09/10/2024 Changes to Intake Process and Roles for Evidence Coordinator

1. No more confirming claims or following up on Treatment History/Medications ON INTAKE Callie is going to import the intake and send them the rep packet to esign right away. Once they esign and she submits the Rep Packet to VA, in her welcome email she is also going to follow up with them and remind them to fill out their treatment history and list of medications.

2. Inputting Treatment Info - Ashley is still going to be inputting the Medications when she receives them, but she is also going to be a backup to help Callie input the Treatment Histories going forward. If the client submits their Treatment History before we get VBMS Access, Callie or Ashley will be putting the info in. HOWEVER, IT IS THE EVIDENCE COORDINATOR’S JOB TO MAKE SURE WE GET THE TREATMENT HISTORY AND MEDICATIONS LIST AS PART OF THE INITIAL SETUP. This means if we get VBMS Access and the Treatment or Medications Tabs are not filled in, it’s the Evidence Coordinator’s job to make sure we get that info and input it in the case as part of their development.

3. Filling out the Strategy Tab - Once we have VBMS Access, the case is handed over to the Evidence Coordinator to do the Initial Setup in the Strategy Tab. We talked about this a little last week, but we added a few things to make sure you’re checking for them when we get access to the file and put them in the Initial Blueprint section of the Strategy Tab:

• Initial Setup Date = the date you reviewed the case in VBMS and completed the Initial Blueprint section of the Strategy Tab
• Staff Assigned = Evidence Coordinator assigned to the case (so there’s no confusion over who setup the case and when)
• Most Recent RD on Intake = most recent RD in the file (this may be filled in from the intake, just confirm it is accurate when we get VBMS access, and if it’s within 12 months, make sure you add it to the RD Case Dates so we don’t miss a deadline)
• Missing SRs = are there any service records missing from the file (aka did the veteran have two or more periods of service and they only got one set of service records? Were the service records lost or destroyed? Are there service personnel records in the file but no service treatment records? Is there only a DD-214 in the file, but no service records?
  • If no missing SRs, put NO MISSING SRs so anyone who looks at the case knows you checked
• Missing Medical Recs = Did the veteran say they treated outside of the VA, but those treatment records are not in the file? Did the VA request PMRs in the past but they were never received?
  • If no missing Medical Recs, put NO MISSING MEDS so anyone who looks in the case knows you checked
• Active Problem List = if you open the most recent CAPRI file in the case and CTRL+F “Active Problem List”, it should give you a list of their active medical conditions. This is a good place to look when trying to confirm which claims to file. Copy and Paste this into the Active Problem List so anyone who looks in the case knows you screened for other medical conditions to potentially claim. This will help prevent us from having to file multiple claims at multiple times and confuse the VA and delay the process if the Evidence Coordinator has this information and can address everything off the bat. See below example of Active Problem List:

• Treated Outside VA? = this should be filled in from the intake, but it is the Evidence Coordinator’s job to confirm this information and change it if the client has private providers. This is an easy way to check if we need to file a PMR as part of the initial development of the case.

• Meds Tab Complete? = it is the Evidence Coordinator’s job to check and see if we received Meds (Ashley is really quick with putting these in when they come in, but make sure you check your email to see if we received the list of meds as well). If we did not receive the list of meds by the time we get VBMS access, it is the Evidence Coordinator’s job to make sure we get the list of medications from the client, or if there are no meds, put NO MEDS in the Medications tab so we know it was addressed.

  • This can be very valuable info for the Evidence Coordinator to use when confirming which claims to file with the client – there may be claims for secondary service connection due to the side effects of a medication for a SC condition we can claim, so make sure you’re reviewing this info before filing the claims!

• Exposures (*This info is on the Service Tab right now, but we are going to move it to the Exposures Tab)

  • Are there any TERA or ILER Memos in the file in VBMS? If Yes, list all exposures in the Exposures Tab and put the date of the TERA or ILER Memo so we know the VA has conceded those exposures.

  • From the intake, did the veteran say he/she was exposed to anything in service? Put that info in the Exposures Tab as well so we have a fully informed picture of what the veteran may have been exposed to in service when we look at theories of service-connection for each claim

  • List any other potential exposures you think of along the way (for example, if they were in aviation from their MOS, were they potentially exposed to jet fuel? Confirm Yes or No with client)

    Hazards by MOS 👈 check their MOS for potential exposures here

• Initial Assessment = this is for your notes on what needs to be done in the case – do we need to file initial claims for certain conditions and Supp Claims for other conditions? Do we need to submit a PMR request with the initial application? Do we need to make sure the VA requests missing service records?