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Updated Jun 28, 2024

In This Section
This section contains the following topics:

1.  Purpose and Elements of IDES

Introduction

 This topic contains information about the purpose and elements of IDES, including

Change Date

 July 13, 2022

X.i.6.E.1.a.  Purpose of IDES

 The purpose of the Integrated Disability Evaluation System (IDES) is to save time and resources by combining multiple aspects of the disability evaluation process individuals go through when
  • the service department calls into question the service member’s fitness for duty, and
  • the service member files a claim for Department of Veterans Affairs (VA) benefits.
IDES participants undergo only one examination (or one set of examinations), the results of which meet the needs of both VA and the Department of Defense (DoD).  If, based on the results of the examination(s), a physical evaluation board (PEB) decides a participant is unfit for duty, VA prepares a rating decision to determine the amount of VA benefits to which the participant is entitled.  DoD uses this same decision to determine the amount of DoD benefits to which the participant is entitled.

X.i.6.E.1.b.  MEBs

 Medical evaluation boards (MEBs) are DoD entities responsible for evaluating the disabilities of IDES participants for the purpose of
  • documenting medical status and duty limitations
  • determining whether the IDES participants meet medical retention standards, and
  • referring IDES participants to a PEB.

X.i.6.E.1.c.  PEBs

 PEBs are DoD entities responsible for evaluating an IDES participant’s fitness for duty for the purpose of determining whether
  • the participant should remain in service, or
  • DoD should
    • medically retire the participant, or
    • separate the participant from service (with or without benefits).
DoD operates the following PEBs:
  • Joint Base San Antonio at Ft. Sam Houston, Texas (Army)
  • Washington Naval Yard in Washington, D.C. (Navy and Marine Corps), and
  • Joint Base San Antonio at Randolph Air Force Base, Texas (Air Force and Space Force).

X.i.6.E.1.d. PEBLOs

 A Physical Evaluation Board Liaison Officer (PEBLO) is a DoD employee who is the
  • non-clinical case manager assigned to individuals after a treating physician refers them to IDES
  • MEB’s primary point of contact in the IDES process
  • liaison between DoD and VA’s Military Services Coordinators (MSCs)
  • DoD representative that first meets with each IDES participant to provide assistance in
    • understanding the IDES process, and
    • scheduling required medical examinations (in coordination with an MSC)
  • resource throughout the IDES process for IDES participants and their families with regard to information about IDES, and
  • focal point for consolidation of all pertinent medical information.

X.i.6.E.1.e. MSCs

 MSCs are VA representatives that work at IDES intake sites.  They
  • are typically an employee of the regional office (RO) with geographical jurisdiction over the intake site
  • serve as a resource for IDES participants and their families with regard to information about VA benefits
  • serve as the MEBs’ primary point of contact with VA
  • accept referrals of individuals into IDES from PEBLOs
  • meet with each IDES participant when the participant first enters the program and assist in
    • filing a claim for VA benefits, and
    • understanding the claims process
  • undertake development to obtain evidence relevant to participants’ claims, to include requesting necessary VA examinations
  • provide examination reports to PEBLOs once they become available, and
  • offer an exit interview with each IDES participant.
Important:  MSCs must have access to all relevant VA systems and applications that are necessary to process VA claims for disability benefits, to include Veterans Benefits Management System (VBMS).  Further, to execute their IDES responsibilities, MSCs must be assigned the following VBMS user roles:
  • Claims Assistant
  • Intake Analyst, and
  • Development Veterans Service Representative.

X.i.6.E.1.f.  RO Points of Contact
Each RO must have an IDES point of contact.  This employee’s responsibilities include
  • serving as a subject-matter expert on IDES, and
  • overseeing the handling of IDES-related activities in the RO.

X.i.6.E.1.g.  DRASs
Disability Rating Activity Sites (DRASs) serve as the PEBs’ primary point of contact with VA.  When a PEB informally decides that an IDES participant is unfit for duty, it sends a request to the DRAS of jurisdiction for a proposed rating decision.  If the participant is ultimately discharged because they are unfit for duty, the DRAS
  • prepares and promulgates a final rating decision, and
  • sends a decision notice to the participant.
VA has two DRASs.  The table below shows
  • the RO at which the DRASs are located
  • their contact information, and
  • the IDES cases over which each DRAS has jurisdiction.
Seattle RO
Providence RO
Mailing Address
SeaTac Processing Center
17930 International Blvd.
Suite 100
SeaTac, WA 98188
Providence VA Regional Office
380 Westminster Street
Attn: IDES
Providence, RI 02903
E-Mail Address

For all inquiries:
Fax Number
(206) 965-3995
(401) 223-3680
Jurisdiction
IDES cases from the Army PEB
IDES cases from the Air Force/Space Force and Navy PEBs
Reference:  For more information on IDES cases involving multiple special missions or circumstances, see M21-1, Part II, Subpart ii, 3.1.c.

X.i.6.E.1.h.  VTA
The Veterans Tracking Application (VTA) is a web-based application PEBLOs, MSCs, DRASs, and PEBs use to track IDES participants as they proceed through the program.
VA employees access VTA through the Veterans Information Portal (VIP).  They must have access to VIP before they can request access to VTA.  Requests for access to VTA require supervisory approval.
Individual “tabs” for MSCs, DRASs, PEBLOs, and PEBs in VTA contain a field where users may leave notes for a variety of reasons.  (There is also a field on the PEBLO tab where staff from the Office of Warrior Care Policy may leave comments.)  In certain situations that are described in this section, users are required to leave a note in VTA.
Example:
Scenario:  An MSC enters into VTA the dates for specific actions taken while processing an IDES case.  The dates appear to be out of sequence but are, in fact, correct.
Result:  To avoid confusion, the MSC should add a note in VTA that explains why the dates are out of sequence.
Reference:  For more information about VTA, see the

X.i.6.E.1.i.  IDES Stages of Responsibility
The table below describes the stages in IDES claims processing over which VA has responsibility, defines the starting and ending point of each stage, and lists the VTA indicators for each stage.
Stage
Starting Point
Ending Point
VTA Indicators
Claims Development
The PEBLO provides a proper referral to the MSC.
The MSC submits the examination request.
  • PREPARE CLAIM START DATE, and
  • MEDICAL EVALUATION START DATE.
Medical Evaluation
The MSC submits the examination request.
The MSC provides completed examination reports to the PEBLO.
  • MEDICAL EVALUATION START DATE, and
  • MEDICAL EVALUATION END DATE.
Proposed Rating
The PEB submits a request to the DRAS for a proposed rating.
The DRAS returns a completed proposed rating to the PEB.
  • PROPOSED RATING REQUEST DATE, and
  • THE PROPOSED RATING END DATE.
Rating Reconsideration
The PEB submits a request for reconsideration to the DRAS.
The DRAS returns a response to the PEB.
  • DATE RECONSIDERED RATING REQUESTED, and
  • VA RECONSIDERATION RATING END DATE.
VA Benefits
An active duty IDES participant is discharged from service.
The DRAS provides notification to the participant of the final rating and VA award.
  • DATE OF SEPARATION, and
  • VA BENEFITS DATE.

X.i.6.E.1.j.  Timeliness Goals of the IDES Program
VA and DoD have a shared goal to process 80 percent of all IDES claims in 180 calendar days or less measured from the date a participant is referred to IDES through separation, retirement, or return to duty.
In cases involving participants who are referred to IDES while serving on active duty, VA has a goal to award benefits within 30 days of discharge.
The table below lists the processing time goal for each IDES stage, over which VA has responsibility, for active duty and non-active duty IDES participants.
Stage
Processing Time — Active Duty
Processing Time – Non-Active Duty
Claims Development
5 days
11 days
Medical Evaluation
32 days
32 days
Proposed Rating
20 days
20 days
Rating Reconsideration
4 days
4 days
VA Benefits
30 days
N/A
Notes:
  • All listed periods refer to calendar days.
  • Individuals who are referred to IDES as members of the National Guard or Reserve but are not on active duty are considered non-active duty IDES participants.
  • There is no VA Benefits stage or goal for non-active duty IDES participants because they receive final VA ratings during the Proposed Rating stage.

2.  DoD Process for Referring Individuals Into IDES

Introduction
This topic contains information about referring individuals into IDES, including

Change Date
April 3, 2023

X.i.6.E.2.a.  DoD Process for Referring Individuals Into IDES
The table below describes DoD’s process for referring individuals into IDES.
Stage
Description
1
A physician at a military treatment facility (MTF) refers an ill or injured individual to an MEB.
2
The individual’s service department assigns a PEBLO.
3
The PEBLO contacts the individual to provide information about IDES.
4
The PEBLO obtains copies of the individual’s medical records, to include
  • all paper records maintained in the service treatment record (STR) jacket
  • a Separation Health Assessment – Part A, Self Assessment (SHA, Part A) with a response of either Separation from military service or Retirement (as appropriate) selected as the PURPOSE OF EXAM
  • DD Form 2807-1, Report of Medical History
  • TRICARE referrals and treatment reports from TRICARE providers
  • Armed Forces Health Longitudinal Technology Application records
  • Military Health System GENESIS records
  • entrance examination record
  • mental health records, and
  • dental records if a dental condition is a referred condition.
5
The PEBLO ensures that all sections of the VA Form 21-0819,  DoD Referral to Integrated Disability Evaluation System (IDES), are complete, including
  • the participant’s demographic and contact information
  • the conditions identified by the referring physician as the basis for the fitness determination (the referred conditions), and
  • a statement of complete and current STRs.
6
The PEBLO uploads the individual’s complete STRs and completed VA Form 21-0819 (hereafter referred to as the “referral package”) into Health Artifact and Image Management Solution (HAIMS).
7
The PEBLO updates the PREPARE CLAIM START DATE field in VTA.
Note:  This update notifies the VA MSC of the referral.
Notes:
  • PEBLOs should not refer an individual to an MSC if the individual is
    • unavailable to meet with the MSC within 5 days of the date the referral was made, or
    • if the individual is unable to report for a VA examination within 30 days.
  • If there are special circumstances surrounding the referral of an individual to an MSC, PEBLOs are responsible for communicating them to the MSC, preferably by describing them in the NOTES field on the PEBLO tab in VTA.  Examples of such special circumstances include the following:
    • STRs for prior periods of service are already in VA’s possession
    • an individual has special needs and/or requires an escort due to cognitive disorders, or
    • an individual has been uncooperative.

X.i.6.E.2.b. Service Department Statement of Complete and Current STRs

 Section III of a completed VA Form 21-0819 contains the PEBLO’s statement of complete and current STRs provided as part of the IDES referral.  The statement will:
  • indicate that all known STRs have been provided, or
  • specify any exceptions to the provided STRs completeness, and indicate all PEBLO actions that were taken to obtain the record.
Important:
  • It is generally not necessary for an MSC to develop for specific elements of the STRs (such as the entrance physical) that have been deemed unavailable by the PEBLO and indicated as such on the VA Form 21-0819.  However, when STRs for an entire or extended period are missing, make all appropriate attempts to obtain the records.  If the records cannot be obtained, prepare a final notification letter according to the instructions in M21-1, Part III, Subpart ii, 1.A.1.e, detailing the efforts the MSC and PEBLO took to obtain the missing records, as well as the outcome of those efforts.
  • The SHA, Part A with a response of either Separation from military service or Retirement (as appropriate) selected as the PURPOSE OF EXAM must be part of the IDES referral.
References:  For more information on

3.  Initial Steps in Processing an IDES Referral

Introduction

 This topic describes the initial steps in processing an IDES referral, including

Change Date

 March 21, 2024

X.i.6.E.3.a. Use of the IDES Development Checklist

 MSCs must complete an IDES Development Checklist for each IDES case. MSCs may select to either
  • initiate the checklist at the onset of the claim to help guide development actions, or
  • complete the checklist prior to transferring the case to the DRAS to certify that all appropriate development actions have been taken.
The checklist may be completed electronically or printed for completion in hard copy, but in all cases, it must be incorporated into the participant’s electronic claims folder (eFolder) upon completion of development action, as is discussed in Step 9 of M21-1, Part X, Subpart i, 6.F.3.d.

X.i.6.E.3.b. Identifying New IDES Referrals

 Each IDES intake site must identify new IDES referrals that require MSC action including claims establishment by running the report Pending CEST in VTA. Important:  To the extent possible, the Pending CEST report must be run daily, or more frequently depending on site-specific requirements, to ensure timely action on new IDES referrals. Notes:
  • The Pending CEST report displays cases in which the PEBLO has entered a date in the PREPARE CLAIM START DATE field in VTA, but the MSC has not yet entered a date in the CLAIMS ESTABLISHMENT (CEST) field.
  • The report is available under VTA Operational Reports; MSC Pending Reports.
  • Cases associated with a specific intake site are displayed via use of the filter, MEB MTF.

X.i.6.E.3.c.  IDES Claims Establishment
For each record that appears on the VTA Pending CEST report, the MSC must establish an end product (EP) in VBMS, following the instructions in M21-1, Part II, Subpart iii, 3.A and the table below.
Step
Action
1
Make the appropriate entries using the table below.
Characteristic
Selection/Entry
EP
689
Date of Claim
The date listed in the PREPARE CLAIM START DATE field as shown in VTA.
Claim Label
DISABILITY EVALUATION SYSTEM
Claim Type
PREDISCHARGE
Pre-Discharge Claim Type
IDES
2
Apply the IDES Participant corporate flash in Share or VBMS.
3
Update the following fields on the MSC tab in VTA:
  • MSC ASSIGNED
  • VA REGIONAL OFFICE, and
  • CLAIMS ESTABLISHMENT (CEST) DATE.
4
Assign the claim to the MSC who will be responsible for the case.
5
Add the following note in VBMS:
EP 689 established for IDES case that was initially referred to VA on [MM/DD/YYYY]. 
Notes:
  • The date shown in this note must reflect the entry in the PREPARE CLAIM START DATE field in VTA at the time of claims establishment.
  • This note explains the date of claim (DOC) of the EP 689.
References:  For more information on using

X.i.6.E.3.d. Automated Transfer of IDES Referral Documents

 Establishment of the EP 689 in VBMS will initiate an automated transfer of the IDES referral documents uploaded by the PEBLO into HAIMs into the participant’s eFolder. Notes:
  • The automated transfer typically takes less than 60 minutes but could take several hours.
  • If the referral documents have not transferred within 24 hours after claims establishment, the MSC must take the actions outlined in M21-1, Part X, Subpart i, 6.E.3.e.

X.i.6.E.3.e.  Obtaining IDES Referral Documents When Automated Transfer Fails
If referral documents do not automatically transfer from HAIMS to the eFolder within 24 hours of establishing EP 689, the MSC must take the actions in the table below.
Step
Action
1
Notify the PEBLO that the referral documents failed to transfer.
2
Request that the PEBLO
  • submit a trouble ticket to their local HAIMS system administrator, and
  • provide the referral documents via acceptable alternative means.
Reference:  For information on acceptable alternative means of document transfer, see M21-1, Part X, Subpart i, 6.E.3.f.
3
Upon receipt of the referral documents, the MSC must
  • upload all referral documents into the eFolder according to the specifications outlined in M21-1, Part X, Subpart i, 6.F.1.h, and
  • ensure the entry in the PREPARE CLAIM START DATE field in VTA reflects the date that a proper referral was made to VA.

X.i.6.E.3.f. Acceptable Alternative Means of Document Transfer

 IDES referral packages and IDES examination results will primarily be transmitted between MSCs and PEBLOs via automated processes.  However, if those processes fail, or further documentation must be transferred, the following methods are acceptable:
  • encrypted e-mail
  • Department of Defense Safe Access File Exchange (DoD SAFE) transfer, or
  • shared local drives.

X.i.6.E.3.g. Expeditious Assessment of the Referral Package for Completeness

 MSCs must review the contents of the referral package within one day of the date it became available to determine whether the referral is complete. A complete referral package must include
  • a completed VA Form 21-0819
  • a completed SHA, Part A with a response of either Separation from military service or Retirement (as appropriate) selected as the PURPOSE OF EXAM, and
  • all available STRs (any missing STRs are documented in Section III of the VA Form 21-0819).
If the referral package is incomplete, the MSC must coordinate with the PEBLO to resolve the deficiency.  If the deficiency cannot be promptly resolved, the MSC may return the referral to the PEBLO in accordance with M21-1, Part X, Subpart i, 6.E.3.h. Notes:

X.i.6.E.3.h. Returning  Referrals

 A referral can be returned if the
  • referral package is incomplete, or
  • participant is not available for either the initial meeting (within 5 days of referral) or VA examinations (within 30 days of referral).
Exceptions:  Do not return the referral when
  • there is a failure of automated transfer of referral documents to the eFolder due to technical issues.  Instead, handle these cases in accordance with M21-1, Part X, Subpart i, 6.E.3.e, or
  • the referral package does not contain a completed SHA, Part A.  Instead, contact the service member to inform them that VA examinations will not be requested until a completed SHA, Part A is received.
Follow the steps in the table below to return a referral.
Step Action
1 Contact the PEBLO and explain the reason that the referral is not proper.
2 Add a note in VTA and VBMS that provides the reason for rejecting the referral.
3 Remove the entry in the PREPARE CLAIM START DATE field.
4 Document the return of the referral package in the fields under the CORRECTIVE ACTION tab in VTA.
5 When the issue is resolved, ensure the PREPARE CLAIM START DATE reflects the date that a proper referral became available to VA.
Important:
  • When referrals are returned as improper, the EP 689 must remain pending as long as the case remains enrolled in VTA.  Do not change the DOC.
  • If DoD determines that the participant will be removed from IDES and disenrolls the case from VTA, the MSC will either
    • take the actions outlined in M21-1, Part X, Subpart i, 6.I.2.a if the participant has submitted an application for VA benefits, or
    • clear the EP 689 if the participant has not yet submitted an application for VA benefits.

X.i.6.E.3.i. Scheduling and Preparing for the Initial Meeting

 MSCs must
  • make all possible attempts to schedule and complete the initial meeting within five days of the date a proper referral was made
  • review the contents of the participant’s referral package and eFolder before the meeting in an effort to better advise the participant during the meeting about additional disabilities manifest in service, and
  • contact the participant (if possible) beforehand to
Reference:  For more information on providing the SHA, Part A to participants, see M21-1, Part X, Subpart i, 6.E.4.e.

X.i.6.E.3.j. Relevance of the Duty Status of Members of the Reserve or National Guard

 When a PEBLO submits a referral for a member of the Reserve or National Guard, MSCs should attempt to obtain a copy of the member’s current orders from the PEBLO. If the PEBLO fails to provide the orders
  • accept the referral (if otherwise proper), and
  • ask the member to provide a copy of the orders at the initial meeting.
In the absence of evidence to the contrary, accept the statements of members of the Reserve or National Guard regarding their duty status as credible. If the participant is receiving VA compensation payments while serving on active duty, establish EP 290 with the claim label, IDES Return to Active Duty.  The EP 290 will be routed by National Work Queue for appropriate action under M21-1, Part X, Subpart v, 2.B. Important:
  • Ensure that orders provided by the PEBLO and/or the participant are available in the eFolder.
  • M21-1, Part X, Subpart i, 6.K.2 and M21-1, Part X, Subpart i, 6.H.2.a contain instructions that are unique to the handling of IDES cases involving members of the Reserve or National Guard that are not on active duty.
  • M21-1, Part X, Subpart i, 6.G.1 discusses supplemental claims filed by Veterans who are currently not on active duty.
  • Before treating a member of the Reserve or National Guard as an individual who is on active duty, MSCs must ensure the individual is actually performing full-time, active duty service. The fact that a member is “on orders” or in uniform is not a reliable indicator that they are on active duty.

4. Initial Meeting Between MSCs and an IDES Participant

Introduction

 This topic contains information about the initial meeting between MSCs and an IDES participant, including

Change Date

 June 28, 2024

X.i.6.E.4.a. Steps of the Initial Meeting

 The table below describes the steps of the initial meeting between MSCs and an IDES participant.
Step Action
1 The MSC
2 The MSC informs the IDES participant of the right to seek the advice of other parties during the claims process and explains the availability of Veterans service organizations (VSOs). If the participant expresses interest in being represented by a VSO, the MSC must provide the participant with VA Form 21-22, Appointment of Veterans Service Organization as Claimant’s Representative. Important:  Before providing VA Form 21-22, MSCs must replace the word “Veteran” with “service member” in Block 1 of the form, if the participant is still on active duty. Note:  Only DoD and its service departments have the authority to initiate the submission of VA Form 21-0819 and refer an individual into IDES.  An individual’s representative may not take either of these actions.
3 The MSC explains that:
  • IDES participants have the opportunity to initiate VA compensation claims as part of the IDES process, and
  • filing a VA claim as part of the IDES process allows VA to
    • begin paying any VA benefits shortly after separation from service (if the participant is found unfit and medically discharged), and
    • share examination reports and rating information for all issues raised in IDES (claimed and referred) with DoD, so that the service department can consider this information when determining the participant’s fitness for continued service.
Note:  If the participant expresses concern about VA’s disclosure of information to the service department regarding disability(ies) claimed with VA, the MSC should recommend the participant delay submitting a claim to VA that involves the disability(ies) in question until after the participant exits IDES.
4 If the participant would like to submit a VA claim, go to Step 6 of this table. If the participant declines to submit a claim, go to the next step.
5 If the participant declines to submit a VA claim, the MSC must:
  • explain
    • that VA will evaluate the conditions referred by the service department for the DoD purposes only, and
    • VA compensation will not be awarded as part of participation in IDES
  • provide the participant with a VA Form 21-4138, Statement in Support of Claim
  • ask the participant to document the decision to decline to submit a VA claim on the VA Form 21-4138, and
  • go to Step 12 of this table.
Note:  If the participant refuses to complete a VA Form 21-4138, the MSC must document the discussion on a VA Form 27-0820, Report of General Information, noting the participant’s decision to decline to submit a VA claim.
6 The MSC provides the participant with a VA Form 21-526EZ Application for Disability Compensation and Related Compensation Benefits. Reference:  For more information on providing forms to participants when an initial meeting is conducted by telephone or videoconference, see M21-1, Part X, Subpart i, 6.E.4.d.
7 The MSC assists the participant with completion of the VA Form 21-526EZ.  During this process, the MSC
  • calls attention to evidence tables on the VA Form 21-526EZ, which describe the information and evidence needed to substantiate a claim for VA disability benefits
  • explains that service connection (SC) is limited to chronic disabilities the participant incurred during service or that service in the military aggravated, and
  • advises the participant to list the following in Section V, Block 16 of the VA Form 21-526EZ:
    • the referred conditions the service department identified on the VA Form 21-0819, and
    • any additional chronic, service-related disabilities the service department did not identify.
Note:  When a participant submits a VA Form 21-526EZ during the IDES process, the referred conditions listed by the service department on the VA Form 21-0819 will be considered in the VA rating decision—whether or not the conditions are specifically listed on the VA Form 21-526EZ.  However, listing the referred conditions on the VA Form 21-526EZ is recommended to direct attention to the referred conditions. Important:  Although MSCs should bring to the attention of an IDES participant additional disabilities they identified during review of the participant’s medical records, the responsibility for formally placing the disabilities at issue ultimately lies with the participant.
8 The MSC provides the participant with
9 The MSC records the date of receipt of any documentation submitted using the instructions in the table below.
If the documents were provided … Then the MSC must …
in hard copy date stamp the documents as provided in M21-1, Part II, Subpart i, 2.B.1.a.
electronically handle the documents as provided in M21-1, Part X, Subpart i, 6.F.1.h.
10 The MSC explains the importance of VA having up-to-date mailing address and direct deposit information and asks the participant to immediately notify VA if address or direct deposit information changes at any time during the IDES process or after discharge. Important:  If a participant notifies VA of a change of address at any point during involvement in IDES, the VA entity that receives the notice is responsible for
  • updating the participant’s address in the corporate record (This includes checking the C&P PAYMENT ADDRESS box if the update is made through Share and the box is available for editing.), and
  • documenting the change of address as a note in VBMS.
11 The MSC explains that if the participant’s service department
  • determines the participant is unfit for duty, VA will
    • determine the participant’s entitlement to VA benefits, and
    • begin paying benefits to the participant (if entitlement exists) shortly after separation from service, or
  • returns the participant to duty, VA will
    • close the participant’s claim, and
    • take no further action until a claim that is eligible for consideration is filed.
Exception:  If the participant is a member of the Reserve or National Guard who is not on active duty, the MSC explains to the participant that VA will make a decision regarding entitlement to benefits as soon as the service department
  • determines the participant is unfit for duty, or
  • returns the participant to duty.
Reference:  For more information about IDES cases involving members of the Reserve or National Guard that are not on active duty, see  M21-1, Part X, Subpart i, 6.K.2.
12 The MSC informs the participant that VA will order examinations to evaluate all referred and claimed disabilities. Exception:  VA will not examine disabilities as provided in M21-1, Part X, Subpart i, 6.F.2.b.
13 The MSC closes the meeting with the IDES participant, at which time the MSC
  • informs the participant that
    • the PEBLO will provide the participant with the date and time of any VA examination the MSC schedules
    • the participant must go through the PEBLO to make any changes to the date and time of any scheduled VA examination
    • if they want to initiate a claim with VA for additional issues, they should contact their MSC to submit a prescribed form, bearing in mind that VA may not be able to decide those issues until after they exit IDES, and
    • the MSC will meet with the participant, regardless of the outcome, when the participant exits IDES, and
  • provides the participant with
    • copies of all documents the participant signed, and
    • the address and driving directions for the facility(ies) where the participant will report for VA examination(s).
14 The MSC documents the meeting by
  • completing VA Form 27-0820 and uploading it to the participant’s eFolder, or
  • entering a detailed note in VBMS.
The documentation should include a summary of the meeting, including the reason for it, and any noteworthy information exchanged. Important:  If the meeting is held via telephone or video conference, it must be documented on a VA Form 27-0820, as discussed in M21-1, Part X, Subpart i, 6.E.4.d.
Note:  If the participant returns VA Form 21-526EZ (or expressly declines to file a claim) during the initial meeting, treat the meeting as concluded on that date.  Otherwise, consider the meeting concluded on the earlier of the following

X.i.6.E.4.b.  Circumstances That May Require Additional MSC Actions
The table below describes circumstances that arise or that become apparent during the initial meeting that will require additional MSC actions.
If …
Then MSCs must …
an IDES claim involves a disability for which VA previously granted SC
inform the participant that VA will consider this as a claim for an increased disability rating.
the participant currently has a claim or appeal pending with VA
follow the instructions in M21-1, Part X, Subpart i, 6.G.1.
the participant wishes to claim an issue that was previously denied by VA
follow the instructions for supplemental claims in M21-1, Part X, Subpart i, 6.A.2.
the participant wants to claim more issues than can fit in Sections V and XIII of the VA Form 21-526EZ
Important:  The VA Form 21-4138 must be received along with the VA Form 21-526EZ to be considered part of the IDES claim.
Reference:  For more information on processing additional correspondence received with a prescribed form, see M21-1, Part II, Subpart iii, 1.A.2.c.
an IDES claim involves posttraumatic stress disorder (PTSD) or military sexual trauma (MST)
follow the instructions in M21-1, Part X, Subpart i, 6.E.4.c.
the participant is pregnant
follow the instructions in M21-1, Part X, Subpart i, 6.K.3.

X.i.6.E.4.c. Determining Whether PTSD Stressor Development Is Required

 When there is a claim for SC for PTSD, the MSC’s duty to provide a participant with the VA Form 21-0781, Statement in Support of Claimed Mental Health Disorder(s) Due to an In-Service Traumatic Event(s), and assist in completing it at the initial meeting will depend upon whether there is a need to obtain credible supporting evidence of a claimed in-service stressor. Whether a PTSD claim requires stressor development or whether a stressor can be established by the claimant’s lay testimony is covered in detail in M21-1, Part VIII, Subpart iv, 1. Important: For active duty IDES participants, the fact that a VA examination will be conducted while the individual is still in service will typically make completion of the VA Form 21-0781 at the initial meeting unnecessary. This is because a diagnosis of PTSD in-service would typically be sufficient to support a grant on a direct basis without stressor verification. When PTSD is diagnosed in service, the participant’s testimony alone may establish that the claimed in-service stressor occurred as provided in 38 CFR 3.304(f)(1), and if late onset or delayed PTSD is diagnosed related to a pre-service stressor, there is no statutory or regulatory requirement for credible supporting evidence. Conversely, VA examination results showing no PTSD diagnosis would also make stressor development unnecessary. In cases involving IDES participants who are not on active duty, in which stressor development is required, the MSC must: Note:  If further stressor development is required in cases involving MST, the MSC must notify the DRAS.  The MST Outreach Coordinator at the DRAS is responsible for taking the actions outlined in M21-1, Part VIII, Subpart iv, 1.A. Reference:  For more information on an in-service diagnosis of PTSD based on a in-service stressor or a pre-service stressor, see M21-1, Part VIII, Subpart iv, 1.

X.i.6.E.4.d. Completing Initial Meetings by Telephone or Video Conference

 Whenever possible, the initial meeting between MSCs and IDES participants should be face-to-face.  If such a meeting is not feasible, MSCs may hold the meeting by video conference or, as a last resort, by telephone. When conducting an initial meeting by telephone or video conference, MSCs must

X.i.6.E.4.e. Providing Forms to the Participant When the Meeting Is Conducted by Telephone

 When conducting the initial meeting by telephone or video conference, the MSC must provide all forms indicated in M21-1, Part X, Subpart i, 6.E.4.a, (Steps 6 and 8) and M21-1, Part X, Subpart i, 6.E.4.c, if applicable, to the participant via e-mail.  The e-mail must include the current portable document format (PDF) versions of all required forms or include hyperlinks to the forms. If hyperlinks are provided, they must be obtained from VA’s public-facing forms page and link to the specific form(s). Examples: Exceptions:
  • If extenuating circumstances exist, these forms can be physically mailed to the participant, at the participant’s request.
  • The SHA, Part A, can be downloaded from the VA Public DBQ webpage.

X.i.6.E.4.f. Advising Participants of How to Return Forms

 The MSC should encourage the participant to return the required forms to the MSC in-person.  When a participant is unable to return the required forms to the MSC in-person, the MSC must advise the participant to return all required forms to the MSC, via one of the following means:
  • encrypted e-mail
  • DoD SAFE, or
  • VA claims submission service website.
If the participant is unable or unwilling to submit the forms electronically, the claimant may return them to the MSC by mail; however, returning paper documents by mail is not recommended. Important:  If the participant wishes to file a VA claim, but does not complete the VA Form 21-526EZ during the initial meeting, the MSC must take action according to M21-1, Part X, Subpart i, 6.E.4.i. Reference:  For information on using DoD SAFE to send sensitive records, see M21-1, Part X, Subpart i, 6.K.9.a.

X.i.6.E.4.g. Signatures by IDES Participants That Are Incompetent or Physically Incapacitated

 If an IDES participant is filing a VA claim, but is unable to sign the VA Form 21-526EZ because they are incompetent or physically incapacitated, MSCs must attempt to obtain an acceptable alternative. Acceptable alternatives include:

X.i.6.E.4.h. Handling an Unsigned VA Form 21-526EZ

 If an IDES participant returns a VA Form 21-526EZ without a signature, the MSC must concurrently
  • process the claim according to standard IDES procedure, and
  • attempt to obtain the participant’s signature.
If the signed application is not returned by the time of the proposed rating decision, the DRAS must
  • prepare a proposed rating and benefits estimate letter (BEL) according to standard IDES rating procedure
  • modify the BEL to indicate that the participant’s signature was missing from the VA Form 21-526EZ, and that this form must be signed before VA benefits can be formally awarded, and
  • develop directly to the participant for their signature on the application.
If the participant has not signed the form by the time they exit IDES, the DRAS of jurisdiction must
  • take the actions described in M21-1, Part II, Subpart iii, 1.C for handling a claim that is not substantially complete
  • enter the date of notification of the participant in the VA BENEFITS DATE field on the RO/RATING ACTIVITY tab in VTA
  • add a note on the same tab that explains the date the DRAS entered in the VA BENEFITS DATE field, and
  • clear the pending EP 689.

X.i.6.E.4.i. Handling Cases Where a Participant Does Not Immediately Return a Completed VA Form 21-526EZ

 If a participant indicates the intention to file a VA claim as part of the IDES process, but is unable, or chooses not to, return the VA Form 21-526EZ immediately, then the MSC must notify the participant that
  • the MSC can wait up to five calendar days for return of the VA Form 21-526EZ
  • if the application is not received within five days, examinations will be ordered only for the conditions identified by the service department on the VA Form 21-0819
  • if the VA Form 21-526EZ is received after five days, any claimed issues may be deferred until after the participant exits IDES, and
  • unless VA receives a completed application, VA will be unable to pay benefits.
MSCs must wait until the completed VA Form 21-526EZ is received or until the five-day deadline passes (whichever is earlier) before requesting examinations.  If extenuating circumstances exist that impact the participant’s ability to return the form, the MSC may defer requesting exams beyond the five-day deadline. Notes:

X.i.6.E.4.j. Handling a VA Form 21-526EZ Received After the Five-Day Deadline

 If a participant returns the signed VA Form 21-526EZ after the five-day deadline following the initial meeting and has added new contentions, VA is not obligated to request additional examinations. MSCs must add a note in VBMS and VTA
  • stating that the additional issues were not received until after five days of the initial meeting, and
  • specifying if examinations will be ordered/conducted for the new issues as part of the IDES claim.
Reference:  For more information regarding additional disabilities that IDES participants claim after the initial meeting, see M21-1, Part X, Subpart i, 6.K.1.c and d.

X.i.6.E.4.k. Handling Failure to Return VA Form 21-526EZ

 If an IDES participant does not specifically decline to file a VA claim during the initial meeting, but fails to return a VA Form 21-526EZ within the timeframe specified in M21-1, Part X, Subpart i, 6.E.4.i, the MSC must proceed to order examinations for the referred conditions. If a completed VA Form 21-526EZ is not returned by the time of the proposed rating decision, the DRAS must
  • prepare a proposed rating and BEL according to standard IDES rating procedure
  • modify the BEL to indicate no application for VA benefits has been received to date and that a completed application must be received for VA benefits to be formally awarded, and
  • develop directly to the participant for a completed VA Form 21-526EZ.
Exception:  If the participant declined to file a VA claim during the initial interview with the MSC, and this was properly documented as required by M21-1, Part X, Subpart i, 6.E.4.a, Step 5, no further development for the VA Form 21-526EZ should be undertaken.  These situations must be handled in accordance with M21-1, Part X, Subpart i, 6.K.10.a. If the participant has not returned the application (or expressly declined to file a VA claim) by the time the participant exits IDES, the DRAS must
  • take the actions described in M21-1, Part II, Subpart iii, 2.G for handling a request for application
  • enter the date of the notification letter to the participant in the VA BENEFITS DATE field on the RO/RATING ACTIVITY tab in VTA
  • add a note on the same tab that explains the date the DRAS entered in the VA BENEFITS DATE field, and
  • clear the pending EP 689.