Updated Jan 25, 2024
In This Section |
This section contains the topic “Procedures for Obtaining STRs.”
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1. Procedures for Obtaining STRs
Change Date |
January 25, 2024
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III.ii.2.B.1.a. Automated STR Requests Based on Claims Establishment |
Establishing a claim in the Veterans Benefits Management System (VBMS)/Share will automatically request service treatment records (STRs) from the Healthcare Artifacts and Image Management Solution (HAIMS) if the conditions described in M21-1, Part III, Subpart ii, 2.B.1.c are met.
The status of the HAIMS STR request can be found in the Virtual Lifetime Electronic Record (VLER) list.
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III.ii.2.B.1.b. Obtaining STRs for Members of the Reserve or National Guard |
Follow the steps in the table below to obtain STRs for members of the Reserve or National Guard.
Important: When a Veteran indicates private medical treatment for a condition related to Reserve or National Guard duty during, or in close proximity to, the time frame in which the duty was conducted, obtain the records as described in M21-1, Part III, Subpart ii, 1.A for consideration in deciding the claim.
References: For more information on
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III.ii.2.B.1.c. Interaction Between VBMS and HAIMS |
VBMS automatically submits a request for a Veteran’s STRs to HAIMS when
Exception: Coast Guard began uploading service records to HAIMS for Veterans whose service ended on or after September 1, 2014.
Notes:
Reference: For more information on HAIMS, see M21-1, Part III, Subpart ii, 2.A.5.e.
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III.ii.2.B.1.d. Suspense Dates Generated by VBMS for STR Requests to HAIMS |
When a request for copies of STRs is submitted to HAIMS through VBMS, VBMS generates a suspense date for the request as described in the table below. The request remains active until the claim is closed, cleared, or cancelled.
Important:
References: For more information on
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III.ii.2.B.1.e. Status Messages Generated by VBMS for STR Requests to HAIMS |
When a request for copies of STRs is submitted to HAIMS through VBMS, the status of the request is located in the OBTAIN STRS section of the DEVELOPMENT PLAN for the claim in VBMS.
Use the table below to determine the meaning of the status messages and any associated actions required.
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III.ii.2.B.1.f. How STRs From HAIMS Are Grouped and Displayed in VBMS |
Electronic copies of STRs that HAIMS transmits to VBMS are grouped and displayed in a Veteran’s eFolder with the following titles:
Notes:
Reference: For more information on late-flowing STR documentation, see M21-1, Part III, Subpart ii, 2.B.1.g.
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III.ii.2.B.1.h. Obtaining STRs in HAIMS for Survivor Benefits Claims |
VBMS limitations do not currently allow requests for STRs located in HAIMS as part of a survivor benefits claim. Claims processors must follow the procedures in M21-1, Part III, Subpart ii, 2.B.1.k to obtain the STRs via JLV. The table below describes the process for obtaining STRs for survivor benefits claims when attempts to obtain the STRs via JLV are unsuccessful.
References: For more information on
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III.ii.2.B.1.i. Accessing Electronic Copies of Health Records Through JLV |
JLV is a web-based viewer that delivers real-time access to DoD and VA electronic health information to RO personnel. Records that are viewable in JLV include
VA employees must check JLV for the availability of in-service treatment records anytime
Note: Because DoD certifies as complete the collection of STRs it stores electronically in HAIMS, any electronic copies of STRs that VA can access through JLV should be identical to records uploaded to the VBMS eFolder via the automated request for STRs from HAIMS.
References: For more information on
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III.ii.2.B.1.j. Associating Health Records Located in JLV |
Claims processors that identify and access health records in JLV, as described in M21-1, Part III, Subpart ii, 2.B.1.i, must associate the relevant records with the claims folder.
Follow the steps in the table below to associate records with the claims folder.
Important: STRs obtained via JLV and uploaded to VBMS must include a copy of the DD Form 2963, if one is available.
References: For more information on
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III.ii.2.B.1.k. Requesting STRs From NPRC |
NPRC houses STRs of Veterans whose service ended prior to the dates shown in M21-1, Part III, Subpart ii, 2.A.4.d.
M21-1, Part III, Subpart ii, 2.A.4.h contains instructions for requesting STRs from the NPRC.
Claims processors must compare the records currently uploaded in VBMS with previous PIES requests prior to taking the actions directed in M21-1, Part III, Subpart ii, 2.A.4.h, to avoid submitting an unnecessary request for records that have already been obtained.
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III.ii.2.B.1.l. Requesting STRs for Veterans Discharged During the Transition From Paper to Electronic STRs |
The military services stopped submitting paper STRs to the VA, effective January 1, 2014. However, the original paper STRs for Veterans separating or retired between September 1, 2013, and December 31, 2013, may not have been sent to VA by the January 1, 2014, cutoff date.
The military services created electronic copies of these STRs and uploaded the records into HAIMS. VBMS will automatically generate a request for these STRs. If HAIMS does not successfully transmit the STRs, follow the steps in the table below.
References: For more information on
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