Representative Availability Portal User Guide

REPRESENTATIVE
AVAILABILITY PORTAL
User Guide

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Table of Contents
Accessing the Portal .............................................................................................................................. 3
Initial Landing Page ............................................................................................................................... 5
Inputting Detailed Daily Availability Data ............................................................................................... 7
Detailed Daily Availability Page .................................................................................................. 7
Detailed Daily Inputs .................................................................................................................... 8
Submitting Availability .......................................................................................................................... 14

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Accessing the Portal
1. Navigate to https://secure.ssa.gov/dcps/internet-scheduling/

2. If the user was not previously logged in on the browser, this URL will redirect the
user to the login page for mySSA, Login.gov, or ID.me.

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NOTE: In order to access the Representative Availability Portal, a user must
have a mySSA account. Although users are required to have a mySSA account
to access the representative availability portal, the user’s mySSA account is only
required to authenticate the user in the portal as part of the log-in process. Portal
use does not impact or involve a user’s personal mySSA account other than login authentication purposes. All mySSA login methods require two factor
authentication sign-in.
Once the sign-in and authentication process is completed, the user will be
directed back to the portal. In the event the user is not redirected to the portal,
but is instead directed to mySSA, re-enter the original URL
https://secure.ssa.gov/dcps/internet-scheduling/

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Initial Landing Page

1. Group: Select the appropriate Designated Scheduling Group (DSG) from the
dropdown list. The list will only display the user’s authorized DSG(s).

2. Region: Select the region for which the DSG is submitting availability from the
dropdown list.

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1. Availability Period: Select the Target Scheduling Month (TSM), including the
month and year for which availability is being submitted, from the dropdown list.
2. Monthly Case Cap: Input the requested maximum number of hearings to be
scheduled for the DSG per Region per TSM. This is an optional selection.
3. Max Reps Per Day: Input the maximum number of representatives for the DSG
per day requested to be scheduled for hearings. Users will have the ability to
add or subtract the number of available representatives on specific days on the
next page. Completing this field is mandatory.

4. Availability Calendar: Once a group, region, and availability period have been
selected, an Availability Calendar will display on the screen. Each day defaults to
“Unavailable.” Clicking the checkbox on a given day will show the day as
“Available.” Click the checkbox for all days of the TSM in which at least one
available representative is available for hearings.

NOTE: Make sure to select all days that are available before proceeding to the next
page.

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5. Select the “Next” button once all fields on the initial landing page have been
completed. Users will be taken to the detailed daily availability page.

Inputting Detailed Daily Availability Data
Detailed Daily Availability Page

On this page, users can specify a time range, and daily case cap
Top of Page: Displays selected Group / Region / Availability Period. The Monthly Case
Cap will also display and can be modified.

Monthly Remarks: Allows users to add notes specific to the current month’s
availability.
NOTE: Do not use remarks to make scheduling requests that are not compliant with
Enhanced Representative Availability Process (ERAP) guidelines. Additionally, do not
add remarks about information that will be entered in its own field (e.g., daily caps).
See the ERAP website, Hearings and Appeals Enhanced Representative Availability
Process (ERAP), for more information regarding scheduling guidelines.
Daily Input boxes: Users can drill down to an individual day to add additional
information specific to that day. Days that are grayed out reflect days that were not
selected as available on the “Availability Calendar.” If a day was marked unavailable in
error, click on the SSA seal at the top of the page to return to the previous page and
make corrections.

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Detailed Daily Inputs
Set the availability for individual available representatives.

1. Rep: Users may remove an available representative by unchecking a box in this
column. Users should ensure that the number of “checked” boxes reflects the
correct number of available representatives for the DSG for the day. In the
example below, Rep Box #3 is grayed out to show that the representative should
not be scheduled for that day. Prior to submitting availability, a user may check or
uncheck boxes as necessary to add or remove a representative’s availability for
that day.

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2. Add Rep: Users may click the “+Add Rep” button to add an available
representative(s) beyond the “Max Reps Per Day” number previously indicated.
In the example below, the user has clicked the “+Add Rep” button to add a fourth
available representative.

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3. Full: If the “Full” box is checked, this indicates that an available representative is
available for the entire day. This box is checked by default. Entering text into the
“Time Range” field will automatically uncheck this box.

4. Time Range: Users can input specific times representatives are available by
entering time ranges into this text box. Entries should be input in a time-range
format (e.g., 9:00am-3:00pm, 9-3, or 0900-1500). If there are multiple time
ranges, please separate them by a semicolon (e.g., 9:00am-11:00am; 2:00pm5:00pm).

NOTE: Time ranges show the first hearing start time and the last hearing start
time. For example, providing a time range of 9am-12pm indicates that the earliest
hearing start time is 9am and the latest hearing start time is 12pm.
5. Cap: By adding a number to this data field, users may request a cap on the
number of hearings for which the available representative may be scheduled for
the day.

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6. Copy: If there are days with identical availability information, use the copy/paste
feature to complete multiple days with the same information. Click “copy” on the
day to be duplicated and click “paste” on all days with the same schedule.
Clicking “done” on the first day will allow a new day’s availability information to be
copy/pasted.

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Inputs for Geographic Modification
Locations: DSGs with a geographic modification will have an additional “Locations”
field to indicate what hearing office(s) and/or state(s) a representative is available to
appear for in-person or VTC hearings on that day. If the Location field is left blank,
this indicates that a representative is available to appear for in-person or VTC
hearings in all HOs in the selected region.
NOTE: The “Location” field only applies to in-person or VTC hearings. Schedulers
may use representative availability for telephone and online video hearings
anywhere in the selected region without limitation.

1. Select the state in which a representative is available to appear for in-person or
VTC hearings. A new dropdown box will appear to the right to select a hearing
office. Leave this box blank if the representative is available to appear at any
hearing office in the selected state.
2. A new dropdown box will also appear below the first box to add another state or
hearing office.

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3. Continue using the dropdown boxes to add state(s) and hearing office(s) as
needed. In the example below, Rep 1 can only appear for in-person or VTC
hearings at the Hartford hearing office. Rep 2 can appear at the Lawrence and
Springfield hearing offices and at all hearing offices in Connecticut. Rep 3 can
appear anywhere in the selected region.

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Inputs for Hybrid Modification
Names: DSGs with a hybrid modification will have an additional “Name” field to
identify a specific representative’s availability for the purposes of scheduling
hearings for cases on remands, supplemental hearings, and continuances.
Completing the Name field is optional.

Submitting Availability
At the bottom of the detailed daily availability page, users have the option to either
“Save” or “Submit” availability.
If a user selects “Save,” inputs made in the portal will be retained. Users returning to the
portal will be able to see their saved inputs and complete their entries before
submission.
If a user selects “Submit,” a popup screen will appear with a Summary of Availability to
review before submission of the availability information to OHO.

1. “Save” button: Selecting this button will save data input by the user. The user

may leave the portal and return any time prior to submission to make additions
and changes.

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2. “Submit” button: Once the detailed daily availability page has been completed,

select the “Submit” button. A popup will appear with a “Summary of Availability”
to review before submission of the availability information to OHO. Changes may
be made to the availability information by clicking “Cancel” and going back to the
detailed daily availability page.

3. Once the availability information has been confirmed, click “Submit” on the popup

screen. Selecting this button will finalize the monthly availability submission for
the DSG, region, and TSM, and send the information to OHO. Once selected, the
user will no longer be able to modify availability information through the
portal. The user will be able to view the data in a read-only mode. If changes to
the monthly availability submission are required, users should contact SSA’s
External Liaison Unit at 866-964-1714 or by email at:

OHO.NSD.NSS.ELU.General.Inquiries@ssa.gov