E-Training*: Download Case Files Using Prevail's EREtrieve

In this lesson, you will master Prevail's EREtrieve function and how to download case files from the ERE.

To view these steps through an instructional video, click the link below.

Video Link: Download Case Files Using Prevail's EREtrieve

EREtrieve allows Social Security Disability firms to download files from, and upload files to, the ERE site. You can also access your Appeals Council and OHO status reports through Prevail.

Instructions

Option #1- Using the EREtrieve Download Documents Button on the EREtrieve Tab

Warning: Before initiating your first EREtrieve request in a particular matter, ensure that the proper ‘ERE User’ has been selected from the drop-down field on the Matter tab. If the firm has only one ERE User, that user’s name will be selected by default.

Click the ‘EREtrieve Download Documents’ button on the EREtrieve tab.
Select the type(s) of download(s) you want: Exhibited, Unexhibited, and/or Media. Also, check the OCR (Optical Character Recognition) box if you are requesting an Exhibited or Unexhibited download, and want them to be text-searchable.
Click ‘Submit Request’.
Note: A confirmation window will display, which you may close. If the ERE account currently has any strikes, the strike count will also be displayed in the confirmation window. Strikes are incurred at the ERE site for various reasons (such as entering an invalid SSN or requesting a file for a claimant that SSA has not associated you with as the representative).
Warning: After 10 strikes within a 24-hour period, your ERE account is locked, and you must call the BSO’s toll-free number to have it unlocked. To help prevent that from happening, we pause your EREtrieve account after you reach 7 strikes within a 24-hour period. After 24 hours, your EREtrieve account will automatically be unpaused; you may also call or email us to have the account unpaused sooner.
Note: When a download is delivered, Prevail provides two types of notifications (by default), which are sent to the Case Manager (by default).
1. A Task is added to the Case Manager’s calendar in Prevail.
2. A Message is also sent to the Case Manager in Prevail. To disable the Message notification (and only receive the Tasks), a user should:
  - Click File > User Settings.
  - Go to the Settings tab.
  - Uncheck the “Include messages when assigning tasks after uploads and downloads are processed” box.
  - Click ‘Save’.
  - Restart Prevail.
3. A Case Manager may choose to have his or her EREtrieve notifications go to the initiator of the EREtrieve request instead of him/herself. For example, if a firm has a user who initiates downloads for the Case Managers in the office, and the firm wants the initiator to receive the notifications, the Case Manager should:
  - Click File > User Settings.
  - Go to the Settings tab.
  - Uncheck the “Assign Case Manager for messages and tasks after uploads and downloads are processed. If unchecked, those messages and tasks will be assigned to the user that initiated the activity” box.
  - Click ‘Save’.
  - Restart Prevail.

Option #2- Incorporating EREtrieve Download Requests into a STANDARD PROCESS in the Process Builder/Claims Tab

Click Administration > Process Builder.
Click on the appropriate process in the Processes section in the upper left of the window.
Click on the appropriate step in the Steps section in the lower left of the window.
Choose the desired option(s) from the ‘EREtrieve Request Options’ drop-down field on the right side of the window:
1. Prompt - When the step is added to the Claims tab, the EREtrieve Download Request window will pop up, allowing you to select from the Exhibited, Unexhibited, Media, and/or OCR options.
2. Exhibited - When the step is added to the Claims tab, a request for the Exhibit file will automatically be processed.
3. Unexhibited - When the step is added to the Claims tab, a request for the Unexhibited documents will automatically be processed.
4. OCR - If you have selected the Exhibited and/or Unexhibited options from the drop-down menu, checking this box will add Optical Character Recognition to the request, making the documents text-searchable.
Click Save, and restart Prevail for the changes to take effect.

Option #3- Incorporating EREtrieve Download Requests into an AUTO-FILL PROCESS in the Process Builder/Claims Tab

Click Administration > Process Builder.
Click on the appropriate process in the Processes section in the upper left of the window.
Click on the appropriate step in the Steps section in the lower left of the window.
Choose the desired option(s) from the ‘EREtrieve Request Options’ drop-down field on the right side of the window:
1. Prompt - When the step is completed on the Claims tab (or the task associated with the step is completed), the EREtrieve Download Request window will pop up, allowing you to select from the Exhibited, Unexhibited, Media, and/or OCR options.
2. Exhibited - When the step is completed on the Claims tab (or the task associated with the step is completed), a request for the Exhibit file will automatically be processed.
3. Unexhibited - When the step is completed on the Claims tab (or the task associated with the step is completed), a request for the Unexhibited documents will automatically be processed.
4. OCR - If you have selected the Exhibited and/or Unexhibited options from the drop-down menu, checking this box will add Optical Character Recognition to the request, making the documents text-searchable.
Click Save, and restart Prevail for the changes to take effect.