Social Security disability hearings are often held by video, using Microsoft Teams. While the shift to video hearings has improved scheduling flexibility and allowed many cases to move forward without long delays, it has also introduced a layer of technology that can catch clients—and sometimes representatives—off guard.

Many claimants have never used Microsoft Teams before the day of their hearing. Even clients who are generally comfortable with smartphones or tablets may have trouble navigating Teams the first time, particularly when it comes to downloading the app, entering the hearing, or troubleshooting audio and video settings. The last thing anyone wants is to spend the first 15 minutes of a scheduled hearing trying to get connected, especially when the ALJ and hearing reporter are already waiting.

The solution is simple: schedule a Microsoft Teams video call with your client in advance of the hearing.

This short prep session offers multiple benefits:

• Ensures they can access Teams: Some clients may need help downloading the app or understanding how to join via link or meeting ID.
• Tests their device: Microphones, cameras, and speakers all need to work properly. If there’s an issue, you’ll have time to pivot to a different device.
• Gives them confidence: Just as we prepare our clients for questioning, we should also prepare them for the virtual environment. Familiarity with the format reduces stress.
• Avoids surprises: Sometimes the client’s preferred device turns out to be incompatible, or they’re planning to take the call from a location with poor reception. These are problems you can solve ahead of time—not while the judge is waiting.

Ideally, the test run should be held a few days before the hearing, and it should be conducted on the same device and in the same location the client plans to use during the hearing itself.

A quick Teams check can make all the difference on hearing day.