1. What Is an On-the-Record (OTR) Decision?

An OTR decision is a fully favorable determination made without holding a hearing. Instead of waiting for your scheduled court date, the ALJ reviews your medical and vocational evidence in the file to determine if your claim can be approved based solely on existing documentation.

2. When Is an OTR Decision Appropriate?

You should consider requesting an OTR decision if:

• Your medical evidence clearly proves you meet SSA’s disability standards without needing testimony.
• Your condition has worsened significantly since your last denial, and updated records prove functional limitations preventing work.
• You have extensive recent treatment records, specialist reports, and Residual Functional Capacity (RFC) assessments supporting your inability to work.

3. Benefits of an OTR Decision

• Faster approval: Avoids the long wait for a hearing, which in Illinois can be 8 to 14 months or longer depending on the hearing office.
• No need to testify: Beneficial for claimants who struggle with severe anxiety, cognitive issues, or physical limitations preventing attendance.
• Quick resolution: Provides faster access to needed monthly benefits and back pay.

4. How to Request an OTR Decision in Illinois

Here are the steps to request an on-the-record decision effectively:

a. Gather Strong Supporting Evidence

Before requesting an OTR decision, ensure your file includes:

• Recent, comprehensive medical records from all treating doctors
• Specialist evaluations confirming diagnosis, treatment, prognosis, and work limitations
• A detailed RFC assessment from your treating physician explaining why you cannot perform past work or adjust to other work
• Any hospital records, imaging results, psychological evaluations, therapy notes, and functional assessments demonstrating the severity of your condition

b. Draft a Formal OTR Request

Write a clear and concise On-the-Record request letter addressed to the Office of Hearings Operations (OHO) in Illinois where your hearing is scheduled. Include:

• Your full name, Social Security Number, and appeal case number
• A statement requesting an On-the-Record decision for your pending disability claim
• A summary of your disabling conditions, treatments, and functional limitations
• Reference to attached supporting evidence that clearly demonstrates your inability to perform substantial gainful activity
• A concluding statement requesting a fully favorable decision based on the record to avoid the need for a hearing

c. Submit Your Request

Submit your OTR request by:

• Mailing or faxing it directly to your assigned OHO office
• Uploading it to your SSA online appeal account, if available
• Confirming receipt by calling the OHO office a week after submission

5. Who Reviews Your OTR Request?

Your OTR request is reviewed by:

• An Attorney Adjudicator or Senior Attorney assigned by SSA, if available, who can issue fully favorable decisions for clear-cut cases
• If not, it will go to the Administrative Law Judge (ALJ) assigned to your hearing, who will decide whether to grant an OTR approval or continue with the scheduled hearing

6. Likelihood of Success

Approval of OTR requests is not guaranteed. They are most successful when:

• The medical and vocational evidence in your file is strong, recent, consistent, and leaves little room for doubt
• Your conditions clearly meet a Blue Book listing or show inability to perform any work under the Medical Vocational Guidelines (grid rules)
• Your documentation demonstrates ongoing treatment and functional impairment preventing work activity

7. If an OTR Request Is Denied

If your OTR request is denied:

• Your case will proceed to the scheduled hearing before an ALJ.
• The OTR request does not negatively impact your hearing or appeal rights. It simply provides an opportunity for faster approval if the evidence is sufficient.

8. Tips to Strengthen an OTR Request

• Work with a disability attorney to prepare your request. Attorneys know how to phrase your limitations and align evidence with SSA approval standards.
• Ensure all medical providers submit current treatment records and functional evaluations before filing.
• Highlight why a hearing is unnecessary, referencing specific medical findings and daily living limitations that prevent any work.