VSO-Lesson 11: Overview of Medical Records (Federal and Non-Federal Records)

_________???___________ are any documents in the custody of a Federal department or agency.

A. Private treatment records B. Social work records C. Finance Records D. Federal records

Clinical records are comprised of a variety of health care treatment records that document a service member's treatment at a __________??????____________.

A. Third party private facility B. Private treatment facility C. Military treatment facility (MTF) D. All of the above

Veterans Benefits Administration (VBA) employees use what system to access Veterans' records electronically?

Compensation and Pension Record Interchange (CAPRI)

Explain the VA Federal Evidence timeline for obtaining records?

Federal Evidence 1. VA will allow for 30 days for these records to be obtained on the first attempt 2. If no records are received within 30 days of the request, VA will make a follow-up request (second request) for the records and ask the records custodian to respond within 15 days 3. If after the second attempt, evidence has not been received within the 15 day period, VA will attempt to contact the claimant and the records custodian and ask that he or she provide the requested records within 10 days 4. If no records are received from either the claimant or the records custodian, VA will prepare a final-attempt letter and allow the claimant 10 days to respond 5. Once the 10 day suspense has expired, if the evidence has not been received by VA, it will decide the claim once all other development actions are complete

What should you communicate to the claimant regarding who has the responsibility to ensure that non-Federal medical evidence is in the claimant's record at the time of the decision?

The claimant has the ultimate responsibility.

True or False: Requests for records from Veteran Centers (Vet Centers) are required to be made by a letter from the VBA with authorization from the Veteran attached (VA Form 21-4142, General Release for Medical Provider Information to the Department of Veterans Affairs (VA), and VA Form 21-4142a, General Release for Medical Provider Information to the Department of Veterans Affairs (VA)).

True

True or False: VA must effectively notify the claimant of information necessary to substantiate his or her claim. Additionally, VA has a duty to assist claimants in gathering the evidence necessary to decide their claim, and must consider all evidence gathered, for and against the claimant, in reaching their decision. Moreover, VA must make reasonable efforts to assist a claimant in obtaining relevant non-Federal or private records from all sources that the claimant adequately identifies.

True

In its duty to assist with obtaining federal treatment records or other federal records identified by the claimant, VA will make no less than how many attempts?

Two (2) attempts.

If a VA medical facility does not support electronic records requests, the request must be made by completing and submitting what form?

VA Form 10-7131, Exchange of Beneficiary Information and Request for Administrative Action

In order for VA to obtain Veterans' records, VA must know what (2) two things?

VA must know where and when the Veteran received treatment through the VA Medical Center Therefore, it is important that the claimant properly inform VA of the facility location and dates of treatment for all VA Medical Center treatment visits.

As a VSO, you interview a Veteran seeking an increase in her compensation benefits. She brings in copies of her most recent treatment records from a private doctor. She also tells you she went to a specialist for her back condition but doesn't have a copy of those records. You should take the following actions to assist the Veteran except for which one?

Wait until the application is submitted, then ask the Veteran to notify the VA of the name and address of the specialist.