What are Disability Determination Services (DDS)?

What Exactly is the Disability Determination Services (DDS)? 

The Disability Determination Services (DDS) is the most critical, yet least understood, agency in the entire Social Security Disability (SSD) process. 

While the Social Security Administration (SSA) is the federal body that manages the disability program, the DDS is a separate, state-run agency that the SSA contracts with to handle the core of the disability evaluation. The DDS is fully funded by the federal government and must follow strict federal guidelines, but it is staffed by state employees.  

The DDS’s Primary Responsibility: The Medical Decision 

Once you file your initial application (for SSDI or SSI) at the local SSA Field Office, the case is transferred to your state’s DDS office. 

The DDS’s sole mission is to determine your medical eligibility by answering one question: Are you “disabled” under the SSA’s strict legal definition? 

Agency	Responsibility	Focus
SSA Field Office	Non-Medical Eligibility	Work credits (SSDI), income/assets (SSI), age, etc.
Disability Determination Services (DDS)	Medical Eligibility	Diagnosis, severity of symptoms, and functional limitations.

Who Reviews My Case at the DDS? The Adjudicative Team 

Your claim is handled by a two-person team at the DDS, providing both an administrative and a medical review: 

1. The Disability Examiner (DE)

• Your Main Contact: The DE acts as the case manager, developing the file from an administrative standpoint. 

• Core Duties: 

• Initiates contact with you to gather additional information (forms, interviews). 

• Sends authorizations and requests to every medical provider you have listed. 

• Ensures the file is complete, sometimes requesting additional tests or exams. 

2. The Medical Consultant (MC) or Psychological Consultant (PC)

• The Decision-Maker: This is a licensed physician (MC) or psychologist (PC) who does not examine you in person. 

• Core Duties: 

• Reviews the compiled medical records and lab results. 

• Applies the SSA’s Five-Step Sequential Evaluation Process (see Section 3). 

• Completes the Residual Functional Capacity (RFC) assessment—the official finding of what you can still do in a work environment (e.g., how much you can lift, how often you need to change position, your ability to concentrate). 

The 5-Step Evaluation Process DDS Must Follow 

The DDS team is legally required to follow the SSA’s sequential evaluation to assess adult disability claims. 

Step	Question the DDS Must Answer	Outcome if Answered Either YES or NO
Step 1	Is the claimant engaging in Substantial Gainful Activity (SGA)?	Yes: Denial  No: Moves to Step 2
Step 2	Does the claimant have a “severe” medical impairment?	Yes: Moves to Step 3  No: Denial
Step 3	Does the impairment meet or medically equal a condition in the Listing of Impairments (The Blue Book)?	Yes: Allowance (Approval)  No: Moves to Step 4
Step 4	Based on the claimant’s RFC, can they still perform any of their Past Relevant Work (PRW)?	Yes: Denial  No: Moves to Step 5
Step 5	Considering the RFC, age, education, and work history, can the claimant perform Any Other Work in the national economy?	Yes: Denial    No: Allowance (Approval)

 

Why DDS Denials Are Common and How to Avoid Them 

Initial claims have a low approval rate—nationally, only about 30% to 35% of initial applications are approved by the DDS. This highlights the critical nature of this stage.

Common Reasons for Denial at the DDS Level: 

• Lack of Cooperation: The applicant failed to return a key form (like the Function Report) on time or missed a scheduled exam. Failing to cooperate is an automatic technical denial. 

• Insufficient Medical Evidence: The DDS requested records, but the doctors’ notes were too brief, outdated, or did not contain objective tests (like MRIs, blood work, or psychological testing) that confirmed the severity of the diagnosis. 

• Lack of Specific Functional Limitations: The file contained diagnoses but no statement from a treating physician detailing the claimant’s specific limitations (e.g., “cannot lift more than 10 pounds,” or “needs unscheduled breaks every 30 minutes”). 

• Condition Not Severe Enough: The DDS concludes that the claimant’s limitations, while real, do not prevent them from performing their past work or adjusting to simpler work. 

What to Know About a Consultative Exam (CE) 

The DDS orders a CE (a physical or mental exam with a contracted doctor) when your existing medical evidence is insufficient. Do not miss this appointment; failure to attend will lead to a denial. 

• The Purpose is Not Treatment: The CE doctor is paid by the SSA to provide a snapshot of your condition for the disability file only. They are not your treating physician and will not prescribe medication. 

• Be Honest and Consistent: Explain your symptoms and limitations exactly as you do to your own doctors. Do not exaggerate or downplay your symptoms. The CE doctor’s report will be given significant weight by the DDS team. 

Learn more about the Consultative Exam in our guide: What Is a Consultative Examination?  

Understanding Reconsideration 

If the DDS denies your initial claim, the first step of appeal is called Reconsideration (in most states). 

• It Goes Back to DDS: This appeal is handled by the same DDS office, but by a completely new Examiner and Medical Consultant team. 

Contact Us for a Free Consultation    

At Trajector Disability, our team of experts is ready to help you understand your possible benefits and lead you through your journey! Whether you’re seeking Social Security Disability Insurance (SSDI) or Supplemental Security Income (SSI), our experts are ready to assist you. Schedule a free consultation, and rest assured—you won’t be charged unless your claim is approved. 

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