Initial Application Specialist

Position Summary

The Initial Application Specialist is responsible for completing Social Security Disability initial applications (IAs) and appeals with clients over the phone, and for advancing those applications to the Data Entry team for filing. Working from transfers received from the Intake and Contract Specialist teams — and from an outstanding follow-up list of clients who still need a new claim or appeal filed — the Initial Application Specialist guides each client through the required Social Security Administration (SSA) forms, gathers complete and accurate information, coordinates the supporting documentation needed to support the claim, and ensures the application is ready to be filed. The role is central to converting signed clients into filed claims, and demands accuracy, persistence, and strong client-service skills.

Key Responsibilities

Application Completion (On the Phone)

● Receive transfers from Intake and Contract Specialists and complete initial applications (IAs) and Disability Reports (DRAs) with clients over the phone.

● Complete the SSA disability application for every applicant, adding the supplemental income/assets application and medical/work-history forms as the client's circumstances require.

● Gather complete, accurate client information — validating identity, contact, work-history, and medical details — and apply the correct if/then logic to determine which forms are required.

● Handle appeals and complex pending-claim scenarios, including cases that require additional verification before filing.

● Confirm there is no conflicting pending claim before filing, and verify the application can be submitted (escalating hard-copy or blocked filings to the appropriate path).

● On weaker or marginal claims, discuss the client's limitations and work to obtain a Letter of Support (LOS) from the treating doctor before the case is turned down.

● Complete each application accurately and hand it off to the Data Entry team for online filing.

Follow-Up & Outbound Work

● Work an outstanding follow-up list of clients who still need a new claim or appeal filed, contacting them promptly to complete their application.

● Conduct persistent outbound follow-up, accurately dispositioning each contact attempt (e.g., contacted, left voicemail, no contact, voicemail full, wrong number).

● Coordinate with clients to obtain required medical forms (such as RFC and assessment forms), doctor cooperation, and other supporting documentation needed for the claim.

● Send RFC (Residual Functional Capacity) and assessment forms to treating providers and follow up to ensure they are returned.

● Return client voicemails and emails within the established window (e.g., within 24 hours).

● Re-verify client information when a filing is blocked or requires correction, and resolve outstanding items so the application can proceed.

Accuracy, Documentation & Handoff

● Ensure all required fields and forms are completed accurately and consistently before handoff to Data Entry.

● Maintain accurate, up-to-date records and notes within the case-management system.

● Advance completed files to the next system/stage in the pipeline so cases move toward Case Management assignment without delay.

● Participate in regular file and phone reviews, meeting the firm's quality standards on both.

● Minimize errors and correction letters by completing applications thoroughly the first time.

Communication & Collaboration

● Coordinate with Intake Specialists, Contract Specialists, Data Entry, and the File Department to ensure seamless, end-to-end case progression.

● Communicate status, obstacles, and escalations clearly to the Initial Applications Team Lead.

● Generate client referrals where appropriate, per established processes.

Performance Expectations & Key Metrics

Performance is evaluated against documented, data-driven targets sourced from the firm's authoritative systems. Representative targets include:

● IAs Completed On the Phone (OTP): meet the established completion benchmark (representative target ~5 IAs per day, or ~95 per month, for full-time; combined application/appeal volume up to ~15 per day FT / ~8 PT).

● Contact Rate & Follow-Up: maintain consistent outbound activity and an effective contact rate on the follow-up list, with accurate call dispositioning, and return voicemails/emails within 24 hours.

● Quality Reviews: meet the file-review and phone-review standards (target ≥ 85% on each).

● Accuracy / Quality: keep correction letters within the established limit (e.g., fewer than 2).

● Referrals: generate client referrals to the established standard (e.g., 2 referrals).

● Throughput: ensure completed applications are handed off to Data Entry promptly so claims are filed on time.

Targets/Goals are defined by Newlin Disability and are subject to change at any time to meet business needs.

Qualifications

Required

● Experience in intake, applications, case processing, customer service, or a related role.

● Strong verbal communication skills and a confident, empathetic phone presence.

● Excellent attention to detail and accuracy when completing forms and capturing client information.

● Strong organizational and time-management skills, with the persistence to work an ongoing follow-up list.

● Ability to work in a fast-paced, performance-driven environment.

Preferred

● Familiarity with the Social Security Disability application and appeals process and SSA forms.

● Experience completing applications or detailed forms with clients over the phone.

● Familiarity with case-management systems.

● Experience in a Social Security Disability, legal, or healthcare-administration environment.

Core Competencies

● Accuracy & Thoroughness — completes complete, correct applications the first time.

● Client Service — guides clients through detailed forms with patience and professionalism.

● Persistence — works the follow-up list effectively to reach clients and complete claims.

● Organization — manages multiple in-progress applications and supporting documentation.

● Collaboration — keeps clean handoffs across Intake, Contract, Data Entry, and File teams.

This job description describes the general nature and level of work performed and is not an exhaustive list of all duties. Responsibilities may evolve to meet business needs.

Pay: From $15.00 per hour

Application Question(s):

• Have you ever worked at or applied to Newlin Disability or Fleschner, Stark, Tanoos & Newlin?
• Are you related to anyone who works at Newlin Disability or Fleschner, Stark, Tanoos & Newlin?

Work Location: Hybrid remote in Terre Haute, IN 47807

Salary : $15