What to Expect at a Video Hearing for Disability Benefits

If you’re scheduled for an Administrative Law Judge (ALJ) video hearing at home, the hearing will follow the same process as an in-person hearing. You just join from a private location instead of going to a hearing office.

This article explains what to expect at a video hearing for disability benefits, including how to join, who might participate, how the judge uses your record, and how to talk to your representative privately. It also covers what happens if you have technical difficulties. 

Joining Your Social Security Disability Video Hearing

The Social Security Administration (SSA) uses Microsoft Teams for online video hearings, a type of remote hearing. After your hearing is scheduled, the SSA sends an official hearing notice by mail. You also get an email with the link to join the video hearing and a reminder email a few days before the hearing.

On the day of the hearing, the SSA recommends you open the meeting link 15 minutes before your scheduled start time so you can enter the virtual lobby and be ready when the judge is ready to start.

If you’re already signed in to a Microsoft Teams account, the link takes you to the hearing lobby. If you’re joining as a guest, enter your full first and last name and select the option to join the meeting. You don’t need a Microsoft account to join.

The lobby is a virtual waiting room. A hearing reporter will admit you when the judge is ready. Once you’re admitted, turn on your camera and microphone if they aren’t already on.

If you can’t join because of an Internet or computer problem, call the hearing office. Troubleshooting other technical issues is discussed later in the article.

Who Participates in the Video Hearing

The ALJ conducts the hearing. If you have a disability representative, they will join you online. If you need an interpreter, they may join by phone, in which case you will hear them without seeing them on screen.

A hearing assistant or hearing reporter starts the official audio recording when the judge is ready to go on the record. That person monitors the recording throughout the hearing.

Depending on your case, other participants may include:

• A vocational expert
• A medical expert
• Other witnesses

Not every hearing includes all of these people. You may also hear an expert but not see them on screen if they join the hearing by phone.

Video Hearing Process

Once the ALJ video hearing starts, the judge explains who is participating and how the hearing will work. Anyone who testifies is sworn in before they speak.

At a disability hearing, the judge typically asks you questions about your claim and you answer. Your representative may also ask you questions, and the judge may ask follow-up questions.

If a vocational or medical expert is part of the hearing, the judge will ask questions and hear expert testimony about the issues they were brought in to address. Your representative can also ask the expert(s) questions. See examples of ALJ questions and the most helpful way to answer.

Try to let one person speak at a time so everyone can hear clearly and the hearing recording will be clear. If you can’t hear someone or aren’t sure who is speaking, tell the judge.

If you need to get the judge’s attention without interrupting, use the raise-hand button on your screen. The judge or hearing staff can see that you’ve raised your hand and give you a chance to speak.

How Evidence Is Reviewed During the Hearing

The judge and your representative can both discuss medical evidence and other records in your electronic file. The judge may ask you about a medical record, work record, or another document in your file. Your representative can also ask questions about your medical evidence and other records. 

New evidence typically must be submitted for a Social Security Disability Insurance (SSDI) or Supplemental Security Income (SSI) claim at least five business days before the hearing. If you miss that deadline, the judge may not consider new evidence unless you meet one of the SSA’s exceptions for submitting late.

The judge can accept late evidence if you missed the deadline because of a disability, difficulty understanding the process, or language barrier. They may also accept late evidence if you had a health issue, death in the family, or another emergency situation.

You can’t add a document to the record by holding it up to the camera. New evidence has to be submitted through the SSA’s normal process, which is through your representative’s electronic access or by sending it to the hearing office. The judge decides if the evidence becomes part of the official record.

Need help testifying at your hearing? This article offers tips on how to testify without hurting your credibility.

How to Talk to Your Representative Privately

If you need to speak privately with your representative at a disability hearing, tell the judge. Your representative can also ask to pause the hearing so you can talk.

When the judge gives you time to talk privately, you and your representative should mute your microphones while you speak, then unmute them when you’re ready to continue. Don’t use the hearing chat for a private message. Everyone in the hearing can see what you type there.

Technical Problems During a Video Hearing

Technical issues can be frustrating, but you can usually troubleshoot them.

If you can’t hear the judge or another participant, say so right away. Check that your speakers are on and your volume is turned up. Make sure that your computer is connected to your headset if relevant. If others can’t hear you, make sure your microphone isn’t muted and your volume is high enough.

If participants can’t see you, look for the camera icon on your screen. If there is a slash through it, click or tap the icon to turn your camera back on.

If you’re still connected but can’t fix the problem, use the chat to let the judge know what’s happening. Remember that everyone in the hearing can see the chat. If you lose the connection completely in a remote hearing, call the hearing office. 

When a technical problem can’t be resolved, the judge decides what to do. If you and your representative approve, the judge may switch the hearing to a phone call. If you don’t consent to that switch or can’t do the hearing by phone, the judge may have to stop the hearing and continue it on another date. When that happens, you get a new hearing notice in the mail. Depending on the hearing office’s backlog, it may be months before you can complete the hearing.

Recording Rules for Video Hearings

Although you participate by video, the official record is an audio recording. Your or your representative can request a copy of the hearing or a written transcript, which may have a fee.

You can’t make your own video recording, take photos or screenshots, or record the audio unless the judge gives you permission.

What a Disability Representative Can Do in a Hearing

A disability representative takes an active role in the hearing. They may present your case, refer to evidence in the record, and question witnesses about your claim.

The SSA usually gives your representative a lot of freedom in questioning witnesses, although the judge can limit questions that are repetitive or that intimidate, harass, or embarrass a witness.

If the hearing includes vocational or medical expert testimony, the judge, you, and your representative can ask questions about what the expert says. 

Your representative can also raise objections when appropriate and ask to speak with you privately when needed.

If you want a representative for your hearing, Advocate can support you.

Our disability specialists are experts with SSDI and concurrent SSDI and SSI claims. We’re not attorneys, but we can help you prepare for the hearing and represent you at the hearing.

You don’t have to do this alone.