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ISSUE DATE: 05/2013

The State Medical Review Team (SMRT) determines disability as required by specific programs. See 0010.18.05 (Verifying Disability/Incapacity - Cash), 0010.18.06 (Verifying Disability/Incapacity - SNAP), 0012.15 (Incapacity and Disability Determinations), 0012.15.06.03 (SMRT - Specific Program Requirements) for more information on specific program requirements.

Refer cases to SMRT when there has been no disability determination by the Social Security Administration and the disability is expected to last 12 months or longer.

Complete a State Medical Review Team Referral for Disability Determination (DHS-6123) (PDF) for every submission to the SMRT. Attach documentation to support the client's physical, psychological, and/or developmental disability (DD) condition.

Include the following when submitting a Referral to SMRT:

A completed State Medical Review Team Referral for Disability Determination (DHS-6123) (PDF).


A completed and signed State Medical Review Team Authorization to Release Protected Health Information (DHS-6124) (PDF).


A completed State Medical Review Team Adult Disability Worksheet (DHS-6125) (PDF) or State Medical Review Team Children’s Disability Worksheet (DHS-6126) (PDF).


Medical records that are less than 1 year old except:


Psychological evaluation results can be up to 5 years old.


Team evaluations from the school district can be up to 3 years old.


IQ test results when tests were completed at age 16 or older.

Include the following when submitting a Referral for a client recently hospitalized:

A State Medical Review Team Referral for Disability Determination (DHS-6123) (PDF).


If possible, a completed and signed State Medical Review Team Authorization to Release Protected Health Information (DHS-6124) (PDF).


Complete hospital records from a hospitalization within the last 3 months OR complete hospital records from multiple hospitalizations over the last year.

Complete hospital records include an admission history and physical and a discharge summary. If the client is still in the hospital, include records that show the results of a complete physical exam, any tests performed, and the treatment plan with prognosis.


Send results of a recent (no more than 3 months old) physical examination performed by a medical doctor which includes:

Pertinent medical history and current treatment, including medications.

The patient's description of current symptoms and functional restrictions.

Physical examination and clinical findings related to all impairments.

Pertinent laboratory findings.



Provide copies of relevant testing already completed such as reports of X-rays, MRI's, angiograms, stress tests, EMG's and CT's.


A psychiatric/psychological evaluation by a Licensed Psychologist or a Psychiatrist. The evaluation can be up to 5 years old. The psychiatric/psychological evaluation MUST CONTAIN ALL of the following:

Pertinent Medical History, including onset, previous treatment and diagnoses, hospitalization history, response to medications, course of disease and any clear point in time that symptoms worsened. For cyclic events (mood swings, panic attacks, psychotic manifestations), describe frequency, duration and exacerbating and precipitating factors.

The client’s report of current symptoms.

Current treatment plan including current medications and dosages, therapy goals and frequency, and progress the client is making in therapy.

Current level of functioning including frequency, quality and independence in performing household chores, shopping, taking medications, making and keeping appointments, taking medications and interacting with others. Describe current living situation and type and frequency of support services such as assistance or supervision by residential facility staff, case manager, family members, job coaches, etc.

Current mental status examination and clinical observations including appearance, hygiene, dress, mannerisms, psychomotor activity, style of relating, eye contact, ability to communicate, stream of consciousness, thought content, reality contact, affect and mood. Also include sensorium/cognition evaluation including reality contact, orientation x3, digits forward and reverse (using WAIS-III Digit Span subtest), serial 7’s from 100, calculations, delayed and remote memory, knowledge of current events, interpretation of proverbs, judgment and estimated IQ.

DSM-IV Diagnosis (Provisional diagnoses cannot be accepted).


A progress note current within 3 months that includes current diagnosis and ability to function, perform ADLs, and work related activities; or a GAF score.

For a school-age child include the most current Individual Education Plan (IEP) and Team Assessment from the child’s school.


Results of a Wechsler Adult Intelligence Scale (WAIS), administered and interpreted by a Licensed Psychologist qualified to perform such an evaluation. The report must include subtest scores and diagnosis. If the individual has an IQ under 80, or has significant functional difficulties despite an apparent adequate IQ, please give the result of the Vineland Adaptive Behavior Scales.

If the client is not a native English speaker, the preferred IQ tests are the Test of Non-Verbal Intelligence (TONI) or the Leiter International Performance Scales.

For a school-age child include the most current Individual Education Plan (IEP) and Team Assessment from the child’s school.

Counties may submit a Referral to SMRT by Fax or SIR Email:
Fax to 651-431-7461 or 1-800-311-3137.
SIR Email to the SMRT Case emailbox at

The county must attempt to collect medical evidence. Referrals submitted without any medical evidence must include an explanation of all attempts to collect the evidence with names of the providers contacted in the process. Referrals submitted without this explanation will be rejected and the county worker will be notified. SMRT cannot hold onto the records so workers will need to resubmit the original paperwork (referral, release, and worksheet) along with the medical evidence.

Clients who do not cooperate in the process cannot use disability as a basis of eligibility. Check for other bases of eligibility. Terminate or deny cases if none exist.

Retain the original materials submitted to SMRT in your agency's case file pending the outcome of the determination by the SMRT. The SMRT returns a determination by fax to your agency. A SMRT decision is binding on your agency, although clients may appeal. See 0027 (Appeals).

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