You should have a STATUS Checklist Item (Check Status in VBMS & Update Case) come up every 45 days in each of your cases. For each update, make sure you make a note in the Notes Tab in NEOS using the dropdown “VBMS Status Update” about the current status of the case, and make note of any important updates in the case since the last VBMS Status Update Note in Neos.

CHECKLIST FOR STATUS UPDATES

• [ ] 1- Open case in VBMS and NEOS.

• [ ] 2- Confirm Pending Claims in VBMS matches our Synopsis in NEOS. Click on “Pending Claims” on the right side of VBMS in the Case to see all open EP codes. Example:

       *VBMS - Pending Claims -* 
  

  -open EP code for SUPP claim filed 01/01/24 , AND

  -open EP code for NEW claim filed 02/02/24 ;

  NEOS - Case Tab - Synopsis -

  -01/01/24 Supp filed s/c/IR [claim(s)] - waiting for decision

  -02/02/24 Initial filed s/c/IR [claim(s)] - waiting for decision

• [ ] 3 - Confirm date of last VBMS Status Update in the Notes Tab in NEOS to see how far back you need to review the case in VBMS.

• [ ] 4 - Review all documents in VBMS from the date of last ****VBMS Status Update and update case accordingly/contact client if needed based on important developments. This includes but is not limited to:

  4a - Decisions & Code Sheets:

  • [ ] Decisions: confirm all decisions are in NEOS since the last VBMS Status Update (if not, update case based on decisions received).
  • [ ] Code Sheet: Confirm that the Code Sheet Tab is up to date based on the most recent Code Sheet uploaded to VBMS.

  4b - PMRs/CAPRI Records: Update the Treatment tab in NEOS based on any CAPRI records and PMRs uploaded to VBMS since date of last VBMS Status Update.

  • [ ] PMRS: Update the Treatment Tab in NEOS. Open each “Medical Treatment Record - Non - Government Facility” (document type in VBMS) since last Status Update to update which private providers have responded and when. Update that provider’s Treatment Tab specifically the “Date Received” box for the provider using the “Receipt Date” in VBMS.
  • [ ] CAPRI Records: Update the Treatment Tab, specifically the “Date Received” box for any newly uploaded CAPRI records since the last VBMS Status Update.

*** Also while you do this, please take the time to make sure that our service periods in the Service Tab match those in VBMS’ “Military Service” Section on the right.*

4c - TERA Memos/Updating Service Tab - Update Service Tab in NEOS based on any TERA memos uploaded to VBMS since date of last VBMS Status Update.

4d - C&P Exams [DBQs and Medical Opinions] - For each DBQ & Medical Opinion uploaded to VBMS since the last VBMS Status Update: update the Claims Tab “Comp & Pen Exam” Section in NEOS to show date of exam and nexus (positive or negative).

*** If exam was missed, attempt to get good cause statement from client and submit to VA before decision is issued.*

4e - Misc. Important Documents: Look for any documents uploaded to VBMS since the last VBMS Status Update that are relevant to our client’s pending claims.

**Save any important documents to the file in Neos & address any issues related to those documents with the client ASAP.

Examples of Misc. Important Documents include but are not limited to:

• 526EZ, 0995, 0996 or NOD’s filed by client: Confirm client has not filed any of his/her own claims since our last VBMS Status Update.

**If client filed own claims-Update the case accordingly: including synopsis section in Case Tab, Checklist (add a check list item for [date filed/ claim filed (526/0995 etc/ - waiting for Decision], Claims Tab (add a claim / date filed and note that cl filed on own).

**You will also need to contact the client about this filing to gather any evidence to support the claim / remind them to not file things on their own.

• Request for Application Letters: These are usually issued if we put a claim on the wrong form/or if the VA thinks we put a claim on the wrong form and require a response. If you see one of these: download to case & address the issue ASAP. (file on correct form, or send response letter to VA about how it was on the correct form and to open an EP code -you will want to stay on top of this to make sure the VA does their job).
• ”Exam Request” - with the subject “EMS Contention Cancellation” in VBMS: Open the document to see what exam was missed and when, and make a note in the synopsis and Claims tab in NEOS; + Contact the client to get a Good Cause statement if needed before the VA makes a decision on that claim.
• ”Subsequent Development Letters”: Make sure you open these in VBMS since the last Status Update to see if the VA is requesting anything that we have not already submitted, or to see if the veteran failed to attend a C&P exam. (ex. PTSD stressor statement, request for signed authorization, etc.).

**If information/documents are needed from the Veteran to respond to these letters, contact the client ASAP if needed to get this info/documents filed.