106-4 SSA STATE ONLINE QUERY (SOLQ)
The State Online Query (SOLQ) interface allows authorized EIS users to inquire on client information maintained by the Social Security Administration (SSA). The SOLQ interface provides direct online access to individual Social Security records, which the interface processes immediately and sends back an online response to the requestor.
The Department of Health (DOH) under the terms and conditions of a security agreement with the Social Security Administration can use and benefit from the SOLQ as follows.
Access to social security records through SOLQ is only allowed for determining eligibility and benefits for the following public assistance programs.
Note:
For all other public assistance programs, staff must continue to use the State Verification and Exchange System (SVES) to request information from the Social Security Administration. Information available through SVES is similar to that provided through SOLQ, but the response time is two to four working days. For more information on SVES, refer to EIS Procedures 1999-7 Prisoner Match Information, 1997-7 New SVES Screen (Quarters of Work), and 1996-1 SVES Information.
2. General Social Security Information
The SOLQ interface will provide the following information from Social Security records.
3. RSDI Information (Title II of the Social Security Act)
The SOLQ also includes information for Social Security Retirement, Survivors, and Disability Insurance (RSDI) cases.
4. SSI Information (Title XVI of the Social Security Act)
The SOLQ contains additional information on Supplemental Security Income (SSI) cases.
Note:
The SOLQ does not include quarters of work or prisoner match information. This information must be requested through the SVES interface.
5. Benefits of the SOLQ Access
The SOLQ interface provides direct online access to Social Security records with many benefits.
106-4 B. SYSTEM ACCESS CONTROL
Access to the SOLQ is controlled by a state employee's EIS User Profile. Authorized access to the SOLQ requires an employee to have the appropriate EIS User Profile and have completed the required web-based "SOLQ Security" training course.
To determine if an employee's EIS User Profile includes the SOLQ interface go to the EIS Inquiry Menu (INME). If the INME displays "14 State Online Query" the SOLQ interface is available on the employee's EIS User Profile.
The Division of Public Assistance Security Manual and the EIS Procedure 2008-1 State Online Query (SOLQ) User Guide provides information on the use of the SOLQ and the safeguarding of client information.
The terms and conditions of the SOLQ security agreement limit access and inquiries to information related to the administration of an approved program. Administration includes eligibility, supervisory and case reviews, quality assessment, and policy analysis, and for purposes of system maintenance testing.
The agreement includes DOH employees in the Division of Public Assistance and employees in the Office of Children's Services responsible for determining Medicaid eligibility for children in custody.
106-4 C. CONFIDENTIALITY AND DISCLOSURE OF INFORMATION
Refer to Administrative Procedures Manual section 100-3 Confidentiality for further guidance on confidentiality and protection of client records.
All SOLQ inquiries made by users are monitored. Employees are prohibited from accessing the SOLQ and browsing Social Security records for information not related to a legitimate client case. Additional use restrictions apply when the client's Social Security information pertains to public assistance cases that include a relative or another employee. These cases must be referred to a supervisor.
An intentional SOLQ inquiry that is not required to perform activities directly related to the determination of eligibility for public assistance programs identified in Administrative Procedures Manual section 106-4 A 1. Approved Programs is a violation of both state and federal law and may result in felony prosecution.
106-4 E. EMPLOYEE RESPONSIBILITIES
Before accessing the SOLQ interface, employees MUST complete the web-based "SOLQ Security" training course and pass the final exam to become an Authorized SOLQ User.
A new employee with the SOLQ interface access will be referred to the Web Based SOLQ Security Training course by email. The employee must complete and pass the web-based "SOLQ Security" training course within 30 days of receiving the email or prior to accessing SOLQ, whichever comes first.
Under no circumstances is an employee to access the SOLQ prior to having completed the training and passed the final exam. Once the training is completed, the employee must provide his/her supervisor with a copy of the completed training certificate.
Documentation in EIS Case Note (CANO) screen is necessary to substantiate information obtained from the SOLQ. Results of the inquiry must be documented, including the date it was accessed.
Refer to the Administrative Procedures Manual sections 103 Casefiles, 103-1 The Case File Folder, and 109 CANO Documentation for more information on documentation.
106-4 F. SUPERVISOR RESPONSIBILITIES
Supervisors must ensure that employees with SOLQ access complete the web-based "SOLQ Security" training course within the following guidelines. Supervisors must file complete training certifications in the employee's file.
SOLQ will be implemented in January 2008. All employees with an EIS User Profile with SOLQ access are required to complete and pass the web-based "SOLQ Security" training course within 90 days of the implementation date or prior to accessing SOLQ, whichever comes first.
A new employee with the SOLQ interface access will be referred to the Web Based SOLQ Security Training course by email. The employee must complete and pass the web-based "SOLQ" training course within 30 days of receiving the email or prior to accessing SOLQ, whichever comes first.
106-4 G. EIS PROCEDURE FOR PERFORMING SOLQ INQUIRY
Refer to EIS Procedures 2008-1 State Online Query (SOLQ) User Guide for detailed information on how to perform an SOLQ inquiry.
1. EIS User Profile
The Eligibility Information System (EIS) security is profile driven. When an individual is given an EIS User ID and Password, a profile is assigned. The profile defines the menus, screens, and update capability the EIS user is authorized to access. Not all EIS User Profiles have SOLQ access. Based on the individual's job functions, the Systems Operations Security Team and the employee's supervisor will determine whether a profile with SOLQ access is appropriate.
2. Authorized SOLQ User
An Authorized SOLQ User is an employee with an EIS User Profile that includes access to SOLQ and has completed and passed the web-based "SOLQ Security" training course and provided his/her supervisor with the course completion certification.
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