Thanks for the insights. I will submit a case-specific inquiry.I haven't seen this happen before BUT I can tell you not to worry about the order of 4 and 5. There is NO CASE MANAGER that cares and also those reps do not see what you see. Their visibility is different. So, this is a programming error as such is the other 100s of examples of the messed up system.
However, it is possible they lost the police paperwork and sent the generic letter even though they have medical on file and don't really need that. But who knows...
Send all you got with explanations.
P.S. I have seen this happen when people are late with giving medical exam. Were you late by a month or so? (Even so this should have appeared back then). On the bright side, maybe someone is working on your file.