1. Understand What the SSA Needs

The SSA doesn’t just want proof that you have a medical condition — they want evidence showing how your condition limits your ability to work. This means your records should show:

• A clear diagnosis from a qualified medical professional
• Treatment history, including medications, therapies, and surgeries
• Objective test results such as MRIs, X-rays, blood tests, or nerve studies
• Functional limitations — for example, how far you can walk, how much you can lift, or how long you can stand or sit

2. Gather Records from All Relevant Providers

You’ll need to collect records from every healthcare provider who treated you for your disabling condition, including:

• Primary care physicians
• Specialists (orthopedic, neurologist, cardiologist, etc.)
• Mental health providers
• Physical therapists
• Hospitals, clinics, and urgent care facilities

Don’t assume the SSA will automatically track these down — it’s best to submit them yourself to ensure nothing is missed.

3. Include Detailed Treatment Notes

General summaries are not enough. The SSA looks for specific details in your medical files, such as:

• Dates and frequency of visits
• Doctor’s observations and progress notes
• Side effects of medications
• Response to treatments
• Changes in your ability to perform daily tasks

If your medical records don’t go into detail about your limitations, consider asking your doctor to complete a Residual Functional Capacity (RFC) form that clearly outlines what you can and cannot do.

4. Make Sure Records Are Current and Complete

Your records should cover your medical history from the onset of your disability to the present. Outdated records without recent updates may cause the SSA to question whether you are still disabled.

If you’ve recently changed doctors or moved to a new clinic, be sure to gather older records and connect them to your current treatment.

5. Organize Your Records for Submission

While the SSA will accept your medical records in almost any form, submitting well-organized, chronological records can help prevent delays. Group documents by provider, then by date, and label them clearly before submission.

If you submit online, scan your records into PDF files that are easy to read and upload them directly to your application or through the SSA’s Electronic Records Express system.

6. Avoid Common Medical Record Mistakes

Some frequent errors Oklahoma applicants make include:

• Forgetting to include mental health records for conditions like anxiety or depression
• Submitting only lab results without treatment notes
• Leaving out emergency room visits or hospital stays related to the disability
• Not providing records that cover the entire relevant time period