ࡱ> #` \bjbjmm 57T < NNN8$OLpOt |hQVFT(nTnTnTIU'XXl,|.|.|.|.|.|.|$A~hBR| ZIUIUZZR| nTnTg|60b0b0bZ nT nT{0bZ,|0b0bnbs DvnTQ ~N[Pu xv|<|pu^(@Dv Dv4gY>Y,0bY$YgYgYgYR|R|aXgYgYgY|ZZZZ d$d6Dd $D 4 "8   Section C. Requesting Records  PRIVATE INFOTYPE="OTHER" Overview In this SectionThis section contains the following topics: TopicTopic NameSee Page5Requesting Federal Records 1-C-26Requesting Non-Federal or Private Records1-C-87Requesting a Medical Opinion or Examination1-C-13 5. Requesting Federal Records  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information about requesting Federal records, including the types of Federal records that may be requested continuing attempts to obtain records from a Federal department or agency framing the requests the waiting period after making the requests concluding efforts to obtain records, and notifying the claimant that records are not available. Change DateMarch 29, 2010Continued on next page  STYLEREF "Map Title" 5. Requesting Federal Records, Continued a. Types of Federal Records That May Be RequestedVA may request the following Federal records: service treatment records other relevant identified records pertaining to the claimants service of the following type that are held by a government entity: military naval air service guard, or reserves (Note: Army National Guard records from the state are included in this category.) records of relevant VA medical treatment or examination that the claimant identifies adequately authorized VA medical treatment or examination at a non-VA facility if adequately identified, and any other relevant records held by any Federal department or agency (such as those held by the Social Security Administration (SSA)) that the claimant authorizes VA to obtain and adequately identifies. Note: For disability compensation claims, obtain all the records if relevant and identified. References: For more information on requesting records held by the SSA, see  HYPERLINK "http://vbaw.vba.va.gov/bl/21/M21-1MR/m21-1mr_main.htm" \l "pt3_spiii_ch3" M21-1MR, Part III, Subpart iii, 3, and other Federal departments or agencies, see  HYPERLINK "http://vbaw.vba.va.gov/bl/21/M21-1MR/m21-1mr_main.htm" \l "pt3_spiii_ch4" M21-1MR, Part III, Subpart iii, 4.Continued on next page  STYLEREF "Map Title" 5. Requesting Federal Records, Continued b. Continuing Attempts to Obtain RecordsWhen records are in the custody of a Federal department or agency, the law obligates VA to continue attempts to obtain records until records are obtained, or it is reasonably certain that the records do not exist, or further efforts by VA to obtain the records would be futile. VA must receive a response from the custodian before assuming it has met its duty to assist. c. Framing the RequestsFrame the initial and any follow-up requests for Federal records in a complete and specific way so that the following is received necessary information necessary evidence, or a negative reply. Reference: For more information on how to create a request for service records, see Chapter 4 of the Personnel Information Exchange System Participant Guide. This guide is now maintained on the  HYPERLINK "http://vbaw.vba.va.gov/bl/21/publicat/Users/index.htm#bmp" VBA Compensation and Pension Service's Intranet site. d. Waiting Period After Making RequestsAllow 60 days for a response to the initial request, and 30 days for follow-up requests. Inform the claimant of the status of his/her claim, including VA efforts to obtain identified records. Note: If neither Federal nor non-Federal records have been received within their respective 60-day or 30-day response periods, notice about the status of both requests may be included in a single letter, but the letter must clearly differentiate between the actions we will take concerning these two categories of records. Reference: For more information on requesting non-Federal records, see  HYPERLINK "pt01_ch01_secC.xml" \l "I.1.C.6" M21-1MR, Part I, 1.C.6. Continued on next page  STYLEREF "Map Title" 5. Requesting Federal Records, Continued e. Concluding Efforts to Obtain RecordsDetermine on a case-to-case basis whether further attempts to obtain records would be futile, based on the type of response received from the custodian of the record. VA can be reasonably certain that records do not exist or that further attempts to request them would be futile in cases where a reply is received from the custodian of the records that the requested records do not exist the requested records are not in his/her possession the requested records are lost, or he/she is unable to provide the records for some other valid reason. Any of the above must be documented in the file through either a letter from the reported record holder, or information recorded on VA Form 21-0820, Report of General Information, or memo for record documenting the fact, with the name, phone number, and work site of the responsible official with whom the regional office (RO) employee discussed the matter.Continued on next page  STYLEREF "Map Title" 5. Requesting Federal Records, Continued f. Taking Action When Federal Records Are UnavailableUse the table below to determine what action to take upon receipt of an affirmative statement from a Federal records custodian that the requested records do not exist or are not in his/her possession.  StepAction1Prepare a formal finding of Federal record unavailability as shown in HYPERLINK "http://vbaw.vba.va.gov/bl/21/M21-1MR/index.asp?id=pt03_sp03_ch02_secI.xml" \l "III.iii.2.I.59.d"M21-1MR, Part III, Subpart iii, 2.I.59.d. Note: The formal finding of unavailability must be signed by the Veterans Service Center Manager (VSCM), or a VSCM-designee at the Coach level or higher. 2Provide the claimant with an oral or written notice that identifies the records that could not be obtained briefly explains the efforts made to obtain them requests the claimant to furnish any records in his/her possession that VA could not obtain, and/or identify the possible location of the records furnishes information about possible alternative sources of service records, and describes the action VA will take on the claim if the evidence is not furnished or identified within 10 days from the date of the notice. References: For more information on the duty to notify claimants of the inability to obtain records, see HYPERLINK "http://www.warms.vba.va.gov/regs/38CFR/BOOKB/PART3/S3_159.DOC"38 C.F.R. 3.159(e), and alternative sources for service records, see HYPERLINK "http://vbaw.vba.va.gov/bl/21/M21-1MR/index.asp?id=pt03_sp03_ch02_secE.xml" \l "III.iii.2.E"M21-1MR, Part III, Subpart iii, 2.E.Continued on next page  STYLEREF "Map Title" 5. Requesting Federal Records, Continued  STYLEREF "Block Label" f. Taking Action When Federal Records Are Unavailable (continued) StepAction3Has the claimant furnished evidence or identified alternative source(s) of evidence within the 10-day time limit? If yes, take action on the claim or develop for the records, as appropriate. If no, continue processing the claim on the evidence of record, including scheduling an examination or requesting a medical opinion, if needed to decide the claim. Important: If Federal records cannot be obtained, both the rating decision and the letter of notification must clearly indicate that the custodian of the records stated that the records could not be provided. 6. Requesting Non-Federal or Private Records  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on requesting non-Federal or private records, including making reasonable efforts to obtain relevant evidence the definition of reasonable efforts the requirement to follow up on requests for non-Federal records by telephone the waiting period after making requests from non-Federal sources using the telephone, fax or e-mail to obtain evidence from the claimant notifying the claimant when VAs reasonable efforts to obtain records are unsuccessful VAs responsibility for requesting medical records, and identifying medical, non-medical, and non-Federal records. Change DateJune 28, 2010 a. Making Reasonable Efforts to Obtain Relevant EvidenceThe Veterans Claims Assistance Act (VCAA) states that VA must make reasonable efforts to assist a claimant in obtaining the evidence necessary to substantiate a claim. The determination of what constitutes reasonable efforts is based on the circumstances of the case.Continued on next page  STYLEREF "Map Title" 6. Requesting Non-Federal or Private Records, Continued b. Definition: Reasonable EffortsReasonable efforts to obtain relevant records that are not in the custody of a Federal department or agency ordinarily require an initial request for such evidence, and at least one follow-up request if no response is received from the custodian of the records unless a response to the initial request indicates that the records do not exist, or a follow-up request would be futile. If VA receives information showing that subsequent requests to this or another custodian could result in obtaining the records sought then reasonable efforts would include an initial request, and at least one follow-up request to the new source if the records are not received or an additional request to the original source if the records are not received. c. Requirement to Follow Up on Requests for Non-Federal Records by TelephoneWhen following up on requests for non-Federal records, you must make one attempt to contact the records custodian by telephone. Document any telephone contact on a signed VA Form 21-0820, Report of General Information, for the claims folder. If the records custodian cannot be reached by telephone on the first attempt make no further attempts to contact the custodian by telephone document the attempted telephone call on a signed VA Form 21-0820, and send the custodian a follow-up letter to request the records. Note: Whenever appropriate, ask the custodian of the records to fax the records to the designated RO fax number. (Note: The fax machine must be located in a secure, nonpublic location because the faxed records may contain personally identifiable information.)Continued on next page  STYLEREF "Map Title" 6. Requesting Non-Federal or Private Records, Continued d. Waiting Period After Making RequestsWhen requesting records from non-Federal sources, allow 30 days for a response to the initial request, and 10 days for a response to a follow-up request. Make additional attempts to obtain the requested evidence when there is reason to believe that subsequent requests will result in obtaining the documents. Continue processing the claim after the initial 30 days, ordering an examination or medical opinion, or taking any further needed action, which may include preparing and propagating a rating decision addressing any issues for which benefits may be granted based on the evidence of record. Ordinarily, you should wait to schedule a VA examination until requested Federal and non-Federal records indicate there was an event, injury or disease in service that may be associated with the current condition. e. Using the Telephone, Fax, or E-mail to Obtain Evidence From the ClaimantUse the telephone, fax, or e-mail to seek the claimants assistance in getting evidence or clarifying information, and gather information from the claimant. Notes: Document all telephone contacts, including the name of the individual contacted, time, subject, and substance of the discussion on a signed VA Form 21-0820 for the claims folder. Note: You may communicate that notification by telephone and send simultaneous written notification for confirmation. Make hard copies of any e-mail correspondence for the claims folder. Be sure to protect personally identifiable information, such as the claimants name, date of birth, and VA claim number, in accordance with the  HYPERLINK "http://vbaw.vba.va.gov/bl/21/publicat/Letters/FL10/FL10-010E1.doc" Freedom of Information Act (FOIA) and Privacy Act (PA) User Guide and M27-1, Part I, Chapter 3.16 (TBA).  STYLEREF "Map Title" 6. Requesting Non-Federal or Private Records, Continued f. Notifying the Claimant at the Time of the Follow-Up RequestAt the time of the follow-up request, notify the claimant that he/she is ultimately responsible for providing the evidence, but that a follow-up attempt is being made he/she must submit these requested records within one year of when VA first notified the claimant of the information and evidence necessary to substantiate the claim, and if the requested evidence is unobtainable, VA will process the claim based on the evidence of record. g. Notifying the Claimant About VAs Non-Receipt of Requested RecordsNotify the claimant that VA has not received requested records if reasonable efforts have been made to obtain relevant non-Federal records, but some or all of them have not been received, and a follow-up request for them is being made. Notify the claimant at the time of the follow-up request for the records, and identify the records that were not obtained briefly explain the efforts made to obtain the records, and describe any further action that will be taken with respect to the claim including processing the claim based on the evidence of record. Note: If neither Federal nor non-Federal records have been received within their respective initial 30-day/60-day response periods, notice about the status of both requests may be included in a single letter, but the letter must clearly differentiate between the actions we will take concerning these two categories of records. h. Requesting Medical RecordsVA must request relevant medical records from all sources that the claimant adequately identifies for the development of claims.Continued on next page  STYLEREF "Map Title" 6. Requesting Non-Federal or Private Records, Continued i. Identifying Medical RecordsRequest that the claimant identify the type of record being obtained custodian of the record and his/her address medical condition to which these records relate approximate time frame covered by these records, and complete a medical release, if necessary. Note: These requirements apply to all types of non-Federal records.  j. Identifying Non-Medical Non-Federal RecordsRequest that the claimant identify the type of record being obtained custodian of the record and his/her address, and approximate time frame covered by these records. Examples: These records include the following: state workers compensation records, and employment records, including on-the-job injury reports, and accident reports. 7. Requesting a Medical Opinion or Examination  PRIVATE INFOTYPE="OTHER"  IntroductionThis topic contains information on requesting a medical opinion or examination to develop claims, including VAs responsibility to provide medical examinations or obtain medical opinions for the claimant when to request a medical opinion or examination when to request a medical opinion versus an examination stating medical opinion requests clearly what the opinion request needs to contain, and the importance of identifying evidence relevant to the medical opinion request. Change DateAugust 4, 2009 a. VAs Responsibility to Provide Medical Examinations or Obtain Medical OpinionIn claims for disability compensation, assist the claimant by providing a medical opinion or examination when the opinion or examination is necessary to make a decision on the claim. Reference: For more information on requesting a medical opinion or examination, see HYPERLINK "http://vbaw.vba.va.gov/bl/21/M21-1MR/index.asp?id=pt03_sp04_ch03_secA.xml" \l "III.iv.3.A"M21-1MR, Part III, Subpart iv, 3.A. b. When to Request a Medical Opinion or ExaminationA medical opinion or examination may be necessary when, after the development of all other relevant evidence, including the statement of the claimant, the file contains competent medical evidence that the claimant has a current disability, or contains competent evidence that the claimant has persistent or recurrent symptoms of disability (Note: A claimant is competent to describe symptoms of disability that he/she is experiencing, such as pain in the knee. However, because a claimant ordinarily lacks medical training and experience he/she would not be competent to diagnose his/her own medical condition or offer a medical opinion.)Continued on next page  STYLEREF "Map Title" 7. Requesting a Medical Opinion or Examination, Continued  STYLEREF "Block Label" b. When to Request a Medical Opinion or Examination (continued)contains supporting evidence from service records or other sources that the claimant suffered an event(s), injury, or disease in service that may be associated with the claimants current disability or symptoms of disability, and does not contain sufficient medical evidence to make a decision on the claim. Example: Request an examination if the available medical evidence is too old to adequately evaluate the current state of the claimants disability. Reference: For more information on when to request a medical examination, see  HYPERLINK "http://vbaw.vba.va.gov/bl/21/Advisory/CAVCDAD.htm" \l "bmp" Proscelle v. Derwinski, 2 Vet.App. 629 (1992)  HYPERLINK "http://vbaw.vba.va.gov/bl/21/Advisory/CAVCDAD.htm" \l "bmo" Olson v. Principi, 3 Vet.App. 480, 482 (1992), and HYPERLINK "http://vaww1.va.gov/ogc/docs/Prc11-95.doc"VA O.G.C. Prec. Op. 11-95 (April 7, 1995).Continued on next page  STYLEREF "Map Title" 7. Requesting a Medical Opinion or Examination, Continued c. When to Request a Medical Opinion Versus an ExaminationA medical opinion versus an examination should be requested when only the following is necessary to decide the claim: reconciliation of different diagnoses opinion concerning the relationship between two conditions opinion about functional impairment etiology and nexus opinions  HYPERLINK "http://152.124.238.193/bl/21/Advisory/CAVCDAD.htm" \l "bma" Allen v. Brown cases (that is, when the issue is whether a service-connected condition has aggravated a non-service connected condition) independent medical opinions, and opinion regarding the extent to which service-connected disabilities affect the Veterans ability to perform physical and non-physical tasks in order for VA to determine whether the Veteran is unemployable. Notes: Many opinion requests require information that would be gleaned as part of the normal examination process, which the physician should not be precluded from conducting, if necessary. A medical opinion is not generally required to establish a link between a claimed disability and the veterans service when the evidence shows that the disability is chronic, or symptoms have continued after the veterans discharge from service. References: For more information on requesting examinations, see HYPERLINK "http://vbaw.vba.va.gov/bl/21/M21-1MR/index.asp?id=pt03_sp04_ch03_secA.xml" \l "III.iv.3.A"M21-1MR, Part III, Subpart iv, 3.A, and medical opinions, see HYPERLINK "http://vbaw.vba.va.gov/bl/21/M21-1MR/index.asp?id=pt03_sp04_ch03_secA.xml" \l "III.iv.3.A.9"M21-1MR, Part III, Subpart iv, 3.A.9.Continued on next page  STYLEREF "Map Title" 7. Requesting a Medical Opinion or Examination, Continued d. Stating Medical Opinion Requests ClearlyWhen seeking a medical opinion follow the instructions in  HYPERLINK "pt03_sp04_ch03_secA.xml" \l "III.iv.2.A.9.e" M21-1MR, Part III, Subpart iv, 3.A.9.e for general claims, or  HYPERLINK "pt03_sp04_ch03_secA.xml" \l "III.iv.3.A.9.f" M21-1MR, Part III, Subpart iv, 3.A.9.f for claims under HYPERLINK "http://assembler.law.cornell.edu/uscode/html/uscode38/usc_sec_38_00001151----000-.html"38 U.S.C. 1151 be very clear about what information or opinion is being requested send the following to the medical examiner: the claims folder, and the opinion request, and direct the medical examiner to review it, and provide a rationale for any opinion. e. What the Medical Opinion Request Must ContainThe medical opinion request should clearly state the nature of what is needed. The requester must clearly indicate if he/she wants an opinion on the etiology of the condition requires the physician to reconcile differing opinions, or wants any other medical opinion. It is not adequate to merely refer the examiner to the claims folder containing Board of Veterans' Appeals (BVA) remand instructions. However, there is no prohibition from quoting the BVA instructions as long as the instructions are clear about whether a medical opinion is required.Continued on next page  STYLEREF "Map Title" 7. Requesting a Medical Opinion or Examination, Continued f. Importance of Identifying Evidence Relevant to the Medical Opinion RequestThe requester should identify the available evidence to assist the physician in focusing his/her review. The evidence should be tagged in the claims folder, but the examiner must be advised that he/she is not limited to reviewing only this evidence. Note: Avoid the potential problem of steering the examiner to review only the evidence pre-selected as relevant since a medical professional may have a differing opinion as to what evidence is relevant and must not be limited in the record review. The identification of the evidence must include a general description of it, indicating the source approximate dates, and subject matter.     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