Sorry for the mess!

The site is undergoing a massive update. All the content on the site still works but things just might look a little messy and disorganized. Most of the upgrades will probably be don by the end of the month. Thank you for your understanding!

Updated Dec 04, 2024

In This Section
This section contains the following topics:

1.  Qualifying for BDD Processing and BDD-Excluded Claims

Introduction
This topic contains information about qualifying for BDD processing and BDD-excluded claims, including

Change Date
December 4, 2024

X.i.6.B.1.a. Qualifying for Claim Processing Under the BDD Program
For a pre-discharge claim to qualify for processing under the Benefits Delivery at Discharge (BDD) program, all the following requirements must be met:
  • the service member must
    • have a known date of discharge
    • be 180 days to 90 days from discharge at the time of filing
    • be available to report for examinations for 45 days from the date the claim was received (Example:  For a claim received on January 3, 2022, the service member must be available for examination from January 3, 2022, through February 17, 2022.)
    • within 180 to 90 days prior to discharge, provide a
      • substantially complete copy of the service treatment records (STRs) from the current qualifying period of service, and
      • completed Separation Health Assessment – Part A, Self Assessment (SHA, Part A), and
    • submit the claim on a prescribed form as provided in M21-1, Part X, Subpart i, 6.A.1.c, and
  • the claim must not be excluded from Veterans Benefits Management System (VBMS) processing.
Important:  Accept an unsigned SHA, Part A as complete.  Examiners will evaluate the service member and review the SHA, Part A without a signature.
Exceptions:
  • Do not exclude the claim from the BDD program if a completed SHA, Part A is not of record.  Instead, follow the instructions in M21-1, Part X, Subpart i, 6.B.3.k to contact the service member to inform them that Department of Veterans Affairs (VA) examinations will not be requested until a completed SHA, Part A is received.
  • Additional contentions received with less than 90 days remaining on active duty will be processed as a BDD-excluded claim as indicated in M21-1, Part X, Subpart i, 6.B.1.b and M21-1, Part X, Subpart i, 6.B.2.i.
  • Service members who file a BDD claim might not be able to complete certain types of examinations, such as sleep studies, before discharge.  VA does not penalize these service members (by removing them from the BDD program) under these rare circumstances.
  • If the service member is unable to attend required examinations within the prescribed 45-day time period due to a delay on the VA’s part, then
    • do not remove the claim from the BDD program, and
    • do everything possible to attempt to have the examination performed prior to the service member’s discharge, including requesting the appropriate examination at their current location prior to performing the actions in M21-1, Part X, Subpart i, 6.C.1.d.
References:  For more information on

X.i.6.B.1.b. Claim Types or Attributes That Are Excluded From the BDD Program
Claims of the types, or with the attributes, listed below are excluded from the BDD program, even if service members submit them 180 to 90 days prior to discharge.
  • Claims received from service members with less than 90 days remaining on active duty
  • additional contentions that were added by the service member with less than 90 days remaining on active duty
  • claims where the service member did not provide a copy of STRs for the current period of service with less than 90 days remaining on active duty
  • claims where the service member did not provide an SHA, Part A within 180 to 90 days prior to discharge, as specified in M21-1, Part X, Subpart i, 6.B.1.a
  • claims from service members who are unable to report for examinations as provided in M21-1, Part X, Subpart i, 6.B.1.a, subject to the exceptions in that block
  • claims requiring case management for a service member who is
    • very seriously injured/ill (VSI)
    • seriously injured/ill (SI)
    • a “special category person” (SPC), who has suffered loss of a body part, or
    • claims where the service member is actively enrolled into the IDES program
  • claims involving a terminally ill service member
  • claims involving a service member who is awaiting discharge, while hospitalized in a VA or military treatment facility (MTF), or
  • claims requiring a character-of-discharge (COD) determination.
Claims requiring a VA examination that must be completed in a foreign country are generally excluded.  However, BDD claims will not be excluded when the examination is requested by VA offices in Landstuhl, Germany or U.S. Army Garrison Humphreys, Korea (Camp Humphreys) as those examinations can be completed in multiple foreign countries.
Note:  Claims requiring case management must utilize the Seriously Injured/Very Seriously Injured corporate flash and should have an associated VA Form 21-0773, Global War on Terrorism Seriously Injured/Ill Servicemember/Veteran Worksheet of record.
References:  For more information on

X.i.6.B.1.c.  Processing of Claims Excluded From the BDD Program
When a claim is excluded from the BDD program, the station of origination (SOO) is responsible for processing it, taking actions corresponding with Steps 1 to 6 (as applicable) in the table in M21-1, Part X, Subpart i, 6.C.1.b.  The claims processor must
  • check the claim form
  • create a system record if needed
  • establish the claim in VBMS as provided in M21-1, Part X, Subpart i, 6.B.2
  • either
    • ensure that electronic evidence is uploaded to VBMS, or
    • send paper documents for scanning (following up as needed) or scan locally, and
  • return any original paper documents to the service member.
The BDD-excluded claim will be processed under the Fully Developed Claim (FDC) Program, the standard VA claims process, or any other available program unless otherwise noted.
Important:  If the service member is available to report to examinations for 45 days from the date the claim was received (as shown in M21-1, Part X, Subpart i, 6.B.1.a) and STRs from the current period of service are available for the examiner to review, request a general medical examination, along with any necessary specialist examinations, within 5 calendar days of the date the documents (to include STRs) are uploaded to VBMS.
If examinations are not requested, enter the applicable Exam Review tracked item noted in M21-1, Part IV, Subpart i, 1.A.1.e.  Input a suspense date of the
  • future date the service member will be available to report for examinations for a 45-day timeframe, or
  • day following the future discharge date, if the service member will not be available for examinations until after discharge.
References:  For more information on

2.  EPs and DOCs for BDD and BDD-Excluded Claims

Introduction
This topic contains information about EPs and DOCs for claims, including

Change Date
June 6, 2022

X.i.6.B.2.a. Placing BDD and BDD-Excluded Claims Under Diary EP Control
Upon receipt of a BDD or BDD-excluded claim, intake sites must place the claim under control by establishing the appropriate diary EP in VBMS.  As illustrated in the image below, this procedure includes
  • selecting Pre-Discharge as the CLAIM TYPE
  • selecting the proper PRE-DISCHARGE TYPE
    • BDD, or
    • BDD-Excluded
  • entering the day following the anticipated date of separation from active duty as the SUSPENSE DATE
  • checking the ALLOW POA ACCESS TO DOCUMENTS box, if applicable
  • selecting the appropriate INTAKE SITE
  • an entry in the SEGMENTED LANE field is no longer required; until this field is removed from VBMS or is no longer required in order to establish a claim, enter either CORE (NATIONAL) or BDD (NATIONAL), and
  • utilizing the EP and claim label provided in
Example:  BDD Claim
Image of a BDD claim under control in VBMS.
Example:  BDD-Excluded Claim
Image of a BDD-excluded claim under control in VBMS.
Important:
  • For BDD claims
    • using the pre-discharge type BDD for all BDD claims is vital for Notification of Interest and Examination Management System (EMS) examination routing, and
    • the suspense date is always the date following the anticipated discharge date.
  • For foreign claims in which the service member is remaining overseas, utilize the Foreign Claim corporate flash.  This is essential for proper National Work Queue (NWQ) routing of foreign claims.
Exceptions:
  • Claims excluded from establishment in VBMS must be established in Share.
  • BDD claims by a service member with 180 days to 90 days remaining on active duty, that are filed electronically through a VA claims submission service website are automatically established as provided in M21-1, Part X, Subpart i, 6.B.2.e.
References:  For more information on

X.i.6.B.2.b. DOCs for Pre-Discharge Claims
The DOC for a pre-discharge claim is the first day following the anticipated date of release from active duty (RAD), regardless of the date VA received the claim.

X.i.6.B.2.c.  EP and Claim Label for Initial Establishment of BDD Claims
When initially establishing BDD claims, intake sites must use diary EP 336 – BDD (the EP and claim label), to manually place BDD claims under control.
Exception:  Restricted access claims center BDD claims must be initially established as BDD rating EPs as listed in the table in M21-1, Part X, Subpart i, 6.B.2.d.
References:  For more information on

X.i.6.B.2.d.  EP and Claim Label Adjustment Following Completion of BDD Intake Site Development Action
The intake site must change the diary EP 336 to the proper EP and claim label for the claim type after all development actions have been taken.
Claim Type
BDD-EP- Claim Label
original
  • 110 – BDD-Initial
  • 010 – BDD-Initial 8+ Issues
  • new service connection (SC)
  • increased evaluation
020 – BDD-Non-Original
If the diary EP 336 has matured to a pending EP (i.e., the suspense date of the day following discharge from active duty has been reached), the pending EP must also be changed to the proper EP and claim label.
Important:  Supplemental claims from a claimant on active duty that are processed under the BDD program remain contentions under the BDD EP.  Do not establish EP 040 until the claimant is discharged from active duty.
References:  For more information on

X.i.6.B.2.e.  EP and Claim Label for BDD Claims Received Electronically With 180 to 90 Days Remaining on Active Duty
BDD claims filed electronically will be automatically established by VA electronic claims processing systems using the EP and claim label 336 – BDD for service members with 180 to 90 days remaining on active duty.

X.i.6.B.2.f.  EP and Claim Label for BDD-Excluded Claims Received Electronically With Less Than  90 Days Remaining on Active Duty
BDD-excluded claims filed electronically will be automatically established by VA electronic claims processing systems using a rating EP of 010, 110, or 020 and associated claim label for service members with less than 90 days remaining on active duty.
References:  For more information on

X.i.6.B.2.g.       EP and Claim Label for Pre-Discharge Claims Received Electronically When a Claim Is Already Pending
EP 400 pre-discharge claim label combinations are automatically established by VA electronic claims processing systems when a service member’s claim is filed electronically and another claim is already pending. Reference:  For more information on current claim labels and associated codes, see M21-4, Appendix C, 1.b.

X.i.6.B.2.h.  EP and Claim Label Options for Initial Establishment of Claims Excluded From the BDD Program
When initially establishing a pre-discharge claim that is excluded from the BDD program, the SOO must use EPs 010, 110, or 020 as appropriate to the claim type and attach an appropriate non-BDD claim label.
Example:  An original claim for SC containing more than eight issues is received prior to discharge.  A COD is required.  The claim is excluded from the BDD program.  The SOO would establish EP 010 and use the claim label Initial Compensation 8+ Issues.
Important:
  • Excluded BDD claims must also be established as a diary EP as noted in M21-1, Part X, Subpart i, 6.B.2.a.
  • For all BDD-excluded claims, claims processors must add BDD-Excluded special issue indicator under one contention requiring an examination.  This is important to ensure the examination request is routed correctly in EMS.
  • Enter BDD-Excluded in the PRE-DISCHARGE TYPE field (as illustrated in the image below) for a BDD-excluded claim to accurately route the EMS request.  If after receipt and establishment, the claim is excluded from BDD processing, the claims processor must update the PRE-DISCHARGE TYPE from BDD to BDD-Excluded and add the BDD-Excluded special issue as noted above.
Example:
This is am image of a claim label.
References:  For more information on:

X.i.6.B.2.i.  EP and Claim Label Options for Additional Contentions by BDD Claimants
When additional contentions are received, review the date the contentions were received and the pending EP.
If on the date the additional contentions were received, the service member has 180 to 90 days remaining on active duty, associate the additional contentions with the pending BDD diary EP 336 or proper rating EP (110, 010, or 020).
As noted in M21-1, Part X, Subpart i, 6.B.1.b, if on the date the additional contentions are received, the service member has fewer than 90 days remaining on active duty, those contentions are excluded from the BDD program.  These claims will be established with a rating EP as indicated by the table below.
If the pending BDD EP is a(n) …
Then …
336
  • review the evidence to determine if the BDD rating EP will be an EP 010, 110, or 020, and
  • follow the guidance below.
  • 110 – BDD-Initial, or
  • 010 – BDD Initial 8+ issues
an EP 020 with the appropriate claim label.
020 – BDD-Non-Original
an EP 021 with the appropriate claim label.
Notes:
  • All additional contentions that are received for BDD claimants with less than 90 days remaining on active duty will be included and processed under the BDD-excluded EP 020 or 021 as noted above.
  • If a new contention is submitted on or after discharge, and the original BDD EP (010, 110, or 020) is still pending, work the additional claim under a separate EP 020 or 021 as noted above, since the service member does not have at least 90 days remaining on active duty at the time the new contention is submitted.
  • An EP 336 with a BDD claim label and an EP 010 or EP 110 should not be pending together at the same time.
References:  For more information on

3.  BDD Intake and Initial Development

Introduction
This topic contains information about the responsibilities of intake sites and regional offices (ROs) in handling pre-discharge claims, including

Change Date
June 28, 2024

X.i.6.B.3.a.  Definition:  Intake Site
An intake site is any location where VA accepts claims.  This includes
  • all regional offices (ROs)
  • demobilization sites with a VA presence
  • military installations with a VA presence, and
  • VA health care facilities.
A BDD intake site is responsible for conducting outreach efforts, accepting claims, initiating development as appropriate, identifying points of contact for VA examinations, and serving as a general liaison.
Note:  Not all intake sites have the staffing or capability to perform the actions described in this topic.  Under such circumstances, the parent RO of these sites bears the responsibility for taking these actions.

X.i.6.B.3.b.  Responsibilities of BDD Coordinators
Each RO must assign a BDD coordinator to monitor the BDD claims it receives, including BDD claims routed to it from the NWQ, and ensure that tasks, including the following, are performed in a timely and proactive manner:
  • soliciting and accepting claims from service members prior to their RAD
  • conducting development actions, including requesting all required examinations (including specialist examinations) at the same time
  • following up on development actions
  • scanning claims locally or transferring claims to designated scanning sites
  • determining whether BDD claims with completed examinations are ready for a decision
  • completing BDD ratings prior to discharge, and
  • authorizing awards as soon as possible after discharge.
Reference:  For more information on selecting the appropriate examination for pre-discharge claims, see  M21-1, Part IV, Subpart i, 2.E.3.c.

X.i.6.B.3.c.  Paper Document Handling Procedures Specific to Pre-Discharge Claims
Intake sites must follow the paper document handling procedures in this block.
Incoming documents
  • Screen and place all incoming mail under VBMS control within five calendar days of receipt.
  • Date stamp the front page of all non-medical documents, and the first and last pages of all medical documents, received in connection with a BDD claim within 24 hours of receipt.
  • When an out-based employee accepts a paper pre-discharge claim it must be marked using a special stamp.  The stamp must
    • be in red ink
    • contain the RO name, number, and date received (mm/dd/yyyy), and
    • identify the out-based office where the mail was received.
Exception:  If a date stamp meeting the above requirements is not available, annotate the application with the
  • employee’s initials and title
  • date of receipt, and
  • location where the claim was received.
Important:  Annotation of paper claims received at an out-based facility is intended to be used only as a temporary, emergency measure until the RO requests and receives a stamp meeting the requirements specified above.
Storage and outgoing documents
  • All paper documents received in out-based environments must be secured in an approved, lockable container for transporting, then hand-delivered or mailed by secure carrier to the service center with a copy of the register within 72 hours.
  • Each piece of physical, paper mail that leaves the intake site should bear an annotation that shows
    • the pending EP, and
    • a description of any action the employee took, including
      • the date of the action
      • initials of the employee that took the action, and
      • routing instructions.
Reference:  For more information on mail handling and related procedures, see

X.i.6.B.3.d.  Initial Actions Upon Receipt of a BDD Claim
Upon receipt of a BDD claim, intake sites are responsible for taking the initial actions described in the table below.
Step
Action
1
Date-stamp the application with the date of receipt.
2
Review the application to ensure it is substantially complete per M21-1, Part I, Subpart i, 1.A.4.f.
3
Confirm the service member’s Notes: Important:  BDD claimants must be available for examination as provided in M21-1, Part X, Subpart i, 6.B.1.a.
4
Ensure a VA Form 21-686c, Application Request to Add and/or Remove Dependents, is of record if dependents are indicated on the application.
5
Obtain the service member’s STRs and SHA, Part A for the current period of service.
The following are acceptable formats for the STRs:
  • photocopies
  • compact disc – read only memory (CD-ROM)
  • digital video disc
  • flash or thumb drives
  • microfiche, and
  • digital media files transferred by a secure method.
If the service member hand delivers original STRs, the best practice to minimize the risk of loss of original documents is to copy and return the records to the service member during the office visit.
If the intake site does not have the capacity to copy all the STRs due to workload, make the photocopier available to the service member.  If the intake site does not have a photocopier, instruct the service member to make a copy of their STRs and submit those copies with their claim.
Exception:  If original STRs cannot be returned during the service member’s office visit, return them to the MTF, or one of the addresses below.
Branch of Service
Address to Return STRs
Navy
Bureau of Medicine and Surgery
7700 Arlington Blvd, Suite 5126
Falls Church, VA 22042-5126
Army
AMEDD Record Processing Center
3370 Nacogdoches Road, Suite 116
San Antonio, TX 78217
  • Air Force, or
  • Space Force
Air Force Record Processing Center
3370 Nacogdoches Road, Suite 116
San Antonio, TX 78217
Coast Guard
Commanding Officer
HSWL Service Center
ATTN: Central Cell
300 E Main St, Suite 1000
Norfolk, VA 23510-9109
References:  For more information on

X.i.6.B.3.e.  Initial Development Actions in Pre-Discharge Claims
After ensuring a complete pre-discharge claim has been received, use the table below to determine the initial development actions to complete.
If the claim …
Then follow the guidance in …
meets the requirements for processing through the BDD program
does not meet the requirements for processing through the BDD program
Reference:  For more information on the requirements for participating in the BDD program, see M21-1, Part X, Subpart i, 6.B.1.a.

X.i.6.B.3.f.  Circumstances Requiring Additional/ Alternative Intake Site Action(s)
Under certain circumstances, intake sites must take additional and/or alternative action(s) upon receipt of a pre-discharge claim.  Use the table below to determine these circumstances and the corresponding action(s) to take.
If a(n) …
Then the …
service member claims entitlement to pension
intake site must provide the Section 5103 notice that is unique to claims for pension unless the claim was submitted on a VA Form 21P-527EZ, Application for Veterans Pension.
service member files a claim more than 180 days prior to discharge
intake site must follow the instructions in M21-1, Part X, Subpart i, 6.B.3.h.
service member files a claim with no known date of discharge
intake site must follow the instructions in M21-1, Part X, Subpart i, 6.B.3.i.
service member submitting a pre-discharge claim will be unable to attend examinations within 45 days of filing the claim
intake site must
intake site receives a BDD claim without a complete copy of STRs for the current period of service
intake site must follow the instructions in M21-1, Part X, Subpart i, 6.B.3.k.
intake site receives a claim that is excluded from the BDD program under M21-1, Part X, Subpart i, 6.B.1
intake site must
  • enter a note in VBMS that explains why the claim cannot be processed as a BDD claim
  • change the EP and claim label to the proper non-BDD rating EP (110, 010, 020, etc.), and
  • complete all actions per M21-1, Part X, Subpart i, 6.C.2.a and b.
service member’s initial examinations for the pre-discharge claim are being requested after discharge
General Medical–Compensation Disability Benefits Questionnaire (DBQ) should always be requested.
Reference:  For general information on selecting the appropriate examination for pre-discharge claims, see M21-1, Part IV, Subpart i, 2.E.3.c.
service member is pregnant
intake site must follow the instructions in M21-1, Part X, Subpart i, 6.D.5.

X.i.6.B.3.g.  PTSD, Including Personal Trauma and MST, Development Requirements
For claims for posttraumatic stress disorder (PTSD) (including claims involving military sexual trauma (MST)) request completion of the Initial Post Traumatic Stress Disorder (PTSD) Disability Benefits Questionnaire if SC has not been established.  Otherwise, request the Review Post Traumatic Stress Disorder (PTSD) Disability Benefits Questionnaire.
As a general principle, completion of VA Form 21-0781, Statement in Support of Claimed Mental Health Disorder(s) Due to an In-Service Traumatic Event(s), is not necessary for BDD and BDD-excluded claims.
In most BDD and BDD-excluded cases, credible supporting evidence is not required because
  • the PTSD diagnosis is made in service and the claimant’s lay testimony is sufficient to establish the in-service stressor
  • an examination shortly after discharge establishes that PTSD existed in service and the claimant’s lay testimony is sufficient to establish the in-service stressor, or
  • PTSD is not diagnosed.
Important:
  • If the examination on a claim for SC for PTSD is not completed until after service, the rating activity will review the evidence and, if necessary to establish SC, order a medical opinion on whether PTSD existed, or had its onset during service.
  • The rating activity may require completion of the VA Form 21-0781, in a BDD or BDD-excluded claim for PTSD if
    • credible supporting evidence of a claimed in-service stressor is required
    • the evidence of record is not sufficient to corroborate the claimed in-service stressor upon which a diagnosis of PTSD was based, and
    • the evidence of record is not sufficiently detailed to permit additional stressor research.
References:  For more information on

X.i.6.B.3.h.  Actions to Take for Claims Filed More Than 180 Days Prior to Discharge
If a service member files a claim more than 180 days before discharge, the intake site is responsible for
  • establishing a non-BDD EP 400 and processing the claim outside of the BDD program
  • denying the service member’s claim using the On Active Duty drop-down selection on the BASIC ELIGIBILITY tab in VBMS-Awards
  • notifying the service member of the reason for the denial by sending the Non-BDD Claim – Request Resubmission letter (using the BDD exclusion reason “More than 180 days of remaining service”), and
  • clearing the EP.
Exception:  Do not deny the claim if, by the time it is discovered that a claim was filed more than 180 days before discharge, the service member now has 180 or fewer days remaining on active duty.  Continue processing the claim.
References:  For more information on

X.i.6.B.3.i.  Actions to Take for Claims Filed With No Known Date of Discharge
If a service member files a claim with no known date of discharge, the intake site must
  • disregard the instructions in M21-1, Part X, Subpart i, 6.B.3.d and e
  • explain to the service member that the claim is incomplete, and that VA cannot accept a claim from a service member who has no more than 180 days remaining on active duty without a known discharge date, and
  • encourage the service member to re-file the claim within 180 days of discharge.
Exception:  If the service member is not present when the intake site discovers the service member has no known discharge date, the intake site must
  • date stamp the application with the date of receipt, and
  • follow the instructions provided above through contact with the service member by
    • telephone
    • e-mail, or (if unsuccessful using these two means)
    • letter.
Notes:
  • If the intake site contacts the service member by letter, it may clear an EP 400.
  • By failing to provide a date of discharge, the service member did not submit a “substantially complete application” under 38 CFR 3.159(a)(3).  For this reason, the intake site would not
    • establish EP control, or
    • provide appeal rights with any letter sent to the service member.

X.i.6.B.3.j.  Intake Site Responsibilities to Update VBMS
Upon receipt of a BDD claim and throughout the time an intake site has custody of it, the intake site is responsible for updating VBMS to show
  • all claimed contentions
  • all claimed dependents, and
  • any development actions taken, to include the
    • location(s) where the service member will be examined, and
    • date the intake site requested the examinations(s).
Note:  Tracked items must be created for all development actions.  VBMS notes are important and necessary, but they are not sufficient to track development.
Reference:  For more information on record maintenance during the development process, including utilizing contentions and tracked items, see M21-1, Part III, Subpart i, 2.F.

X.i.6.B.3.k.  Actions to Take for BDD Claims Without Substantially Complete STRs
Upon receipt of a BDD claim without substantially complete STRs (to include a completed SHA, Part A) for the current period of service the claims processor must
  • establish an EP 336 with the BDD claim label
  • enter a note in VBMS indicating that the claim was received without STRs and/or a completed SHA, Part A, and
  • scan any other evidence locally if a scanner with a designated resolution is available or forward for Veterans Claims Intake Program (VCIP) scanning.
After completing these actions, refer to the table below for additional actions to take.
Step
Action
1
Attempt to contact the service member by telephone and/or e-mail to
  • request the STRs and/or completed SHA, Part A (as applicable), and
  • inform them that VA examinations cannot be requested until the STRs and/or completed SHA, Part A are received.
If a completed SHA, Part A is not of record, also instruct the service member to download the SHA, Part A from the Public DBQs VA.gov website and to submit the completed form.  Encourage the service member to upload evidence to VA.gov (as applicable).
Note:  Leave a message informing the service member of the information above and follow procedures outlined in M21-1, Part III, Subpart i, 2.D.1.e to document unsuccessful telephone attempts.
2
Were attempts to contact the service member by telephone and/or e-mail successful?
  • If yes, go to Step 6.
  • If no, go to the next step.
3
  • Send a subsequent development letter requesting the STRs and/or a completed SHA, Part A
  • enter the Request Service Treatment Records from Veteran tracked item with a suspense of
    • 15 days, or
    • day 89 prior to the date of discharge, if there are fewer than 15 days remaining before the anticipated discharge date, and
  • go to the next step at the expiration of the tracked item suspense.
Important:  If the SHA, Part A is not of record insert the following free text in the What We Need section of the letter:
A completed Separation Health Assessment (SHA) – Part A Self-Assessment form is required for all BDD claims. Please note, VA cannot request any examinations for your claim until a completed Part A is received.
Please complete the SHA, Part A and upload it to your claim on VA.gov at www.va.gov/disability/upload-supporting-evidence/ or please see the VA contact information below. The SHA, Part A can be accessed at www.benefits.va.gov/compensation/docs/SHA_DBQ_Part_A_Self-Assessment.pdf.
4
Have STRs and/or a completed SHA, Part A been received?
  • If yes, go to Step 6.
  • If no, and
    • fewer than 90 days remain prior to discharge, go to Step 6, or
    • 90 or more days remain prior to discharge, go to the next step.
5
Have two attempts to obtain the records (Steps 1-3) been completed?
  • If yes, go to the next step.
  • If no, complete the actions in Steps 1-4, as applicable.
6
Refer to the table below for actions to take based on the results of follow-up efforts.
If …
Then the intake site/RO must …
  • the intake site/RO later obtains STRs and/or the SHA, Part A through follow-up with the service member
  • at least 90 days remain before the date of discharge, and
  • the service member is able to attend examinations
continue processing the claim as a BDD claim.
the intake site/RO later obtains STRs and/or SHA, Part A through follow-up with the service member, but
  • less than 90 days remain before the discharge date, or
  • the service member no longer meets the BDD program requirements
  • change the EP and claim label initially established to the appropriate non-BDD diary rating EP/claim label, and
  • process the claim under the FDC Program or any other qualifying program, if applicable.
the intake site/RO does not receive the service member’s STRs and/or completed SHA, Part A on day 89 prior to the anticipated discharge
  • change the EP to a non-BDD rating EP/claim label, and
  • process the claim under the FDC Program or any other qualifying program, if applicable.
Notes:
  • Development for current period of service STRs for service members who have not yet been discharged requires:
    • completing the actions described in the table above, and
    • assisting the service member in obtaining copies of STRs from the MTF whenever possible.
  • A contact list of Military Services Coordinators who can assist in obtaining records from the local MTF can be found on the pre-discharge website.
  • Do not develop for STRs from the service member if the STRs for the current period of service are obtained through the MTF.
  • If the entrance examination is not included in the STRs do not prepare a final notification letter nor delay requesting VA examinations.  Instead, develop for the entrance examination by
    • completing Step 1 of the table above
    • submitting a request through Defense Personnel Records Information Retrieval System (DPRIS), and
    • inputting a permanent VBMS note documenting the actions taken.
References:  For more information on

X.i.6.B.3.l.  Handling Paper Pre-Discharge Claims Folders
Use the table below to determine the actions intake sites must take if a paper claims folder already exists at another RO or at a records storage facility such as a Federal records center (FRC) for a service member who submits a pre-discharge claim.
If the claim …
Then the intake must …
meets BDD program requirements
  • manually request the claims folder from its current custodian via e-mail to the corporate mailbox or designated point of contact, and
  • the current custodian will send the folder for VCIP scanning.
Note:  All records from the Records Management Center (RMC) (or another RO or records facility) must be received, and all development actions must be completed, before performing the actions in M21-1, Part X, Subpart i, 6.C.1.d.
does not meet BDD program requirements
send a request to the current custodian to send the records for scanning.
Exception:  Do not manually request the claims folder when it is located at RMC.  As noted in M21-1, Part III, Subpart ii, 2.B.1.a, RMC is automatically notified upon establishment of the EP and will forward records in their possession for scanning.  However, if RMC sends paper records erroneously, send those records to the scanning vendor.
Notes:
  • FRCs are National Archives and Records Administration facilities.  They only send requested claims folders to the requesting SOO.
  • RMC is a VBA facility and ships claims folders to scanning vendors, as do all other VBA facilities.
Reference:  For more information on paper folders and electronic claims folders, see M21-1, Part II, Subpart ii, 2.A–C

X.i.6.B.3.m.    Initial Actions Upon Receipt of an Electronic Pre-Discharge Claim
Upon receipt of an electronic claim, pre-discharge claims processors will follow the instructions in the table below.
Step
Action
1
Did the service member submit STRs for the current period of service?
2
Does the service member meet the other requirements of the BDD program?
  • If yes, go to the next step.
  • If no,
    • change the EP 336 to the appropriate non-BDD rating EP, and
    • go to Step 4.
3
Develop the claim as required by M21-1, Part X, Subpart i, 6.C.1.b.
4
Process the claim under the FDC Program (or the standard VA claims process if the service member does not qualify for the FDC Program, or any other qualifying program).
Notes:
  • For claim types excluded from the BDD program
  • For guidance on how to consolidate incremental 400 EPs that are established by the Veterans Online Application Direct Connect following initial receipt of the claim, see M21-1, Part II, Subpart iii, 4.A.
References:  For more information on

X.i.6.B.3.n.  Handling Late-Flowing Claim Documents
If an intake site receives additional documents after shipping documents to the scanning vendor, the intake site must
  • update VBMS notes with
    • a description of the documents
    • the date of shipment for scanning, and
    • any other information of importance to the RO
  • enter any newly identified contentions into VBMS
  • annotate pre-discharge on the outside of the box as appropriate, and
  • follow VCIP shipping procedures and local vendor protocols.
References:  For more information on