Before you start your Green Light intake, gather as many of these documents as you can. The more you have, the more thorough your AI review will be — and the stronger your case file will be when it reaches SSA or a professional.
Don't have everything yet? That's okay. You can still start your intake and upload documents you already have. Green Light's AI will identify exactly what's missing and tell you what to gather next. But the more you have ready before you start, the better your review results will be.
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Medical Evidence
The most important part of your claim. SSA needs to see your conditions documented by doctors.
📋 How to get your medical records — step by step
1
Make a list of every provider who has treated you — primary care doctor, specialists, hospitals, urgent care centers, mental health providers, labs, and imaging centers. Each one holds separate records.
2
Contact each provider's Medical Records department (also called Health Information Management or HIM). Call the main number and ask to be transferred. Most hospitals have this listed on their website.
3
Request a "Release of Information" form (sometimes called a HIPAA Authorization form). Most providers have this on their website under "Patient Services" or "Medical Records." You can also ask them to email or mail you a copy.
4
Fill out the form with: your full legal name, date of birth, dates of treatment you want, what records you need (ask for everything — treatment notes, lab results, imaging reports, discharge summaries), how you want them delivered (email PDF is fastest), and your signature and date.
5
Submit and follow up. Under HIPAA, providers must respond within 30 days. Many respond faster. If you haven't heard back in 2 weeks, call and ask for a status update. Providers cannot deny your request or charge unreasonable fees for copies.
6
For X-rays and imaging: the written radiology report is usually in your medical records, but the actual image files (DICOM format) are held separately by the imaging center or radiology department. Request both — the report AND the images on a CD or via a digital download link.
⚠️ If the provider has closed or moved
When a hospital or practice closes, state law requires them to notify the state health department and name a records custodian. Contact your state health department or state medical board — they can tell you where those records went. Records from closed practices are often held by a medical records storage company for years after closure.
⚠️ Records from 10–15 years ago
You have the legal right to request records regardless of how old they are, as long as the provider still maintains them. Under HIPAA, your right to access records does not have a time limit — only the provider's retention policies do. Most hospitals keep records for 7–10 years; some longer. Older records that were never digitized won't appear in online patient portals — you must request them directly by phone or letter. If records were legally destroyed after the retention period expired, the provider is not required to reconstruct them, but they must tell you that in writing.
💡 Pro tip: start with your insurance company
Your health insurance company (past and present) may have claims records that list every provider you've visited and every procedure billed, going back years. Request your Explanation of Benefits (EOB) history — it's a useful map of your treatment history even when you can't remember every provider you saw.
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RFC Form — Most Important Document to Request
Most doctors don't provide this unless specifically asked. It can make or break a claim.
A Residual Functional Capacity (RFC) form is a written statement from your treating physician describing exactly what you can and cannot do physically and mentally because of your condition — how long you can sit, stand, walk, how much you can lift, whether you can concentrate, etc. SSA uses this to determine whether you can work. It is the single most valuable document you can have and most doctors will not fill one out unless you ask specifically.
📋 How to get an RFC from your doctor
1
Ask your treating physician at your next appointment — ideally the doctor who knows your condition best. Say: "I'm applying for Social Security disability and I need you to complete a Residual Functional Capacity form documenting my limitations."
2
Download an SSA RFC form. Search "SSA RFC form fillable PDF" — SSA Form SSA-4734 (Physical RFC) and SSA-4735 (Mental RFC) are the standard forms. Bring a copy to your appointment so the doctor can complete it on the spot or return it to you.
3
Be specific about what you need documented — sitting limits, standing limits, walking distance, lifting capacity, concentration, need for rest breaks, number of absences expected per month. The more detailed, the better.
4
If your doctor won't complete one, ask a specialist who treats you instead. Any licensed treating physician can complete an RFC. If no doctor will complete one, your Green Light AI review will flag this as a critical gap and recommend options.
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Prior SSA Documents
If you've applied before, these are critical.
📋 How to get your SSA documents
1
Log into my Social Security at ssa.gov/myaccount — your online account shows your current claim status, past decisions, and some correspondence.
2
Call SSA directly at 1-800-772-1213 if you need copies of past decision letters. Have your Social Security number ready. They can mail copies or tell you where in the process your claim stands.
3
Check your records. Denial letters are typically sent by certified mail — check old mail, email, or ask a family member who may have received correspondence on your behalf.
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Work History Documents
SSA needs your last 15 years of work history to determine eligibility.
📋 How to get your Social Security earnings record
1
Go to ssa.gov/myaccount and create or log into your my Social Security account.
2
Download your Social Security Statement — it shows your complete earnings history year by year and the number of work credits you've earned. This is the most reliable source of your work history.
3
If you can't access it online, call SSA at 1-800-772-1213 and request a paper copy by mail. It typically arrives within 2–4 weeks.
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Identity Documents
Needed when you submit directly to SSA — not collected by Green Light.
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Situation-Specific Documents
Gather these if they apply to you.
📱 How to scan documents with your phone
You don't need a scanner to upload documents. iPhone users: open the Notes app, create a new note, tap the camera icon, and choose "Scan Documents" — it produces clean, flat PDFs automatically. Android users: Microsoft Lens (free) or Adobe Scan (free) do the same thing. For best results, lay documents flat on a dark background in good lighting before scanning.
Ready to start your review?
Upload what you have now. Green Light's AI will identify exactly what's missing and what to gather next.