It’s not surprising to learn that according to the American Cleaning Institute, 80% of Americans do spring cleaning every year. The most common tasks include washing windows, cleaning behind furniture (you never know what you’ll find back there!), and scrubbing floors. The most dreaded tasks include cleaning hard-to-reach spaces, bathrooms, vents and basements.
In addition to cleaning and freshening up your home, it’s a great time to organize those growing stacks of paperwork or “overflowing” digital files. This is especially important if you are in the midst of a Social Security Disability (SSD) or Workers’ Compensation claim. In fact, according to the Social Security Administration (SSA), keeping your paperwork in order, whether it’s actual paper or computer files, can streamline the process, ensure timely benefit payments, and may improve the outcome of your claim.
Filing an SSD or Workers’ Comp claim involves a lot of documentation. And, as we all know, when dealing with large bureaucracies like the SSA, things can get lost in the system, and you never know when you’ll be asked for documentation. Having organized records and copies of important documents readily available can help you cut through red tape and make an already complicated process more efficient. The benefits of being organized include:
- Faster processing – Organized information allows the SSA to more efficiently review your claim.
- Improved credibility – Well-organized documentation can strengthen your case by providing clear evidence of your disability and its impact.
- Easy access to information during reviews and appeals – If your claim is denied or requires further review, having organized records makes it easier to gather and present additional information.
- Reduced stress – Knowing where to find important documents and information reduces the stress of searching for misplaced paperwork, saving you time and effort.
- Improved chance of approval – Organized records demonstrate the severity of your disability, making it easier for the SSA to understand your situation and potentially approve your claim.
The following checklist provides some tips for getting and staying organized.
Spring-Cleaning Checklist
Important Dates
- Maintain an up-to-date calendar of all deadlines and important dates. Whether you choose to use a digital or paper calendar, it’s important to keep track of upcoming deadlines and appointments to ensure you don’t miss anything.
Digital Files
- If you prefer to keep forms, medical records, personal information, correspondence and other important data (listed below) on your computer, be sure to create organized folders for each category. It’s also important to accurately label documents within folders, which will help you easily access (and update) these documents.
Medical Records – Keep copies of all your medical records in one place, including:
- Doctor’s office visits/doctor’s notes
- Detailed descriptions of your impairments and how they affect your ability to work
- Test and lab results
- Treatment history, including all prescribed medications
- Emergency room or hospital visits
- Mental health records (if applicable)
- Contact information for all members of your medical team, including their names, addresses, and telephone numbers.
Personal Identification – Maintain a file or digital folder with copies of these important documents:
- Birth certificate
- Social Security card
- Military discharge papers (if applicable)
- Health insurance cards
- Proof of citizenship (if you were not born in the U.S.)
Correspondence – It’s a good idea to keep a record of correspondence from those involved in your claim, including:
- Physicians
- Your attorney and their staff
- Social Security office
Note: Some people find it helpful to keep simple “conversation log.” Use a notebook to record calls you make or receive that involve your claim. For example, you might write down the time and date, who you spoke with, what was discussed, and any steps you need to take following this conversation.
Employment History – The SSA recommends having a detailed work record going back 15 years that includes:
- Names and contact information (supervisor’s name, job title, business name, address and phone number) for each employer
- Dates you worked at each location
- Description of your job duties at each location
- W-2 forms for each year you worked (or self-employment tax returns if you were self-employed)
Note: This information will be used to determine whether you have sufficient work history to qualify for SSDI benefits, and your income will influence the benefits you receive.
Financial Documents
- Bank statements
- Tax returns
Finally, you should keep all your paperwork and other essential personal documents (e.g., wills, insurance documents, property deeds, car titles, etc.) in a safe place, such as a lockbox that is both waterproof and fireproof. If your records are electronic, it’s advisable to have a back-up folder or store records on a thumb drive.
Spring is also a good time to update any legal paperwork, such as wills and trusts or power of attorney forms. This will give both you and your loved ones peace of mind no matter what the future holds.
Yes, this process sounds tedious and time consuming – it may be a more dreaded task than cleaning behind the refrigerator – but the benefits are well worth the effort. Taking the time now to get things organized and then keeping them in order can make a long and often complicated process a lot easier.
We’re Here to Help
As always, The Disability Guys are here to answer any questions you may have, help you get organized, and provide the legal advice and support you need. From filing a claim to possible reviews and appeals, our experienced disability and workers’ compensation attorneys are here to help every step of the way! Contact us today at (866) 205-2415.