Residual Functional Capacity Forms [Download Free RFC Form]

Note: This form is also known as an Attending Physician Statement (APS) or a Medical Source Statement (MSS). We will use these terms interchangeably throughout the rest of this article.

What Is A Residual Functional Capacity Assessment?

A residual functional capacity assessment evaluates your impairment(s) and any related symptoms, such as pain, that may cause physical and mental limitations affecting what you can do in a work setting. Your RFC is the most you can still do despite your limitations.

Why RFC Forms Are Better Than Your Records

Many claimants think, “If my medical evidence is strong, why should I get an RFC form completed?”

Your records rarely specify opinions or conclusions regarding your ability to work. The claims examiners at DDS and disability insurance companies are not doctors, so they cannot easily translate medical findings into specific work-related impairments. Submitting completed RFC forms:

• It makes the claims handler’s job easier;
• It allows a claimant to present a professional interpretation of the medical evidence, as opposed to simply submitting the evidence by itself;
• It is far superior to a short statement or letter from a doctor on behalf of a claimant (such letters rarely, if ever, help to win a case) and
• It allows the physician to comment on a claimant’s limitations concerning exertional ability, postural limitations, strength, range of motion, and mobility.

This is why it is essential for a physician to “bridge the gap” between your medical diagnoses and your work-related impairments with an RFC form. Every disability applicant should submit a completed RFC form unless they cannot obtain one. If you see multiple doctors, you should try to obtain a statement from each doctor.

Navigating RFC Forms with Multiple Doctors or Inconsistent Medical Histories

Dealing with multiple treating physicians or gaps in your medical treatment doesn’t have to complicate your disability claim—if you approach the RFC process thoughtfully. Start by identifying which of your doctors is most familiar with your primary disabling conditions. It’s important to request an RFC form from the provider who has treated you most regularly for the specific impairment(s) that form the basis of your claim. This doctor’s opinion often carries more weight because it reflects both expertise in the relevant condition and a consistent treatment relationship.

If your medical history is spotty or you’ve switched providers over time, consider speaking with an experienced disability attorney. A good lawyer can help streamline communication among your medical team, explain to your doctors the importance of these forms, and determine whose opinions will be the most beneficial for your application. In many cases, an attorney can also recommend steps to strengthen your documentation, such as scheduling follow-up appointments or obtaining specialist evaluations, which can help solidify your medical record.

Ultimately, clear and well-organized RFC submissions from the doctors most familiar with your conditions are key to bridging any gaps caused by inconsistent care or multiple providers.

What Form Does My Doctor Need To Fill Out For Disability?

You can download a generic mental RFC or physical RFC form for free from our website. However, remember that the same forms are used for every claimant, regardless of that individual’s specific impairments. A custom form makes it easier for your doctor to identify physical or mental limitations that only apply to specific medical conditions.

Since each medical condition has specific impairments, we have created custom forms for many conditions. We have physical RFC forms for neck, back, heart, lung, shoulder, knee, hip, foot, fibromyalgia, and migraine headaches. This list is incomplete; we have dozens of forms, including less common medical conditions like dysautonomia and Lyme disease. We also have mental RFC forms for conditions like bipolar disorder and PTSD.

What Do Sample Completed RFC Forms for Common Physical Conditions Look Like?

To give you a clearer idea of what a strong RFC form should include, let’s look at how typical forms address some of the most common physical disabilities—like degenerative disc disease, carpal tunnel syndrome, and coronary artery disease. Each form is tailored to capture the real-world limitations that stem from a specific diagnosis.

No matter the condition, a well-completed RFC form will:

• Address the unique symptoms and functional restrictions posed by that particular illness or injury
• Reference objective medical evidence, such as MRI results or nerve conduction studies
• Offer clear, specific answers about how those impairments translate into work-related limitations (for example: how long you can stand, how much you can lift, whether repetitive motions are possible, etc.)

While your own RFC may reflect different diagnoses or details, reviewing these examples helps you—and your physician—understand the level of detail the decision-makers expect. The physician’s responses should tie their conclusions directly to your medical findings and avoid vague statements. Where possible, they should quantify restrictions (such as “cannot sit for more than 20 minutes at a time” or “must avoid repetitive wrist movements”).

Ultimately, a completed RFC form should provide a practical, day-to-day snapshot of your functional capacity, rooted in the medical facts. This makes your claim clearer and more compelling for the disability reviewer.

Who Can Fill Out An RFC Form?

A doctor who submits a residual functional capacity form should be a treating physician. A treating physician is qualified to evaluate the claimant’s medical condition and how the condition affects the claimant because the doctor has a history with the claimant.

When Is the Best Time to Ask My Doctor to Complete an RFC Form?

You’ll want to have your treating physician complete an RFC form as early in the disability application process as possible. The sooner your file contains a well-supported medical opinion, the more likely it is that claims examiners will have the information they need to make a favorable decision before your case drags on for months—or even years.

Ideally, inform your doctor about your intent to apply for disability benefits before you submit your application. This heads-up allows your physician to start gathering supporting medical evidence and to anticipate your request for an RFC form. Waiting until later stages (like during an appeal or hearing) risks unnecessary delays and can weaken your claim’s foundation right from the outset.

By involving your doctor early, you ensure that their assessment of your limitations is accurately reflected and thoroughly documented when it matters most.

Are RFC Forms Completed by DDS Doctors Helpful?

Applicants often wonder whether an RFC form prepared by a doctor at Disability Determination Services (DDS) will strengthen their case. In reality, RFC forms completed by agency doctors rarely favor the claimant. These evaluations are frequently used by DDS to support denials rather than approvals. This is one of the main reasons it is so important to submit an RFC form completed by your own treating physician—someone familiar with your unique medical history and limitations.

Your treating physician’s detailed, firsthand knowledge of your condition typically carries more weight with decision-makers than the assessment of a doctor who has never met you and relies solely on your paperwork. Whenever possible, be sure that your RFC forms come from doctors who have been actively involved in your care.

What Should The RFC Form Say?

Medical opinions only carry weight if they are specific enough to indicate the patient’s limitations and explain why the physician believes the patient is disabled and unable to work. For these reasons, an RFC form should contain the following elements:

1. It should identify the claimant’s diagnosed condition(s);
2. It should indicate the date of the diagnosis;
3. It should indicate the prognosis (or future outlook) for the condition(s) and
4. Most importantly, it should identify all the various ways the claimant is functionally limited (which evidences how and why the claimant would be unable to sustain full-time work activities).

Regarding item number four above, it is usually most helpful for a doctor to complete a check-off style form that allows the doctor to address the claimant’s level of impairment. For physical impairments, the doctor may opine as to the claimant’s physical strength level, range of motion, postural or ambulatory limitations (sitting, standing, walking, bending, crouching, reaching, balancing), their ability to lift and carry weight on an occasional or frequent basis, their deficits concerning their senses (seeing, hearing, feeling, grasping, manipulating), and any other physical shortcomings the claimant may have.

If the claimant’s disabling condition is mental, the treating psychiatrist or psychologist should indicate their cognitive deficits. For example:

• Do they have trouble retaining information, learning information, concentrating, getting along with supervisors or co-workers, etc.?
• Does the patient have poor memory, decreased energy, illogical thinking, and so on?

The mental RFC may also indicate the patient’s ability to persist in the areas of concentration and attention, as well as the patient’s ability to interact socially in work settings, assimilate new information, and successfully engage in SRRTs (simple, routine, repetitive tasks).

Ensuring that your RFC form is both timely and accurate is crucial. An outdated or incomplete form can lead to an inaccurate assessment of your limitations and may result in a denial of your claim. Ensure your doctor fills out the form and explains each limitation noted. This will give the claims examiner a clearer picture of your condition and its impact on your ability to work.

What Is the Best Way to Ask My Doctor to Fill Out an RFC Form?

Approaching your doctor to complete an RFC form can feel a bit daunting, especially if you’ve never had to ask for detailed paperwork before. However, securing a thoughtful and comprehensive RFC form is vital, so it’s important to make the request in a way that supports both your needs and your doctor’s workflow.

First, schedule a dedicated appointment solely for the purpose of reviewing and completing the RFC form. By doing this, you’ll give your doctor an opportunity to focus specifically on your medical limitations without feeling rushed. Let your doctor’s office know in advance why you’re coming, and bring a copy of the RFC form with you, along with any supporting records or notes that might assist in filling it out accurately.

If you need to ask during a routine visit, bring the form along and offer it at the start of the appointment. Gently explain why it’s important for your disability claim and express your appreciation for their help. Make it clear that you value their medical expertise and that their careful and honest input can make a significant difference in your case.

Avoid situations where your doctor simply signs a form you have filled out yourself. Disability examiners can often spot handwriting inconsistencies, and this could undermine the credibility of the form.

While it may seem easier to mail or fax your RFC form to your doctor’s office, be aware that forms sent this way can sometimes be overlooked or delayed. If you must send the form remotely, follow up with a polite phone call or message to confirm it was received and to check on its status.

Ultimately, your goal is to present your request respectfully and to emphasize how much it means to have their detailed professional opinion reflected on the form. Taking these steps not only increases your chances of getting a complete and useful RFC form but also strengthens your overall disability claim.

What Should I Do If My Doctor Is Reluctant or Refuses to Fill Out an RFC Form?

It’s not uncommon for claimants to encounter some resistance from their healthcare providers when requesting an RFC form. Many doctors have busy practices and may view disability paperwork as time-consuming or outside their usual responsibilities. However, there are several practical steps you can take if your doctor seems hesitant or declines to complete the form.

Start by explaining the importance of the RFC form in your disability case. Make it clear that their detailed insights into your condition are vital for accurately communicating your limitations to the Social Security Administration (SSA) or other agencies. Emphasize that their input is a key piece of evidence that can significantly impact the outcome of your claim.

Consider these strategies if you’re facing reluctance:

• Schedule a specific appointment to discuss your disability application, so your doctor has dedicated time to review the form and your medical history without feeling rushed.
• Provide a copy of the partially completed form or fill out the straightforward sections yourself (such as personal information), making it easier for your doctor to focus on the medical aspects.
• Offer supporting documentation—for instance, bring recent test results, treatment notes, or symptom logs to illustrate your challenges and jog your doctor’s memory.
• Clarify that there may be a fee for their time, which you are willing to cover, as some providers charge for report preparation.

If, after making these efforts, your doctor still declines, do not panic. You can seek support from a different provider, such as a specialist you’ve been seeing regularly or, in some cases, a nurse practitioner or physician assistant familiar with your condition. The crucial point is to secure a medical professional who understands your challenges and can provide an objective, detailed statement regarding your limitations.

By being proactive and respectful of your doctor’s time, you increase the likelihood of receiving the documentation you need to support your claim.

How Long Does It Typically Take for a Doctor to Complete an RFC Form?

Patience is important when waiting for your doctor to complete an RFC form. The form itself is fairly detailed and often takes at least an hour for the physician to fill out thoroughly. It’s unlikely your doctor will be able to finish it during a routine appointment, so give them adequate time—usually a week or two is reasonable.

It’s also common for medical offices to charge a modest fee for completing paperwork of this nature, so don’t be surprised if there’s a charge.

If you haven’t heard back after a reasonable amount of time, a gentle follow-up is appropriate. Sometimes forms can unintentionally slip through the cracks, so reaching out—either directly or through office staff you trust—can help keep the process moving. Consider leaving an additional copy of the form with a nurse or front desk staffer if you have a good rapport; an extra set of eyes on the process never hurts.

Staying polite and persistent will help ensure your form is completed without any unnecessary delay.

Can A Doctor Write A Letter For Disability?

A statement from your doctor can often make the difference between winning or losing your disability claim, but that does not mean any statement will be helpful. The statement should not be too brief to be of any use or too conclusory. I cannot tell you how often our office has received a call from an excited client who says the doctor wrote them a statement that will win the case. It’s usually an extremely brief note on a prescription pad that says little more than “My patient is completely disabled and unable to work.” Unfortunately, this type of statement is useless to the disability claims examiner.

Residual Functional Capacity Forms: Tips For Successful Completion

1. Obtain the form from a reputable source.
2. Make sure the form is up-to-date and not outdated.
3. Ask your doctor to complete the form in its entirety and with detail; avoid vague answers.
4. Have the form reviewed by a legal professional for accuracy and comprehensiveness.

Residual Functional Capacity In Long-Term Disability Claims

In long-term disability claims, your residual functional capacity plays a pivotal role in assessing an individual’s ability to work. These assessments serve as a cornerstone for determining eligibility for disability benefits, as they offer a comprehensive overview of how an individual’s impairments impact their ability to work.

Without a clear understanding of an individual’s RFC, assessing the level of support and accommodations they may require to sustain gainful employment becomes challenging. RFC evaluations are critical in vividly portraying an individual’s functional abilities and limitations, allowing for a fair and accurate determination of their eligibility for long-term disability benefits.

Suppose your claim is still within the “own occupation” period. In that case, the LTD disability claims examiner will use your residual functional capacity to determine if you can be expected to do your job. For example, suppose your prior occupation was sedentary, and your RFC is for sedentary work (or higher).

In that case, the claims examiner will likely find you should be able to return to your job unless your RFC identifies further non-exertional restrictions. Non-exertional impairments may include mental or emotional limitations, such as memory problems from a psychiatric or neurological disorder or an inability to concentrate. If your claim is within the “any occupation” period, the claims examiner will review your RFC to determine whether you could return to any occupation in the economy.

RELATED POST: Own Occupation vs. Any Occupation in Long-Term Disability Claims

Factors Considered When Assessing Your Residual Functional Capacity

These assessments consider various factors to provide a comprehensive evaluation. Below are the key considerations in the RFC assessment process:

Medical Evidence And Documentation

In evaluating RFC, medical evidence and documentation are pivotal. This includes reports from treating physicians, specialists, therapists, and any relevant medical professionals. Comprehensive records detailing diagnoses, treatment plans, functional limitations, and treatment responses are crucial for assessing an individual’s ability to perform work-related tasks. Clear and detailed medical evidence substantially strengthens the RFC assessment, providing a solid foundation for determining the individual’s functional capabilities.

Physical Limitations Assessment

Assessing physical limitations is a crucial aspect of the RFC evaluation. This involves gauging an individual’s ability to engage in various physical activities such as walking, standing, lifting, carrying, sitting, and other movements relevant to their potential job requirements. Factors such as range of motion, strength, endurance, and any physical restrictions due to medical conditions are carefully examined to determine the extent of functional limitations impacting the individual’s work capacity.

Mental Health Evaluation

In addition to physical limitations, mental health evaluations are integral to the RFC assessment process. Mental health professionals assess cognitive functions, emotional well-being, and abilities to concentrate, interact with others, and handle work-related stresses. Factors such as anxiety, depression, cognitive impairments, and other mental health conditions are considered when determining the individual’s capacity to sustain employment and perform job duties effectively.

Engaging in ongoing communication with healthcare providers and ensuring all medical evidence is up-to-date and accurately reflects the individual’s functional limitations are crucial steps in the RFC assessment process. By comprehensively evaluating medical evidence, physical limitations, and mental health status, a thorough RFC assessment can provide a detailed understanding of an individual’s work-related capabilities in the context of long-term disability claims.

Residual Functional Capacity In Social Security Disability Claims

The process is slightly different for Social Security Disability claims. Regarding RFC, SSA disability examiners will assess your work capacity by considering your past work experience, age, education level, and medical history. This RFC assessment will then determine if you can return to your past relevant work. If they find you cannot return to past relevant work, they will then determine whether you can perform any other work in the economy.

How DDS Examiners and Medical Consultants Complete RFC Forms

When it comes to Social Security Disability claims, Disability Determination Services (DDS) examiners work closely with medical consultants to create a detailed picture of your RFC. At both the initial and reconsideration levels, the DDS examiner will carefully review all of your medical records—ranging from physicians’ notes to diagnostic test results and therapy progress reports.

To ensure the assessment captures every nuance of your limitations, the examiner will have a medical consultant, typically a physician or psychologist, go through your file and complete a standardized RFC form. This form closely parallels the ones you may have seen provided by your own healthcare providers, featuring a variety of sections where the medical consultant evaluates your limitations across multiple physical and mental functions.

During this evaluation, the medical consultant will document their professional opinion about your capacity to perform routine tasks. This includes estimating how long you can walk, stand, or sit; how much weight you can reasonably lift or carry; and your ability to perform repetitive movements with your arms and hands. The consultant may also address mental tasks such as your attention span, memory, and ability to handle workplace stress.

Each section of the internal RFC form is completed with direct reference to the medical documentation available in your file. The more comprehensive and up-to-date your records are, the more accurately the DDS examiner and consultant can portray your true functional limitations. Their findings on this RFC form become a key factor in determining whether you meet the criteria for disability benefits.

If You Have More Than One Impairment

Social Security will consider all of your medically determinable impairments of which it is aware, including those that are not “severe,” when assessing your residual functional capacity.

Evidence Social Security Uses To Assess Your Residual Functional Capacity

Social Security will assess your residual functional capacity based on all of the relevant medical and other evidence, such as witness statements and testimonies. In general, you are responsible for providing the evidence Social Security will use to make a finding about your RFC. However, before it makes a determination that you are not disabled, Social Security is responsible for developing your complete medical history, including arranging for consultative examinations (if necessary) and making every reasonable effort to help you get medical reports from your own medical sources.

Social Security will consider any statements about what you can still do that have been provided by medical sources, whether or not they are based on formal medical examinations (such as a functional capacity evaluation). Social Security will also consider descriptions and observations of your limitations from your impairments, including limitations that result from your symptoms (such as pain) provided by you, your family, neighbors, friends, or other persons.

What Social Security Will Consider In Assessing Residual Functional Capacity

When Social Security assesses your residual functional capacity, it will consider your ability to meet the physical, mental, sensory, and other requirements of work, as described here:

1. Physical Abilities. When Social Security assesses your physical abilities, it first assesses the nature and extent of your physical limitations. Then, it determines your residual functional capacity for work activity on a regular and continuing basis. A limited ability to perform certain physical demands of work activity, such as sitting, standing, walking, lifting, carrying, pushing, pulling, or other physical functions (including manipulative or postural functions, such as reaching, handling, stooping, or crouching), may reduce your ability to do your past work or even other work.
2. Mental Abilities. When Social Security assesses your mental abilities, it first assesses the nature and extent of your mental limitations and restrictions. It determines your residual functional capacity for work activity on a regular and continuing basis. A limited ability to carry out certain mental activities, such as limitations in understanding, remembering, carrying out instructions, and responding appropriately to supervision, coworkers, and work pressures in a work setting, may reduce your ability to do your past work and other work.
3. Other Abilities Affected by Impairments. Some medically determinable impairments, such as skin impairments, epilepsy, impairments of vision, hearing, or other senses, and impairments that impose environmental restrictions, may cause limitations and restrictions that affect other work-related abilities. If you have any of these types of impairments, Social Security considers any resulting limitations and restrictions that may reduce your ability to do past work and other work in deciding your residual functional capacity.

Your RFC is a critical element in your disability claim, so obtain a detailed RFC form to support your claim. Whether pursuing a long-term disability claim or a Social Security Disability claim, obtaining an RFC form that accurately depicts your medical condition(s) and limitations can significantly improve your chances of winning your case.

Submitting Your Completed RFC Form to Social Security

Once your RFC form is thoroughly completed by your physician, you’ll need to make sure it gets into the right hands at the Social Security Administration (SSA). There are a couple of ways to handle this:

• Direct Submission by Your Doctor: Many physicians will send the form directly to the SSA, alongside your other medical records. This can help to maintain the chain of custody and ensure the SSA receives unaltered documentation straight from a medical professional.
• Submission by You: If your doctor gives the completed form to you, review it for completeness, but do not add any comments, notes, or markings of your own. Any alteration, even a well-intentioned one, could undermine the credibility of the form. Submit it as-is to the SSA, either by mailing it directly to the local office handling your claim or by hand-delivering it, if you prefer.

Remember to keep a copy for your personal records and always confirm with the SSA that they have successfully received your RFC form. Proper submission is a straightforward, but vital step in making sure your complete medical profile is considered as part of your disability evaluation.

Schedule a Free Case Evaluation with a Long-Term Disability Lawyer

A competent and experienced disability lawyer will always try to obtain a completed RFC form. Every client we represent receives at least one RFC form customized to their specific medical condition(s). My firm has tailored RFCs for specific disabling conditions, including:

• Bladder Problem Residual Functional Capacity Questionnaire
• Interstitial Cystitis Residual Functional Capacity Questionnaire
• Lupus (SLE) Residual Functional Capacity Questionnaire
• Chronic Fatigue Syndrome Residual Functional Capacity Questionnaire
• Spinal Nerve Root Compression
• Lumbar Spine Residual Functional Capacity Questionnaire
• Fibromyalgia Residual Functional Capacity Questionnaire
• Arthritis Residual Functional Capacity Questionnaire
• Cervical Spine Residual Functional Capacity Questionnaire
• Meniere’s Disease Residual Functional Capacity Questionnaire
• Vision Impairment Residual Functional Capacity Questionnaire
• Pulmonary Residual Functional Capacity Questionnaire
• Sleep Disorders Residual Functional Capacity Questionnaire
• Cardiac Residual Functional Capacity Questionnaire
• Crohn’s & Colitis Residual Functional Capacity Questionnaire
• Hepatitis C Residual Functional Capacity Questionnaire
• Skin Disorders Residual Functional Capacity and Listings Questionnaire
• Diabetes Mellitus Residual Functional Capacity Questionnaire
• Obesity Residual Functional Capacity Questionnaire
• Seizures Residual Functional Capacity Questionnaire
• Headaches Residual Functional Capacity Questionnaire
• Stroke Residual Functional Capacity Questionnaire
• Multiple Sclerosis Residual Functional Capacity Questionnaire
• Myasthenia Gravis Residual Functional Capacity Questionnaire
• Parkinson’s Disease Residual Functional Capacity Questionnaire
• Peripheral Neuropathy Residual Functional Capacity Questionnaire
• Postpolio Sequelae Residual Functional Capacity Questionnaire
• Complex Regional Pain Syndrome (CRPS) Residual Functional Capacity Questionnaire

This is because an RFC form can often “turn the tide” in a case and effectively win disability benefits. Call (888) 321-8131 to schedule your free case evaluation today.