Dibcase is the perfect tool for EDPNA's. Dibcase has all of the forms and tools necessary to help you start and grow a disability advocacy business. With our free account option, you have all you need to get started.
  • What forms do I need a new client to sign so I can represent them before SSA?
    A standard representation package would normally include: 1. SSA-1696-BK (Appointment of Representative) 2. SSA-1695 (Identifying Information for Possible Direct Payment of Authorized Fees) 3. Fee Agreement 4. SSA-827(AUTHORIZATION TO DISCLOSE INFORMATION TO THE SOCIAL SECURITY ADMINISTRATION (SSA) 5. HIPAA Release form Dibcase includes all of these forms in an easy to print document. You would submit 1-4 to SSA if you are an EDPNA. Make sure the client signs all of the forms and make a copy before you hand-deliver the documents to your local SSA office. Make a file copy of your original documents and an "SSA" copy that you'll submit for SSA to process and add you to the record. Make sure to get each document "stamped" with a date stamp so that if your rep package gets "lost" you have your original copy. Make sure that SSA date stamps each form individually. If a case is pending at OHO (Office of Hearing Operations), you can fax a copy of your representation package to the OHO for processing. Once you see the client's name on your ERE spreadsheet, you'll know your rep package has been processed.
  • What is a residual functional capacity or RFC?
    In Social Security disability claims, adjudicators are required to formulate an opinion about what you "can or can't do" despite your limitations. This is why it is called your "residual functional capacity". Adjudicators by law are required to review records from your doctors, test results, your statements, opinions of consultative examiners, and any other evidence that pertains to your claim. They assign "weight" to various sources of evidence and formulate an "opinion". The opinion will normally show how many hours a day your can perform work like activities such as sitting, standing, and walking. An RFC form will indicate whether you can bend, stoop, kneel, crouch, or crawl and how often you can perform those activities. If your claim has been denied, the agency's RFC was probably not limited enough to prove that you are "disabled". What can you do to remedy the situation? You can get a medical opinion from your doctor - preferably a specialist to rebut the agencies inaccurate opinion of your capacity to perform work activities. ADMINISTRATIVE LAW JUDGES HEAVILY RELY ON THESE OPINIONS AND GIVE THEM WEIGHT ACCORDINGLY A smart advocate will figure out what RFC forms he/she needs to have the client's doctor complete in a case. For example, a client with heart problems would need a medical source opinion from a cardiologist, if the client sees one. A client with back problems would need a lumbar back RFC form. Dibcase includes RFC forms for a number of different conditions.
  • What is a Social Security Ruling or SSR?
    The Social Security Disability laws are constantly changing and evolving. The SSRs, or Social Security Rulings, are an important part of this process. According to the Social Security Administration (SSA), a Social Security Ruling is “a series of precedential decisions relating to the programs administered by the SSA and are published under the authority of the Commissioner of Social Security.” Social Security Rulings can be made at all administrative levels of SSA adjudication including Federal court decisions, opinions of the Office of the General Counsel, Commissioner’s decisions and interpretations of the laws and regulations pertaining to Social Security Disability. It is important to note that Social Security Rulings do not have the same force as actual laws or regulations. They are, however, binding on all components of the SSA and are used to adjudicate Social Security Disability cases. Social Security Rulings are public records. These records are published in the “Notices” section of the Federal Register. Once a Social Security Ruling has been published, it is immediately effective. This means that if a Social Security Ruling is published under the Notices section of the Federal Register, that ruling is in effect and can apply to an applicant’s Social Security Disability case. Social Security Rulings are often used as a standard that can be used in other similar Social Security Disability cases. For example, if a denied disability applicant successfully appeals a denial of their disability claim and a ruling is created due to that appeal, that Social Security Ruling can be applied to similar Social Security Disability cases in the future. Source: https://www.disability-benefits-help.org/glossary/social-security-rulings
  • What are the “GRIDS” and why do they matter?
    If a client does not meet a listing at "Step 3" of the sequential evaluation process, the agency assigns an RFC rating to the individual. This RFC rating combined with the client's age, education, and past work experience, can be evaluated against the chart on the link below. The "GRIDS" are primary for physical cases only and do not include "non-exertional" limitations in it's framework. Source: https://www.ssa.gov/OP_Home/cfr20/404/404-app-p02.htm
  • Non-English Speaking Client
    I have a client that doesn't speak English - How do I make arrangements with OHO have an interpreter present? Send a written request to the OHO for an interpreter prior to the hearing and they will make the necessary arrangements.
  • What happens if a client finds new representation while I am representing them?
    If a client finds other representation while you are the "representative of record", you will: No longer have access to their electronic file on the ERE No longer receive notices from SSA (unless you file a fee petition or notify SSA of your intent to file a fee petition) You should: Submit a fee petition to SSA for the time that you have in the case (Dibcase can calculate your billable time for you) or Withdraw and waive your right to collect a fee in the case. If you withdraw and waive your right to collect a fee you "waive" your right to receive any fees in a particular claim. If you notify SSA that you intend to file a fee petition if the case is favorably decided, they will notify you and give you a chance to submit a fee petition in the case if it is approved. The form https://www.ssa.gov/forms/ssa-1560.pdf should be completed and a printout of your "Services Rendered" should be attached before submitting it for approval.
  • What is a vocational expert or VE?
    A vocational expert typically testifies at hearings with Administrative Law Judges. They are independent contractors that testify that based on a give hypothetical formulated by the ALJ what jobs a hypothetical individual could perform, how many of those jobs exist in the [economy] and their opinions are cited by the ALJ in his/her decision. The opinions and testimony of the VE can be challenged by the claimant's representative at the hearing, post-hearing, or on appeal.
  • What is the date last insured for SSDI claims?
    The date last insured (DLI) is the last day of the quarter a claimant’s meets insured status for disability or blindness. For title II Disability Insurance Benefit (DIB) claims, adjudicators cannot establish onset after the DLI. NOTE: We compute the DLI for claimants who apply for DIB due to statutory blindness based on fully insured status alone. For more details on fully insured status, see RS 00301.150. If a claimant is fully insured at the time of the EOD, he or she meets insured status for the purpose of establishing an EOD based on blindness. For instructions on onset and blindness, see DI 25501.380. Source: https://secure.ssa.gov/poms.nsf/lnx/0425501320