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.   Intake Site Responsibilities

Introduction
This topic contains information about intake site responsibilities, including

Change Date
December 4, 2024

X.i.6.C.1.a.  NWQ Routing of BDD Claims
Benefits Delivery at Discharge (BDD) claims in a rating end product (EP) status are routed by the National Work Queue (NWQ) to all regional offices (ROs) for post intake site actions based on available capacity at each RO.
Exception:  All restricted-access claims (including Warrior Training Advancement Course claimants) will be routed via NWQ to, and worked by, the restricted access claims center as provided in M21-1, Part II, Subpart i, 2.D.5.
Reference:  For more information on EP and claim label adjustment from diary EP 336 to a rating EP, see M21-1, Part X, Subpart i, 6.B.2.d.

X.i.6.C.1.b.  Special Claims-Handling Procedures for BDD Claims
In addition to the responsibilities described in M21-1, Part X, Subpart i, 6.B.3, intake sites are responsible for following the steps in the table below when handling a BDD claim.
Step
Action
1
Did the service member file the claim on the current version of VA Form 21-526EZ, Application for Disability Compensation and Related Compensation Benefits?
Important:  Ensure that the service member has provided a release from active duty (RAD) date on the VA Form 21-526EZ.
2
Does a Beneficiary Identification and Records Locator Subsystem (BIRLS) record exist?
  • If yes, go to the next step.
  • If no,
    • establish a BIRLS record, and
    • go to the next step.
3
Enter military service information in the Veterans Benefits Management System (VBMS), to include branch of service and future RAD as unverified.
4
Establish the BDD claim in VBMS using the correct diary EP and BDD claim label as specified in
5
Ensure all evidence is secured together, including
  • the completed and signed VA Form 21-526EZ
  • service treatment records (STRs) (photocopies, on compact disk, or images received through other electronic avenues such as e-mail or Department of Defense (DoD) Secure Access File Exchange)
  • a Separation Health Assessment – Part A Self Assessment (SHA, Part A), and
  • any other evidence and information submitted in support of the claim.
6
Ensure that documents are forwarded for Veterans Claims Intake Program (VCIP) scanning or scan the documents locally if the local scanner has a resolution of at least 300 dots per inch (DPI).
If forwarding for VCIP scanning the following must be completed within five calendar days of receipt of the claim:
  • Follow VCIP shipping procedures and local vendor protocols.
  • Add the appropriate tracked item and suspense date as specified in M21-4, Appendix D.
Important:
  • Do not send documents for scanning or scan the documents locally unless a BDD claim has been established in VBMS.
  • BDD claims documents must not be sent to Centralized Mail (CM).  Only BDD-excluded claims documents may be sent to CM.
  • If the intake site scans claims documents locally, the intake site must scan all claims documents and upload those into the electronic claims folder (eFolder) within 10 calendar days of receipt of a claim.
Once documents have been successfully uploaded into the eFolder, return the original paper documents to the service member.  Complete the Return of Documents letter and upload a copy to the eFolder.
Notes:
  • It is recommended that the claims processor scan and return the original paper documents the same day as receipt.  The Return of Documents letter still needs to be generated if the documents are scanned locally, but it can be hand-delivered to the service member during the interview.
  • STRs received electronically should be uploaded directly to the eFolder.
  • Electronic signatures are acceptable.
References:  For more information on
7
Are the documents available in VBMS within 10 days?
  • If yes, go to Step 9.
  • If no,
    • extend the suspense for an additional five days, and
    • go to Step 8.
8
Are the documents present after the five-day extension?
  • If yes, go to Step 9.
  • If no, e-mail the VCIP Mailbox for resolution.
9
Ensure the service member is available for examinations at the provided current or forwarding address.  Contract examination vendors may schedule examinations as soon as examination requests are received.
10
Determine whether a contract examination or Veterans Health Administration (VHA) examination is required by utilizing the Examination Request Routing Assistant (ERRA) as noted below.
  • If a contract examination is required, go to Step 11.
  • If a VHA examination is required, go to Step 12.
Use the ERRA tool unless at the BDD intake site there is an existing agreement specifying the provider(s) responsible for local BDD examinations.
Within the ERRA tool, select the radial button YES next to the text BDD/IDES Claim? as shown below:
Image of EERA screen.
Important:
  • A SHA, Part A, must be part of the eFolder prior to requesting the examination.
  • Request the General Medical – Separation Health Assessment Disability Benefits Questionnaire (SHA) for all BDD claimants still on active duty at the time of the examination request, along with any necessary specialist examinations.  If the examination is requested after the service member is no longer on active duty, request a general medical examination disability benefits questionnaire (DBQ) instead of the SHA.
  • Be sure to review the VA Form 21-526EZ for effective dates of any forwarding addresses provided by the service member.  This will ensure your request is routed to the service member’s current location.  This is most critical if the exam request is a re-input of an original request that was rejected via the Examination Management System (EMS) or Compensation and Pension Record Interchange (CAPRI).
References:  For more information on
11
Enter an examination scheduling request (ESR) for all required contract examinations at the same time using EMS.
Go to Step 13.
Important:
  • Prior to entering the ESR ensure
    • that SHA, Part A is in the record, and
    • all of the service member’s military service information is entered correctly in VBMS including the anticipated future discharge date.  If the anticipated discharge date is not included, it will be rejected by the contract vendor.
  • Non-military service system modifications in Share, such as adding flashes, may change the MILITARY SERVICE fields in VBMS.
  • An ESR including the SHA and any other necessary specialist examinations must be entered within five calendar days of claim documents being uploaded into VBMS (see Steps 6 and 7).  When examinations are not requested the same day that the BDD claim is established, it is critical to ensure that the EP is 336.  If a rating EP (110, 010, or 020) was assigned to a BDD claim before all development actions have been taken, NWQ will pull the EP the evening following claims establishment.
  • An intake site must have been entered when the claim was established to prevent the ESR from being rejected.
    • If there is not an intake site shown in the corporate record in Share
      • change the EP to an EP 400
      • cancel the EP 400, and
      • re-establish the EP in VBMS with the proper intake site.
    • The intake site location should be indicated on the date stamp on the claim form.  If the claims processor is unable to determine an intake site location, the claims processor may enter the RO location nearest to the service member’s address for the intake site.
  • If a basic or straightforward medical opinion is required, it will be ordered as part of the ESR in accordance with M21-1, Part IV, Subpart i, 2.A.7.  Military Services Coordinators (MSCs) are responsible for requesting opinions on
    • service connection (SC)
    • secondary SC, and
    • in-service aggravation of a pre-service disability.
  • If a complex medical opinion is required
    • the MSC will inform the station’s rating activity of the condition(s) requiring the complex medical opinion and the reasons why
    • the rating activity will, within three days
      • review the evidence of record
      • draft the required medical opinion
      • upload the draft opinion to the eFolder, and
      • notify the MSC by e-mail that the medical opinion request is available, and
    • the MSC will copy and paste the draft medical opinion into the ESR before submitting it.
Notes:
  • Under EP 336, an Exam Review tracked item described in M21-1, Part IV, Subpart i, 1.A.1.e is not required for documenting the status of examination review.
  • If there are claims involving an undiagnosed illness or medically unexplained chronic multi-system illness (MUCMI) due to exposures incurred during Gulf War era service, and an examination is necessary as defined in M21-1, Part VIII, Subpart ii, 1.B.2.a, do not request completion of a Gulf War general medical examination DBQ.  Instead, as part of the EMS request for the SHA, ensure to
    • select Other in the IS A MEDICAL OPINION NEEDED? drop-down menu in EMS, and
    • copy and paste the following examination request language from the Supplemental Language Matrix into the ESR:
      • Gulf War Claim Definitions, and
      • SHA for a Gulf War contention.
References:  For more information on
12
Enter all necessary requests for VHA examinations at the same time using CAPRI.
When the examination or examinations have been requested, upload a copy of the examination request into the eFolder.
Go to Step 13.
Important:
  • Ensure that SHA, Part A is in the record.
  • A request for an examination including the SHA and any other necessary specialist examinations must be entered within five calendar days of claim documents being uploaded into VBMS (see Steps 6 and 7).  When examinations are not requested the same day that the BDD claim is established, it is critical to ensure that the EP is 336.  If a rating EP (110, 010, or 020) was assigned to a BDD claim before all development actions have been taken, NWQ will pull the EP the evening following claims establishment.
  • If the service member later submits additional contentions within 90 to 180 days before the anticipated discharge date, and the SHA was already completed, do not request another SHA.  Request the individual exams for any contention that was not already examined.
  • Select the BDD – DOD SHA claim type in CAPRI.
  • If a basic or straightforward medical opinion is required, it will be ordered as part of the exam request in accordance with M21-1, Part IV, Subpart i, 2.A.7.  MSCs are responsible for requesting opinions on
    • SC
    • secondary SC, and
    • in-service aggravation of a pre-service disability.
  • If a complex medical opinion is required
    • the MSC will inform the station’s rating activity of the condition(s) requiring the complex medical opinion and the reasons why
    • the rating activity will, within three days
      • review the evidence of record
      • draft the required medical opinion
      • upload the draft opinion to the eFolder, and
      • notify the MSC by e-mail that the medical opinion request is available, and
    • the MSC will copy and paste the draft medical opinion into the examination request before submitting it.
Notes:
  • Under EP 336, an Exam Review tracked item M21-1, Part IV, Subpart i, 1.A.1.e is not required for documenting the status of examination review.
  • If there are claims involving an undiagnosed illness or MUCMI due to exposures incurred during Gulf War era service, and an examination is necessary as defined in M21-1, Part VIII, Subpart ii, 1.B.2.a, do not request a Gulf War general medical examination DBQ.  Instead, as part of the EMS request for the SHA, ensure to
    • select Other in the IS A MEDICAL OPINION NEEDED? drop-down menu in EMS, and
    • copy and paste the following examination request language from the Supplemental Language Matrix into the ESR:
      • Gulf War Claim Definitions, and
      • SHA for a Gulf War contention.
References:  For more information on
13
Ensure that all development actions have been performed, including
  • requesting all evidence identified by the service member, and
  • if there is more than one period of service, requesting the other period’s STRs from the service member, National Personnel Records Center (NPRC), or other necessary location.
If records exist at a Federal records center, manually request the records and they will forward for scanning.
Go to the next step.
References:  For more information on
14
Notes:
  • The SHA and associated DBQs are provided to the DoD via an electronic exchange process.  If contacted by a military treatment facility (MTF) requesting examination results, inform the MTF these results are available in
    • DoD’s Healthcare Artifacts and Image Management Solution (HAIMS) system for examinations requested through EMS, or
    • the Joint Longitudinal Viewer (JLV) for examinations requested through CAPRI.
  • The station performing post intake site actions (i.e. ready for decision (RFD) review or rating action) is responsible for obtaining examination results.
  • Intake sites
    • must ensure VBMS images are available for review by the examining facility under the circumstances described in M21-1, Part IV, Subpart i, 2.A.8.b
    • are entitled to credit for an interview if they conduct one in connection with a pre-discharge claim, and
    • are responsible for creating tracked items to document completed development actions as indicated in M21-1, Part X, Subpart i, 6.B.3.j.
References:  For more information on

X.i.6.C.1.c.  BDD Claims From Former IDES Participants Returned to Duty
If a BDD claim is received from a former IDES participant who was returned to active duty, review any completed examinations, and take any action needed. If the SHA was previously completed and all claimed conditions were examined, establish the appropriate rating EP with a BDD claim label per M21-1, Part X, Subpart i, 6.B.2.d. If any examinations are required, establish EP 336.
  • If an SHA
    • was not completed, request the SHA and any necessary specialist examinations, or
    • was completed but any claimed condition was not examined, request appropriate examinations for the conditions that were not examined.
  • After all examinations have been requested and all other development actions have been taken, change the EP 336 to the appropriate rating EP with a BDD claim label per M21-1, Part X, Subpart i, 6.B.2.d.
Important:
  • The service member must only receive one SHA regardless of whether additional contentions are claimed or if they were currently or formerly an IDES participant.
  • If the EP 689 is not cleared yet, contact the disability rating activity site or station of jurisdiction (SOJ).
Reference:  For more information on BDD claims from former IDES participants, see

X.i.6.C.1.d.  Actions to Take in VBMS When Required Development Actions Are Complete
 After all development actions are complete, the intake site must
  • ensure that the contract examination in VBMS shows a status of Acknowledgement: Received from Vendor for all requested examinations
  • ensure all pending tracked items have the proper suspense dates
  • update tracked items according to M21-1, Part III, Subpart i, 2.F.3
  • change the diary EP 336 to the proper rating EP and BDD claim label, as noted in M21-1, Part X, Subpart i, 6.B.2.d, and
  • ensure the claim is in open status unless the claim has already been determined to be RFD.
Notes:
  • After the above actions have been completed, NWQ will route the claim to the proper location for further processing.
  • It is not necessary to wait for evidence to be uploaded into the eFolder prior to performing the above actions if
    • examinations do not require an eFolder review, and
    • all development actions have been completed.

X.i.6.C.1.e.  Follow-up Requirements for EMS and CAPRI Examinations
If an examination is rejected or cancelled, NWQ will route the claim to be corrected.  The claims processor must review the clarification request/cancellation reason.
Thereafter
  • request the claim from NWQ if necessary
  • review the ERRA tool to determine where the examination should be re-requested (EMS or CAPRI), and
  • take the steps necessary to correct or re-input the examination request, if necessary.
The table provides advice on how to proceed depending on the reason for the examination cancellation.
If the examination cancellation is due to …
Then …
the service member’s failure to adhere to BDD requirements
Examples:
  • The service member is not available to report for an examination for 45 days following claim submission as specified in M21-1, Part X, Subpart i, 6.B.1.a.
  • The service member fails to report without good cause.
  • change the pending EP to a non-BDD rating EP,
  • enter a note in VBMS indicating why the service member was removed from the BDD program, and
  • send the appropriate Non-BDD Claim letter.
a reason outside of the control of the service member
Examples:
  • The claims processor failed to timely request the examination and now the service member has relocated to their forwarding address.
  • The claims processor failed to correctly enter the service members address or other contact information and as a result the service member was not notified of the examination.
  • take the necessary steps to submit a new examination request, and
  • continue processing the claim as a BDD claim.
Note:  Make every reasonable effort to contact the service member via telephone and/or e-mail to verify why an examination was cancelled or rejected.
Reference:  For more information on requesting examinations see M21-1, Part X, Subpart i, 6.C.1.b.

2.  SOO and SOJ Responsibilities Unique to BDD-Excluded Claims

Introduction
This topic contains information about responsibilities that are unique to BDD-excluded claims, including

Change Date
December 4, 2024

X.i.6.C.2.a.  Handling Claims That Do Not Meet BDD Requirements
If a claim is excluded from the BDD program as indicated in M21-1, Part X, Subpart i, 6.B.1.b, and notice has not been provided to the claimant
  • generate one of the Non-BDD Claim letters
  • select the appropriate reason for not meeting the BDD requirements, and
  • follow the guidance in M21-1, Part X, Subpart i, 6.B.2.h to change the EP to the proper non-BDD EP.
Important:  If a station of origination (SOO) or SOJ discovers a claim in its inventory that is excluded from the BDD program under M21-1, Part X, Subpart i, 6.B.1.b, it is responsible for completing this action.
Notes:
  • Claims processors may verbally inform the service member of the reasons why their claim was excluded from the BDD program.  When doing so, a VBMS note must be entered regarding the verbal notification and reason for exclusion.
  • If the service member is informed verbally of the BDD exclusion reason(s) and a VBMS note is entered, a Non-BDD letter does not have to be generated.
References:  For more information on

X.i.6.C.2.b.  SOO/Intake Site Responsibilities for Received BDD-Excluded Claims
The SOO/intake site is responsible for establishing the BDD-excluded claims in VBMS and following the guidance in M21-1, Part X, Subpart i, 6.C.1.b, Steps 1-6.
NWQ will route all BDD-excluded claims for additional development depending on available claims workload.  The BDD-excluded claim must be processed through the standard claims process, the Fully Developed Claim (FDC) Program, or any other applicable claims process, as indicated on the claim form.
Important:  If the BDD-excluded claimant submits a copy of their STRs for their current period of service and is available to report to examinations, request the examinations within five calendar days of the date the documents are uploaded to VBMS.
If examinations are not requested, enter the appropriate Exam Review tracked item as noted in M21-1, Part IV, Subpart i, 1.A.1.e.
References:  For more information on

X.i.6.C.2.c.  Processing Additional Contentions From BDD Claimants
As noted in M21-1, Part X, Subpart i, 6.B.2.i, BDD claimants with less than 90 days remaining on active duty who submit claims for additional contentions will have those additional contentions processed under a separate EP as a BDD-excluded claim.
Important:
  • Concurrently pending BDD and BDD-excluded rating EPs are allowed and should not be combined unless as noted in M21-1, Part X, Subpart i, 6.C.2.d.
  • These claims will be processed in the same manner as other BDD-excluded claims as noted in this section including:
    • affording the service member the same opportunity to participate in the FDC Program or any other eligible program, and
    • ensuring development actions are undertaken while the service member is still on active duty.

X.i.6.C.2.d.  When to Combine BDD and BDD-Excluded Claims
If the claimant has concurrently pending BDD and BDD-excluded EPs, and it is later determined that the BDD claim did not meet BDD program requirements and should have been established as a BDD-excluded claim, follow the guidance below.
Step
Action
1
Ensure both EPs are under the correct station’s jurisdiction.  Request the other EP from NWQ, if necessary.
2
Change the pending BDD-excluded claim to an EP 400.
3
Change the pending BDD claim to a BDD-excluded EP.
Reference:  For additional information on the proper EPs and claim labels for BDD-excluded claims, see M21-1, Part X, Subpart i, 6.B.2.h.
4
Add the contentions from the EP 400 to the newly changed BDD-excluded claim.
5
Add a note in VBMS describing
  • the actions taken to combine the two EPs
  • why the claimant was not eligible for the BDD program, and
  • development actions for the added contentions that were previously completed under the EP 400, if applicable.
6
Cancel the EP 400.
7
Continue developing the BDD-excluded claim as noted in this section.

X.i.6.C.2.e. Special Considerations on Requesting Examinations
When requesting examinations for BDD-excluded claimants the claims processor must
  • verify that the service member will be available for examinations at the provided current or forwarding address
  • utilize the ERRA tool to determine where the examination should be requested
  • select the radial button NO next to the text BDD/IDES Claim? in the ERRA tool, and
  • complete at least two attempts to contact the service member to verify their current or forwarding address.
Important:
  • If Pre-Discharge claims processors encounter issues with examination providers, or have any contract examination questions, send the details of the issue including the claim number to Medical Disability Examination Office at VAVBAWAS/CO/Contract Examination Inquiries and copy the pre-discharge mailbox at VAVBAWAS/CO/PREDISCHARGE.
  • If the claims processor is unable to contact the service member after at least two attempts, request the examination based on the evidence of record.
  • Review the VA Form 21-526EZ for a forwarding address and the date the service member will be located at that forwarding address to ensure the correct examination location.
  • For all BDD-excluded claims, claims processors must select BDD-Excluded from the SPECIAL ISSUE drop-down menu for one contention requiring an examination as shown in the image below.  This is important to ensure the examination request is routed correctly in EMS.
Example:
Image of the BDD-Excluded special issue option.
Note:  Claimants who file pre-separation claims that are excluded from the BDD program will receive a general medical examination – not an SHA examination.
References:  For more information on

3.  BDD SOJ Responsibilities

Introduction
This topic contains information about BDD SOJ responsibilities, including

Change Date
May 23, 2024

X.i.6.C.3.a.  Initial Actions Upon Receipt of a BDD Claim at the SOJ
The SOJ is the RO where the BDD claim has been routed by NWQ for development or rating action.  This station must complete all required development or rating action including initial development if not already completed.
BDD claims must not be brokered.
Upon receipt of a BDD claim at the SOJ, follow the steps in the table below to ensure all development actions are complete and the claim is RFD.
Step
Action
1
Stations processing BDD claims must ensure all required development actions have been completed in accordance with this section and any generally applicable development guidance in the M21-1.
Important:  Any outstanding development actions must be completed by the SOJ.
2
Obtain completed examination reports.
3
Are all examinations sufficient for rating purposes?
  • If yes, go to Step 5.
  • If no, go to the next step.
4
If the SOJ determines an examination(s) is insufficient, the claims processor must
  • report the examination as insufficient in
    • CAPRI (when VHA conducted the examination), or
    • EMS (when a Veterans Benefits Administration contractor conducted the examination)
  • request a corrected examination report or new examination, as necessary (the request should be routed to the provider that completed the initial exam)
  • upload the exam request to the eFolder, and
  • add additional tracked items for each type of examination request submitted under the pending EP.
Important:  If the service member adds a condition after the SHA has been completed or a claimed condition was not properly addressed or examined, submit an examination request for the DBQ corresponding with the additional condition needing examination only.  Do not request another SHA.
5
If the service member does not identify treatment at a specific Department of Veterans Affairs (VA) facility, perform the CAPRI enterprise search for VA medical center treatment records as required by M21-1, Part III, Subpart ii, 1.A.2.a.
6
Update the claims status to RFD after all required development is complete.
Important:  Do not request service verification including the DD Form 214, Certificate of Uniformed Service, until the day after the anticipated discharge date.
Note:  RFD BDD claims must be routed by NWQ within five days of discharge.

X.i.6.C.3.b.       Pre-Discharge Claims for Both Compensation and Pension
If a service member files a claim for both compensation and pension, the SOJ is responsible for determining entitlement to both benefits.

X.i.6.C.3.c.    ROJ Responsibilities in the SHA Exchange With DoD
The SHA and associated DBQs are provided to DoD via an electronic exchange process.  If contacted by an MTF requesting examination results, inform the MTF these results are available in
  • HAIMS for examinations requested through EMS and
  • JLV for examinations requested through CAPRI.
Reference:  For more information on the SHA examination, see M21-1, Part IV, Subpart i, 2.E.3.b.

X.i.6.C.3.d.  Important Items to Consider When Rating BDD Claims
Rating decisions for BDD claimants will be completed while the service member is still on active duty in order to reduce processing time and ensure that service members receive a decision on their claim the day following discharge from active duty.
The following items are important to consider when rating BDD claims:
  • As is emphasized in M21-1, Part III, Subpart i, 1.B.2.a, and M21-1, Part III, Subpart i, 1.A.1.e, BDD claims must not be deferred for service verification, including the DD Form 214.  The current period of service for BDD claimants will not be verified until after RAD.
  • A BDD claim is submitted by a service member still on active duty; therefore, all current symptoms being reported during the claim period are in-service symptoms/complaints.
  • Similarly, the examination conducted in service is demonstrating in service complaints, findings, and diagnoses and/or opinions.  A diagnosis of a chronic disability on an in-service VA examination is a diagnosed disability while on active duty.
  • When the rating decision is completed while the service member is still on active duty, the effective date entered into VBMS-Rating (VBMS-R) will be a future effective date.
  • Take any steps necessary to ensure the service member’s reported separation date is accurate in order to reduce the need to rework the claim due to incorrect effective dates.
Notes:
  • The SOJ should decide every issue for which sufficient evidence exists to grant SC, including at a non compensable level.
  • If an in-service rating decision requires correction, making a different, corrected decision based solely on a difference of opinion or a different interpretation of rating criteria is not permitted.  The decision can be changed only if
    • a clear and unmistakable error exists, and/or
    • VA receives new evidence after completing the rating decision that justifies changing one or more of the decisions set forth in it.
References:  For more information on

X.i.6.C.3.e.  Rating Procedures for BDD Claims
When completing rating decisions for BDD claims, follow the guidance in the table below.
Important:
  • Before completing a rating decision, ensure that development has been completed.  However, when completing an in-service rating the decision must not be deferred for service verification.  The RAD will come from the evidence of record.  Ensure that it is accurately entered in VBMS to prevent an inaccurate effective date.
  • A partial rating may be completed on issues ready for a decision if
    • routed for a decision with 29 or fewer days remaining on active duty, and
    • a compensable evaluation is assigned (10 percent or higher and/or special monthly compensation).
Note:  In rare cases due to extenuating circumstances outside of the service member’s control, a rating decision may not be completed until after discharge.  In such cases a partial rating decision, to include granting only non compensable conditions as directed in M21-1, Part V, Subpart ii, 3.B.1.c, is appropriate since the service member is no longer on active duty at the time the rating decision is completed.
Step
Action
1
Replace the language in the introduction paragraph with the text below.
The records reflect that you are a Veteran of the [service era] Era. You served in the [branch of service] from [MM/DD/YYYY] to [MM/DD/YYYY] and for the current period of service beginning on [MM/DD/YYYY].  You filed a disability claim through the Benefits Delivery at Discharge (BDD) Program that was received on [MM/DD/YYYY].  Based on a review of the evidence listed below, we have made the following decision(s) on your claim.
Please Note:  The determination of entitlement to VA benefits is contingent upon your discharge from service and upon having the requisite character of service.  We will review all evidence of record upon discharge to ensure the information provided in this decision is accurate.  This rating decision will only be corrected, if necessary, based on the final review after your discharge.  You provided the VA an anticipated date of release from active duty of [MM/DD/YYYY].
2
Rate the claim under generally applicable rating guidance.  However, given to the fact that the rating decision is being completed while the service member is still on active duty a future effective date must be assigned.
References:  For more information on
3
Finalize the rating decision.
Important:  Following finalization of the rating decision, NWQ will pull the claim back into NWQ (499) and reroute the claim for promulgation the day following discharge from active duty.
4
Add a bookmark to the rating decision in the VBMS eFolder stating, “DRAFT:  Rating document should not be released until after the award is authorized.”
5
Following discharge, verify the Veteran’s
  • discharge date, and
  • character of discharge (COD) (must be other than dishonorable)
The diary maturity date/EP date of claim is one day following separation.
Reference:  For more information on requirements for verification of service, see M21-1, Part X, Subpart i, 6.C.3.h.
6
Ensure the automated VBMS STR request has been generated as noted in M21-1, Part X, Subpart i, 6.C.3.f and g.
Important:
  • The decision maker must follow all standard rating guidance unless superseded by an instruction in the table above.
  • The service member will not receive the rating decision while on active duty.  The service member will receive the rating decision after being discharged when service has been verified.
References:  For more information on

X.i.6.C.3.f.  Automated VBMS STR Requests
For claims established as diaries, automatic STR requests are generated to the HAIMS system on the day following discharge for service members separating or retiring from the Coast Guard on or after September 1, 2014, and all other branches of service on or after January 1, 2014.  If the service information is not complete in BIRLS as of close of business on the day following discharge, the automated STR request will not generate.
Pre-discharge claims processors need to ensure this automated request is generated for BDD and BDD-excluded claims on or after the day following discharge.
Important:
  • If STRs were received prior to RAD, then do not wait for a response from the HAIMS STRs request to proceed with processing the BDD claim on the day following discharge, including promulgation and authorization of the award.
  • Follow established procedures as outlined in M21-1, Part III, Subpart ii, 2 for obtaining STRs for prior periods of service.
Note:  Upon establishment of a rating EP (non-diary EP), VBMS submits an automated request to the HAIMS system for service members separating or retiring from the Coast Guard on or after September 1, 2014, and all other branches of service on or after January 1, 2014.
Reference:  For more information on generating an automated VBMS STR request for BDD claims, see M21-1, Part X, Subpart i, 6.C.3.g.

X.i.6.C.3.g.  Generating an Automated VBMS STR Request
Follow the steps in the table below to ensure an automated VBMS STR request is generated for BDD and BDD-excluded claims after the service member has been discharged.
Step
Action
1
  • Verify the status of the automated STR request in VBMS by checking the Obtain STRs section of the Development Plan.
  • Determine whether additional action is required using the table below.
If the service member’s information …
Then …
was updated prior to the end of the day following discharge (the STR status is not error or warning)
no additional action is required.
was not updated prior to the end of the day following discharge (the STR status is error or warning)
Note:  For pre-discharge claims the message will read WARNING:  This Veteran is not eligible for an Electronic STR Request.  Eligibility checked on MM/DD/YYYY at HH:mm.  The RAD Date does not meet the eligibility criteria.
go to Step 2.
2
Update the Veteran’s service in VBMS to reflect the correct RAD date.
For correct RAD on or after January 1, 2014
  • update the Veteran’s military service
  • return to the OBTAIN STRS tab in the Development Plan section
  • resubmit the STR request by clicking on Request STR Again, and
  • the status message will be updated immediately to reflect a new status.
Notes:
  • The only way to avoid an error or warning message is to ensure that the service member’s period of service in BIRLS is complete before the end of the day following discharge.
  • Clicking on the REQUEST STR AGAIN button without entering a complete period of service in BIRLS will continue to generate the same error message.
  • Do not delay other development actions awaiting the certified copies of the STRs.

X.i.6.C.3.h.  Requirement for Verification of Service
The day following the service member’s discharge from active duty, NWQ will route the BDD claim for promulgation.  Before the SOJ promulgates the claim, the SOJ must verify the claimant’s
  • COD is other than dishonorable, and
  • date of discharge.
A DD Form 214 satisfies the requirement for verification.  If a DD Form 214 is not of record, the SOJ must use all available resources to obtain verification.  These include the
  • Defense Personnel Records Information Retrieval System (DPRIS)
  • Veterans Information Solution (VIS)
  • Personnel Information Exchange System (PIES), and
  • the VETERANS IDENTIFICATION DATA (VID) tab in SHARE.
Important:
  • Do not request service verification, including the DD Form 214 until the day following discharge.
  • Once service verification is obtained, update the military service in VBMS as indicated in M21-1, Part II, Subpart iii, 3.B.3.a.
Notes:
  • If a COD determination is needed, the claim sould be excluded from the BDD program.
  • Service departments normally issue a DD Form 214 to service members at the time of their RAD.  Under certain circumstances, however, service departments may issue the form prior to separation.  VA considers such forms valid for the purpose of verifying service information.
References:  For more information on

X.i.6.C.3.i.  Handling Claims From Service Members Who Remain on Active Duty Beyond Their Anticipated Discharge Date
If service members remain on active duty beyond their anticipated discharge date, the SOJ must
  • attempt to contact the service member to obtain a new discharge date, and
  • follow the instructions in the table below.
If the service member …
Then the SOJ must …
  • plans to remain on active duty more than 180 days from the current date, or
  • the SOJ is unsuccessful after three attempts to contact the service member
  • deny the claim using the Return to Active Duty drop-down selection on the BASIC ELIGIBILITY tab in VBMS-Awards (VBMS-A)
  • dispose of any hard-copy, unpromulgated rating decisions under RCS VB-1, Part I, Item number 13-052.200
  • delete unpromulgated rating decisions from VBMS-R and VBMS-Core
  • retain all other accumulated documentation in the claims folder, and
  • send the Non-BDD Claim – Request Resubmission letter; select the option More than 180 days of remaining service for the letter option.
Notes:
  • If the MSC or other claims processor does not have access to VBMS-A, a supervisor will refer the claim to the RO to complete this VBMS-A action.
  • To remove an unpromulgated rating decision from VBMS-R, select the claims folder number from the work pending queue and select Return to Files Without Update.
referred into IDES
  • deny the claim using the Return to Active Duty drop-down selection on the BASIC ELIGIBILITY tab in VBMS-A
  • dispose of any hard-copy, unpromulgated rating decisions under RCS VB-1, Part I, Item number 13-052.200
  • delete unpromulgated rating decisions from VBMS-R and VBMS-Core
  • retain all other accumulated documentation in the claims folder, and
  • send the Non-BDD Claim – General letter with the following modifications:
    • add the following sentences to the letter:
We are not able to process your current claim, because you have been referred to the Integrated Disability Evaluation System (IDES) program. You will have an opportunity to submit a VA claim during the IDES process. You will be contacted and provided further information on the IDES process.
  • delete the following sentence from the letter:
Please resubmit your claim when you have a known separation date and have less than 180 days remaining on active duty.
Note:  If the MSC or other claims processor does not have access to VBMS-A, a supervisor will refer the claim to the RO to complete this VBMS-A action.
provides a discharge date that is 180 days or fewer from the current date
  • enter a note into VBMS indicating the new discharge date, and
  • edit the claim detail in VBMS to the proper future date of claim (day following discharge).
If VBMS will not allow a change to the proper future date of claim for the current EP
  • change the pending EP to an EP 400
  • cancel the EP 400
  • establish a new BDD or BDD-excluded diary EP based on the new discharge date
  • update any tracked items if necessary, and
  • return the claim to the rating activity if an in-service rating decision was previously completed.

X.i.6.C.3.j.  Verifying Changes in RAD or Receipt of Additional Evidence Prior to Promulgation of BDD Claims
Before promulgation, to reduce the need to rework the claim due to incorrect effective dates, verify that there has not been a change in RAD or receipt of additional evidence following completion of the rating decision using the guidance in the table below.
Step
Action
1
Verify service according to M21-1, Part X, Subpart i, 6.C.3.h.
2
Has additional evidence been received?
  • If yes, go to Step 5.
  • If no, go to Step 3.
3
Has RAD changed?
  • If yes, go to the next step.
  • If no, go to Step 6.
4
Refer to the guidance in M21-1, Part X, Subpart i, 6.C.3.i.
  • If the service member has not been discharged from active duty, take action as provided in M21-1, Part X, Subpart i, 6.C.3.i.
  • If the service member has been discharged from active duty, go to Step 5.
5
Return the rating decision to the decision maker utilizing the VBMS deferral functionality.
If the evidence was received after the in-service rating was completed, select the deferral reason Late flowing documents scanning issues.  If another reason is selected, such as Wrong effective date / DOC, this will result in an avoidable deferral which is not applicable to this type of issue.
Note:  The decision maker will correct the effective date or review the additional evidence received to determine if corrective action is needed.
Important:  Do not promulgate until corrections are complete or the decision maker determines that corrective action is not necessary.
6
Remove the bookmark stating, “DRAFT: Rating document should not be released until after the award is authorized.”
7
Promulgate the rating decision.
8
  • Authorize the corresponding award action, and
  • send the notification letter and the rating decision to the Veteran.
Important:  The goal of the BDD program is to provide a decision to the service member 30 days following their discharge from active duty.  In order to ensure this goal is reached
  • NWQ must route the claim for promulgation the day following discharge from active duty, and
  • the SOJ must ensure the claim is reassigned to another claims processor for action if the claims processor is unavailable to work the claim.