Should You Choose Phone, In-Person, Agency Video, or Online Video for Your SSD Hearing? Pros, Cons, and Strategy

SSD hearing options in Virginia: phone, in-person, or video—each offers a distinct way to present your Social Security Disability (SSD) or Supplemental Security Income (SSI) case before an Administrative Law Judge (ALJ). While all formats are legally equivalent, how you appear can significantly influence how the judge perceives your credibility, demeanor, and the overall strength of your appeal.

At Harbison & Kavanagh, we’ve represented hundreds of clients throughout Virginia and surrounding states in each hearing format. This guide breaks down every hearing option in detail—how it works, what it means strategically, and how to prepare for success. You’ll also learn about the SSA’s updated HA-56 consent rule for online video hearings and how to align your choice with your medical and technical realities.

Table of Contents

• Introduction
• Understanding Your Hearing Options
• In-Person Hearings: The Traditional Gold Standard
• Phone Hearings: Convenience with Constraints
• Agency Video Hearings: Structured and Supported
• Online Video Hearings: Flexibility with Consent
• Strategic Factors That Influence Hearing Success
• How Format Affects Credibility and Witness Testimony
• Technology, Access, and Comfort Level
• Understanding SSA’s HA-56 Video Consent Requirement
• Virginia OHO Trends and Local Hearing Practices
• Attorney Preparation Tips for Each Hearing Format
• Watch and Listen: Expand Your Understanding
• Further Reading: Strengthen Your SSD Appeal
• Frequently Asked Questions

Introduction

When your SSD or SSI claim reaches the hearing level, your testimony becomes the centerpiece of your case. The Administrative Law Judge must evaluate not only your medical evidence but also your credibility and consistency. How you appear—whether face-to-face, by phone, or on video—affects the judge’s perception of your condition, behavior, and reliability.

In Virginia, OHO (Office of Hearings Operations) offices in Richmond, Roanoke, Norfolk, and Washington D.C. each manage hundreds of hearings monthly. Since 2020, the SSA has permanently adopted multiple hearing formats to improve accessibility and reduce backlogs. However, convenience should never outweigh effectiveness. Selecting the best appearance mode is both a personal and legal strategy that should be made with your attorney’s guidance.

Understanding Your Hearing Options

The SSA provides four primary formats for disability hearings:

• In-Person Hearing — Held at an SSA OHO office before the ALJ, with your attorney, witnesses, and vocational or medical experts present.
• Phone Hearing — Conducted by conference call, allowing you to participate remotely without travel or video technology.
• Agency Video Hearing — Conducted in an SSA facility with official equipment, connecting you to a remote ALJ via secure video.
• Online Video Hearing — Conducted through Microsoft Teams, accessible from your personal device with your signed HA-56 consent form.

While all four are legitimate and secure, they differ greatly in credibility impact, technological reliability, and emotional connection. Your comfort level, physical limitations, and communication strengths all play into which option helps your case the most.

In-Person Hearings: The Traditional Gold Standard

In-person hearings are considered the most traditional—and often the most persuasive—format. You appear physically before the ALJ, who can directly observe your demeanor, mobility, and emotional expressions. These subtle cues can be vital when your condition’s effects are difficult to describe in words.

Advantages:

• Judges can see and hear you directly, increasing credibility.
• More natural communication flow with your attorney and the judge.
• Witnesses can appear live, creating a human connection.
• Fewer risks of technical issues or interruptions.

Disadvantages:

• Requires travel—potentially challenging for claimants in pain or with limited mobility.
• More formal and possibly intimidating environment.
• Longer wait times for scheduling compared to remote options.

Still, for many claimants, especially those with visible physical impairments, in-person hearings remain the optimal choice. They allow the ALJ to fully understand your limitations and the real impact of your medical condition on daily life.

Phone Hearings: Convenience with Constraints

Phone hearings provide a practical solution for claimants who cannot travel or manage video technology. They became common during the pandemic and remain a permanent fixture due to their accessibility.

Advantages:

• No need for travel, saving time and reducing physical stress.
• Ideal for rural areas with limited internet coverage.
• Allows participation from home or your attorney’s office.

Disadvantages:

• Judges cannot see your facial expressions or body language.
• Audio-only format limits emotional impact.
• Technical issues (echoes, background noise) can disrupt flow.

In Virginia, phone hearings work well for claimants with severe anxiety, transportation barriers, or physical immobility. However, success depends on clarity and preparation. Speak slowly, pause between sentences, and emphasize physical limitations through descriptive language. Without visuals, your words become your evidence.

Agency Video Hearings: Structured and Supported

Agency video hearings occur in an SSA facility where staff manage the technology. You’ll connect to an ALJ located elsewhere via a secure system similar to Zoom or Teams. This is often the middle-ground choice for claimants who want both professional supervision and visual communication.

Advantages:

• Stable internet connection and SSA technical assistance.
• Visual cues preserved—judges can observe demeanor and interaction.
• Professional setting enhances formality and seriousness.

Disadvantages:

• Still requires travel to an SSA office.
• Less personal interaction compared to sitting directly before the judge.
• Limited availability depending on OHO scheduling.

Agency video hearings are particularly helpful for claimants who lack reliable home internet but still want to appear visually before the judge. Many clients in smaller Virginia cities, such as Charlottesville or Fredericksburg, find this format ideal for balancing convenience with professionalism.

Online Video Hearings: Flexibility with Consent

Online video hearings represent SSA’s most modern option, letting claimants appear from home or their lawyer’s office using Microsoft Teams. However, participation requires a signed HA-56 Acknowledgment of Video Hearing form confirming your consent.

Advantages:

• Allows remote participation from any location.
• Visual interaction preserved for credibility assessment.
• Convenient for those with medical limitations or rural distance.

Disadvantages:

• Dependent on strong internet, camera, and microphone quality.
• Technical difficulties can interrupt communication.
• Less structured environment may affect focus or presentation.

With preparation, online video hearings can be just as effective as in-person sessions. Test your connection early, use a neutral background, and maintain steady eye contact with the camera. These small steps project professionalism and respect for the process.

Strategic Factors That Influence Hearing Success

When deciding among SSD hearing options in Virginia: phone, in-person, or video, your strategy should reflect both your personal comfort and how your condition is best communicated. Consider:

• Credibility Value: If your symptoms are visible or your demeanor reinforces sincerity, visual formats help.
• Stress and Anxiety: Choose an environment that minimizes nervousness. A calm claimant communicates more clearly.
• Medical Limitations: Chronic pain, breathing issues, or fatigue may make travel risky or uncomfortable.
• Technology Confidence: Don’t choose video if you’re uncomfortable troubleshooting issues under pressure.
• Witness Plans: If witnesses will testify, ensure they can appear via the chosen method.

Remember, hearing strategy is not just about access—it’s about presentation control. Judges must rely on what they see and hear during your session, and each format influences that perception differently.

How Format Affects Credibility and Witness Testimony

Credibility is often the deciding factor in disability appeals. When testimony and medical evidence conflict, judges rely on personal impressions to determine truthfulness. Each format changes how those impressions are formed:

• In-Person: Highest credibility weight; judges observe gestures, posture, and fatigue.
• Agency Video: Strong credibility factor but limited by camera framing.
• Online Video: Visual connection retained; distractions (lighting, lag) can reduce impact.
• Phone: Least effective for credibility; judges rely solely on voice tone and consistency.

For witnesses, clarity and coordination matter most. Family members and medical professionals often testify briefly, so test audio and prepare concise statements. Judges appreciate organized presentations—especially in video or phone formats where attention spans are shorter.

Technology, Access, and Comfort Level

Technology readiness can make or break a virtual hearing. Before selecting a video format, ensure you have:

• A stable broadband connection (at least 3 Mbps upload speed).
• A device with a working camera and microphone.
• A quiet, well-lit environment without interruptions.
• Familiarity with Microsoft Teams or equivalent software.

SSA offers test sessions to verify readiness. If your connection fails, your attorney can request a switch to phone mode mid-hearing to avoid delay. Preparation here reflects professionalism and reduces stress.

Understanding SSA’s HA-56 Video Consent Requirement

Since 2024, claimants who choose online video must sign the HA-56 form acknowledging voluntary participation. This ensures you understand the risks of remote technology and agree to proceed. Without consent, SSA will default your case to a phone or in-person format.

Review the policy at the official SSA website. Always complete the HA-56 early to avoid rescheduling delays. Your attorney can withdraw consent if your internet or device proves unreliable before the hearing date.

Virginia OHO Trends and Local Hearing Practices

Data from 2023–2025 show that roughly 60% of Virginia hearings occur online, 25% by phone, and 15% in-person. Urban centers like Richmond and Norfolk conduct more in-person hearings, while Roanoke handles a higher share of online sessions due to regional distance factors.

Virginia ALJs generally appreciate punctuality, preparation, and technical readiness. For phone hearings, they value concise, organized answers. For video and in-person hearings, they often make brief eye contact, so maintaining calm posture is key.

Each OHO office has its own personality. Richmond judges often run tight schedules, expecting clear medical updates. Roanoke judges tend to ask about daily activities and stamina. Knowing these patterns helps your lawyer prepare customized hearing briefs and rehearsal sessions.

Attorney Preparation Tips for Each Hearing Format

Your attorney’s preparation should match your chosen hearing type. Here’s how Harbison & Kavanagh prepares clients across Virginia:

For In-Person Hearings:

• Review seating arrangements and courtroom etiquette.
• Practice describing symptoms while demonstrating posture or movement.
• Bring a water bottle, medical supports, or medications if needed.

For Phone Hearings:

• Use a landline or strong cell connection; avoid speakerphone.
• Pause between sentences to prevent overlapping speech.
• Have all documents and notes within reach.

For Agency Video Hearings:

• Arrive early for check-in and equipment setup.
• Dress neatly, as judges still see you on screen.
• Coordinate with witnesses on scheduling logistics.

For Online Video Hearings:

• Test your internet, audio, and camera the day before.
• Maintain steady eye contact with the camera, not the screen.
• Close other programs to prevent distractions or lag.

Regardless of format, practice answering questions calmly and consistently. Judges look for coherence, emotional stability, and firsthand understanding of your limitations.

Watch and Listen: Expand Your Understanding

For a deeper understanding of SSD hearing options in Virginia: phone, in-person, or video, listen to our podcast episode that breaks down real-world preparation tips. Legal experts explain how hearing types affect your interaction with the ALJ, and technology specialists offer guidance on optimizing online setup. It’s the perfect way to learn while driving, resting, or preparing your documents.

Listen here:

Further Reading: Strengthen Your SSD Appeal

Want to continue building your confidence before your hearing? Don’t miss How to Prepare for Your SSD Hearing: Step-by-Step Attorney Advice. This companion post explains how to organize your evidence, rehearse effectively, and understand what judges expect from your testimony.

Frequently Asked Questions

1. Does the hearing format affect my approval odds?

Not officially, but yes indirectly. Visual formats help ALJs interpret your condition more accurately. Clear visual evidence of pain or mobility limitations can strengthen credibility.

2. Can I change my format after confirming?

Yes, but you must request it early. Changes after scheduling require SSA approval and can delay your case.

3. Are online video hearings recorded?

Yes. SSA records all hearings, regardless of format. Video recordings are archived securely in your claim file.

4. What if I don’t have internet access?

You can request an agency video or phone hearing instead. SSA accommodates claimants lacking technology or broadband access.

5. Can my attorney attend remotely while I appear in person?

Yes, under certain conditions. Discuss this hybrid arrangement with your representative and the OHO coordinator.

6. How should I prepare my surroundings for an online hearing?

Use a neutral background, eliminate noise, and ensure good lighting. Keep your camera at eye level for a professional appearance.

7. Can witnesses appear remotely?

Yes. Witnesses can join via the same platform. Ensure they understand the process and know when to speak.

8. What happens if technical problems disrupt my hearing?

The judge may pause or reschedule, or switch to phone mode. Stay calm and follow your attorney’s guidance.

9. How long does an SSD hearing last?

Most hearings last 45–90 minutes depending on complexity and witness testimony. In-person sessions may take longer due to setup.

10. Is one hearing format favored by Virginia ALJs?

No official preference exists, but many ALJs favor video for convenience. However, experienced attorneys still recommend in-person appearances for strong medical or credibility-based cases.

At Harbison & Kavanagh, we are dedicated to helping you navigate the SSDI application and appeals process. If you believe you qualify for SSDI and have questions, call us today at (804) 888-8000, or visit our contact page to schedule a free consultation. Our experienced lawyers are here to provide the support and guidance you need.