M21-1 Manual  /  Part X, Subpart i, Chapter 6, Section I

Integrated Disability Evaluation System (IDES) Processing Based on Service Department Outcomes

M21-1, Part X, Subpart i, Chapter 6, Section I

Overview


In This Section

 This section contains the following topics:
TopicTopic Name
1 Medical Evaluation Board (MEB) and Physical Evaluation Board (PEB) Determinations and Associated Outcomes
2 IDES Processing Based on MEB/PEB Determinations and Outcomes
3 Exit Interviews

1. MEB and PEB Determinations and Associated Outcomes


Introduction

 This topic contains information about the MEB and PEB determinations and associated outcomes, including outcomes of
  • an MEB's review of examination reports, and
  • a PEB determination on fitness for duty.

Change Date

June 7, 2021

X.i.6.I.1.a. Outcomes of an MEB’s Review of Examination Reports

 After receiving an Integrated Disability Evaluation System (IDES) participant’s examination report(s) from a Military Services Coordinator (MSC)
  • the participant’s Physical Evaluation Board Liaison Officer (PEBLO) forwards the report(s) to a physician
  • the physician uses the report(s) to prepare the IDES case for the Medical Evaluation Board (MEB), and
  • the MEB determines whether the participant is below established standards for retention in service.
The table below describes the actions that take place after an MEB makes its determination.
If ...Then the ...
the MEB determines the participant is below the standards for retention
  • PEBLO notifies the MSC, and
  • MEB refers the participant’s case to a Physical Evaluation Board (PEB).
    • Note: The MEB physicians prepare a narrative summary (NARSUM) for IDES participants who are referred to the PEB. The NARSUM is intended to inform the PEB’s fitness determination. It
    • summarizes the history and severity of medical conditions, and
    • describes the impact of those conditions on the participant’s ability to perform in their assigned duties.
    Reference: For more information on PEB actions upon referral by the MEB, see M21-1, Part X, Subpart i, 6.I.1.b.
  • the MEB determines the participant meets or exceeds the standards for retention, and
  • the participant has exhausted their appeal rights
  • service department returns the individual to duty
  • PEBLO notifies the MSC, and
  • MSC conducts an exit interview with the participant according to the instructions in M21-1, Part X, Subpart i, 6.I.3.b.
Reference: For more information on the specific actions the Department of Veterans Affairs (VA) must take when an MEB determines a participant meets or exceeds standards for retention, see M21-1, Part X, Subpart i, 6.I.2.a and b.

X.i.6.I.1.b. Outcomes of a PEB Determination on Fitness for Duty

 After an MEB refers an IDES participant’s case to a PEB, the PEB makes a decision as to whether the service department-referred disabilities render the individual unfit for duty. The table below describes the actions that take place after a PEB makes its decision.
If ...Then the ...
  • the PEB decides the participant is fit for duty, and
  • the participant has exhausted their appeal rights
  • service department returns the individual to duty, and
  • MSC conducts an exit interview with the participant according to the instructions in M21-1, Part X, Subpart i, 6.I.3.b.
Reference: For more information on the specific actions VA must take when a PEB determines a participant is fit for duty, see M21-1, Part X, Subpart i, 6.I.2.a.
the PEB decides the participant is unfit for duty
  • PEB notifies the Disability Rating Activity Site (DRAS) of jurisdiction, and
  • DRAS returns a proposed rating decision to the PEB.
Reference: For more information on processing a PEB's notice that an IDES participant has been found unfit for duty, see M21-1, Part X, Subpart i, 6.I.2.a.


2. IDES Processing Based on MEB/PEB Determinations and Outcomes


Introduction

 This topic contains instructions for processing MEB/PEB determinations, including
  • processing notice that an IDES participant meets retention standards, is fit for duty, or has been disenrolled
  • letters to participants who are returned to duty or disenrolled
  • handling returned mail
  • when a proposed rating decision is not binding
  • processing notice that an IDES participant has accepted a PEB decision that they are unfit for duty, and
  • how PEBs document their findings.

Change Date

 September 8, 2022

X.i.6.I.2.a. Processing Notice That an IDES Participant Meets Retention Standards, Is Fit for Duty, or Has Been Disenrolled

 The table below describes the steps MSCs must follow when a PEBLO notifies an MSC that an IDES participant’s
  • MEB determined the participant meets the standards for retention
  • PEB determined the participant is fit for duty, or
  • service department disenrolled the participant from IDES for any other reason (to include administrative discharges).
Important: Before proceeding with the actions in the table below, the MSC must:
  • confirm with the PEBLO that the Department of Defense’s (DoD’s) decision to remove the participant from IDES is final (i.e. that the participant has accepted the decision, or has exhausted/declined all due process appeals or rebuttals), and
  • request that the PEBLO defer disenrollment in the Veterans Tracking Application (VTA) for 48-96 hours to allow sufficient time to conduct the exit interview and make VTA updates.
StepAction
1 Prepare the letter according to the instructions in M21-1, Part X, Subpart i, 6.I.2.b. The letter must be
  • provided to the participant during the exit interview (or mailed to the participant if an in-person exit interview is not conducted), and
  • uploaded into the participant’s electronic claims folder (eFolder).
2 Schedule and hold an exit interview with the participant in accordance with M21-1, Part X, Subpart i, 6.I.3.
3 Forward any documents that belong in the participant’s eFolder to the appropriate scanning vendor. Exception: Under circumstances described in M21-1, Part X, Subpart i, 6.F.1.f, MSCs may scan documents locally and upload the files directly in the eFolder as an alternative to sending the paper documentation to the scanning vendor.
4 Add a note in the Veterans Benefits Management System (VBMS) that describes the reason for the participant’s disenrollment and documents that actions required in this table were taken by the MSC.
5 Clear the pending end product (EP) 689.
6 Is the participant a member of the Reserves or National Guard who is not on active duty?
  • If yes, go to the next step.
  • If no, no further action is necessary.
7 Has the participant received a final VA rating decision for all issues formally claimed during the IDES process?
  • If yes, no further action is necessary.
  • If no, go to the next step.
8 Establish a rating EP in accordance with M21-1, Part X, Subpart i, 6.K.2.c.

X.i.6.I.2.b. Letters to Participants Who Are Returned to Duty or Disenrolled

 The instructions in Step 1 of the procedure described in M21-1, Part X, Subpart i, 6.I.2.a indicate MSCs must prepare a letter for IDES participants whose service department returned them to duty. MSCs must follow the instructions in the table below when preparing the letter.
If the participant is ...Then MSC must compose an ...
returned to active duty IDES Return to Active ServiceLetter.
a member of the Reserves or National Guard and not on active duty IDES Return to Reserves/National Guard Letter.
discharged administratively under conditions other than honorable IDES Disenrollment OTH Discharge Letter.

X.i.6.I.2.c. Handling Returned Mail

 If the letter an MSC delivered or mailed to an IDES participant as described in M21-1, Part X, Subpart i, 6.I.2.a is returned as undeliverable, the MSC must follow the instructions in M21-1, Part II, Subpart i, 2.C.6.d.

X.i.6.I.2.d. When a Proposed Rating Decision Is Not Binding

 VA is not bound by the decisions set forth in an IDES participant’s proposed rating decision if
  • the service department returns the individual to duty (based on disenrollment or an MEB or PEB determination), and
  • the participant subsequently files a claim for VA benefits, to include a Benefits Delivery at Discharge (BDD) or other pre-discharge claim.

X.i.6.I.2.e. Processing Notice That an IDES Participant Has Accepted a PEB Decision That They Are Unfit for Duty

 An IDES participant may appeal a PEB’s decision that they are unfit for duty. After a participant accepts a PEB decision that they are unfit for duty, the participant’s PEBLO is responsible for notifying the participant’s MSC. Note: Sometimes, PEBLOs concurrently provide MSCs with a copy of the participant’s
  • final PEB decision
  • separation/retirement orders, and/or
  • DD Form 214, Certificate of Uniformed Service.
After an MSC receives notification that a participant has accepted a PEB decision, the MSCs and the DRAS must follow the steps in the table below.
StepDescription
1 The MSC schedules and holds an exit interview with the participant. Reference: For more information on exit interviews, see M21-1, Part X, Subpart i, 6.I.3.
2 Is the participant awaiting a final VA rating decision?
  • If yes, go to the next step.
  • If no, no further action is necessary.
Note: No further action is required when
  • the participant already received a final rating decision during the PEB stage of the IDES process (because they were not on active duty at the time), or
  • the participant declined to file a VA claim as part of the IDES process.
3 If the MSC has documentation of the participant’s discharge date, they must enter the date in the DATE OF SEPARATION field in VTA.
4 The MSC forwards a copy of all relevant documentation (such as PEB findings, a copy of the participant’s orders and/or DD Form 214, evidence that establishes a dependent for VA purposes, etc.) to the appropriate scanning vendor. Notes:
  • Under circumstances described in M21-1, Part X, Subpart i, 6.F.1.f, MSCs may scan documents locally and upload the files directly into the eFolder as an alternative to sending the paper documentation to the scanning vendor.
  • If a DD Form 214 from the participant’s current period of service has been uploaded into the VBMS, the MSC must check the block DD214 IN VBMS in VTA.
Reference: For information on how PEBs document their findings, see M21-1, Part X, Subpart i, 6.I.2.f.
5 If the participants's separation date has passed and the DRAS is able to verify the participant’s date and character of discharge (COD), the DRAS goes to Step 7. Otherwise, the DRAS goes to the next step. Reference: For more information on verifying a participant’s service, see M21-1, Part X, Subpart i, 6.J.1.a .
6 The DRAS
  • updates the pending EP 689 by setting a VBMS claim-level suspense that expires on the earlier of the following dates:
    • 30 days from the current date, or
    • the anticipated date of separation, as shown on the participant's separation/retirement orders, and
  • changes the suspense reason in VBMS to Requested/Awaiting Other Evidence.
After the participant's date and COD have been verified, the DRAS goes to the next step.
7 The DRAS
  • ensures that the entry in the DATE OF SEPARATION field on the RO/RATING ACTIVITY tab in VTA is complete and accurate
  • clears the pending EP 689, and
  • prepares and promulgates a final rating decision according to the instructions in M21-1, Part X, Subpart i, 6.J.1 .
Reference: For more information about handling IDES cases involving members of the Reserves or National Guard who are not on active duty, see M21-1, Part X, Subpart i, 6.K.2.

X.i.6.I.2.f. How PEBs Document Their Findings

 The table below lists the forms PEBs use to document their findings regarding an IDES participant’s fitness for duty.
Service DepartmentName of Form
Army DA Form 199, Physical Evaluation Board Proceedings
  • Air Force, and
  • Space Force
AF Form 356, Findings and Recommended Disposition of the USAF Physical Evaluation Board
  • Navy, and
  • Marine Corps
Findings of the Physical Evaluation Board Proceedings
Note: PEBLOs must provide VA with one of the above forms when a PEB determines a participant is fit for duty.

3. Exit Interviews


Introduction

 This topic addresses exit interviews that MSCs must conduct with IDES participants, including
  • MSC responsibilities for exit interviews
  • interviews with IDES participants whose service department returned them to duty
  • who has responsibility for the initial processing of BDD claims
  • policies that are unique to BDD claims from former IDES participants
  • interviews with IDES participants that a PEB determined are unfit for duty
  • exit interviews by telephone, and
  • updating VTA to reflect completion of an exit interview.

Change Date

 December 30, 2020

X.i.6.I.3.a. MSC Responsibilities for Exit Interviews

 MSCs must
  • run the PENDING EXIT INTERVIEW REPORT in VTA to identify IDES cases requiring exit interviews
  • contact all IDES participants to offer an exit interview
  • schedule exit interviews when the offer of an interview is accepted
  • conduct scheduled interviews in person (or by telephone when circumstances prevent an in-person interview), and
  • update VTA.
All required actions related to the exit interview must be completed within 14 days of the date entered in the EXIT INTERVIEW START DATE field in VTA. References: For more information on
  • conducting the exit interview
    • when the participant has been returned to duty, see M21-1, Part X, Subpart i, 6.I.3.b
    • when the participant has been found unfit for duty, see M21-1, Part X, Subpart i, 6.I.3.e, and
    • by telephone, see M21-1, Part X, Subpart i, 6.I.3.f, and
  • updating VTA, see M21-1, Part X, Subpart i, 6.I.3.g.

X.i.6.I.3.b. Interviews With IDES Participants Whose Service Department Returned Them to Duty

 When an MSC holds an exit interview with an IDES participant whose service department returned the individual to duty (because of disenrollment or any other reason), the MSC must
  • provide the participant with the appropriate letter described in M21-1, Part X, Subpart i, 6.I.2.a and b
  • update the RETURN TO DUTY LETTER DATE field in VTA to reflect the date that the letter is provided or sent to the participant, and
  • refer to the table below and take action as appropriate.
If the participant is ...Then the MSC must ...
on active duty
  • explain that the participant may file a claim for VA disability benefits
    • following separation from service, or
    • up to 180 days prior to separation, and
    • send the participant an e-mail containing a hyperlink to a VA Pre-Discharge page that discusses claims for disability benefits a service member may file prior to separation.
      • Important: If within 180 days of separation, the MSC should encourage the participant to submit a pre-discharge claim. If the participant files one of these claims, the MSC must follow the instructions in M21-1, Part X, Subpart i, 6.I.3.c and d.
a member of the Reserves or National Guard who is not on active duty inform the participant that a regional office (RO) will determine the participant’s entitlement to VA benefits based on the disabilities the participant claimed and the service department referred to VA.
Important: There is no requirement to conduct in-person exit interviews with participants whose service department returned them to duty. MSCs may choose to conduct these interviews over the telephone according to the instructions in M21-1, Part X, Subpart i, 6.I.3.f. References: For more information on
  • processing notice that an IDES participant meets retention standards, is fit for duty, or has been disenrolled, see M21-1, Part X, Subpart i, 6.I.2.a, and
  • applications, see M21-1, Part II, Subpart iii, 1.A.

X.i.6.I.3.c. Who Has Responsibility for the Initial Processing of BDD Claims

 The table below shows who has responsibility for the initial processing of a BDD claim that an MSC receives from a former IDES participant whose service department returned the individual to duty.
If the claim is ...Then ...
physically submitted to an IDES/BDD intake site the MSC may
  • undertake initial processing of the claim, or
  • forward the claim to the BDD Coordinator at the MSC’s RO for initial processing.
submitted by electronic means or the mail portal
  • the claim will be assigned to the appropriate station based on current assignment rules, and
  • the BDD Coordinator will assign the claim for initial processing.
Important: MSCs and BDD Coordinators are responsible for ensuring the timely initial processing of a BDD claim. BDD claims require MSC action if
  • examination of the former participant is necessary, and
  • the former participant is available for the examination(s) within the time frames required for the BDD program.
Note: Initial actions for BDD claims will be completed under EP 336. Reference: For more information about the initial processing of BDD claims, see the roles and responsibilities of intake sites outlined in M21-1, Part X, Subpart i, 6.B and C.

X.i.6.I.3.d. Policies That Are Unique to BDD Claims From Former IDES Participants

 The following policies are unique to BDD claims from individuals whose service department returned them to duty after referral into IDES.
  • Former IDES participants may submit a BDD claim by completing a formal application.
  • Reexamination of a former participant is unnecessary unless
    • relevant examinations were conducted more than one year prior to receipt of the BDD claim, or
    • the former participant
      • raises a claim that was not at issue during their participation in IDES
      • claims their disabilities have increased in severity since the last examination, or
      • has undergone surgery, given birth, or been pregnant or hospitalized since the last examination.
References: For more information on

X.i.6.I.3.e. Interviews With IDES Participants That a PEB Determined Are Unfit for Duty

 MSCs must take the actions described in the table below when they conduct an exit interview with an IDES participant that a PEB determined is unfit for duty.
StepAction
1 If the participant requests it, provide them with
  • a copy of the notification letter, and/or
  • a detailed explanation of the
    • proposed rating decision, and/or
    • notification letter.
    • Important: An MSC may not provide a copy of a proposed rating decision to a participant. Participants must receive this document from their PEBLO.
2 Confirm with the participant that their address has not changed. Notes:
  • If the participant’s address has changed,
    • update the corporate record with the new address, and
    • document the change of address in a VBMS note.
  • When updating an address in Share, check the C&P PAYMENT ADDRESS box if it is available.
3 Confirm with the participant that the entries in Section VI (Service Pay) and Section VII (Direct Deposit Information) of VA Form 21-526EZ, Application for Disability Compensation and Related Compensation Benefits, are still accurate.
4 Ask the participant to complete one or both of the forms listed in the table below, if applicable, unless the forms are
  • already of record, and
  • up-to-date.
If the participant has ...Then ask the participant to complete ...
  • a spouse, and/or
  • child(ren)
VA Form 21-686c, Application Request to Add and/or Remove Dependents.
a child that is
  • between the ages of 18 and 23, and
  • attending school.
VA Form 21-674, Request for Approval of School Attendance.
Note: At this time, MSCs should also attempt to obtain any evidence VA requires to establish a relationship between the participant and their dependents. Reference: For more information on the evidence VA requires to establish a relationship between a Veteran and their dependents, see M21-1, Part VII, Subpart i.
5 Brief the participant on benefits that can be obtained through Veteran Readiness and Employment (VR&E) and provide the individual with Reference: For information on handling applications for VR&E benefits from an IDES participant, see M21-1, Part X, Subpart i, 6.K.7.a.
6 Brief the participant on VA home loan benefits. Inform the participant that Loan Guaranty Service will accept either the proposed or final rating decision as the basis for waiving the home loan funding fee. If the participant indicates the intent to use VA home loan benefits prior to or immediately following separation from service, advise the participant to Reference: For more information on handling an RLC’s request for a rating decision to determine entitlement to a waiver of the home loan funding fee, see M21-1, Part X, Subpart i, 6.K.7.e.
7 Encourage the participant to submit VA Form 10-10EZ, Instructions and Enrollment Application for Health Benefits, online through a VA claims submission service website. Note: Also provide a VA Form 10-10EZ and instruct the participant to submit the completed form to the VA health care facility closest to their place of residence if they do not wish to submit the application online.
8 Unless the participant’s PEBLO has already provided copies of the following documents to VA, ask the participant to provide their
  • final PEB decision
  • separation/retirement orders, and
  • DD Form 214.
Important: If the participant provides a portable document format (PDF) copy of the above documents, then the MSC should upload the documents into the participant’s eFolder.
9 Thank the participant for their service to the country.
10 The MSC documents the exit interview by Note: The documentation should include a summary of the interview, including the reasons for the interview, and any noteworthy information exchanged.

X.i.6.I.3.f. Exit Interviews by Telephone

 MSCs may conduct exit interviews over the telephone instead of in person based on participant preference and availability. If an IDES participant elects to have the interview over the telephone, follow the instructions in the table below.
StepAction
1 Attempt to contact the participant by telephone to schedule the interview. If the participant cannot be reached by telephone, attempt to contact the participant by e-mail.
2 After scheduling the appointment, send a follow-up e-mail to the participant that confirms the date and time of the interview.
3 Did a PEB determine the participant is unfit for duty?
  • If yes, go to the next step.
  • If no,
    • follow the instructions in M21-1, Part X, Subpart i, 6.I.3.b, and
    • go to Step 8.
4 One week prior to the telephone interview, mail or e-mail the participant the VA forms referenced in Steps 4 through 7 of the procedure described in M21-1, Part X, Subpart i, 6.I.3.e.
5 Review the forms with the participant during the interview and provide assistance in completing them, if necessary.
6 Instruct the participant to take the following actions as soon as possible
  • complete the forms referenced in Steps 4 and 5 of the procedure described in M21-1, Part X, Subpart i, 6.I.3.e, and
  • return the forms and any evidence required to establish a relationship between the participant and their dependents online through one of the following means:
    • encrypted e-mail
    • DoD Secure Access File Exchange (SAFE), or
    • upload directly through a VA claims submission service website.
Note: Although it is recommended that the participant return the forms via the above means, if the participant does not wish to submit the forms electronically
  • provide the participant with the mailing address of the evidence intake center, and
  • instruct the participant to mail the completed forms/evidence to the intake center.
7 Complete the remaining actions described in M21-1, Part X, Subpart i, 6.I.3.e.
8 Document the telephone interview on VA Form 27-0820, and ensure it is associated with the participant’s eFolder.

X.i.6.I.3.g. Updating VTA to Reflect Completion of an Exit Interview

 Within 14 days of the date entered in the EXIT INTERVIEW START DATE field in VTA, the MSC must complete the EXIT INTERVIEW OUTCOME and EXIT OUTCOME DATE fields. The table below lists the options for the EXIT INTERVIEW OUTCOME field and the corresponding date to use in the EXIT OUTCOME DATE field.
When the appropriate selection for the EXIT INTERVIEW OUTCOME field is ... Then update the EXIT INTERVIEW OUTCOME DATE field with ...
Completed the date that the exit interview was completed.
Not Completed – SM declined Exit interview the date that the participant declined an exit interview.
Not Completed – SM did not show for scheduled Exit Interview the date on which the exit interview was scheduled.
Not Completed – SM could not be contacted after two attempts the date that the MSC determined the participant could not be reached.
Important: If a PEBLO updates VTA to reflect disenrollment of a participant before an MSC can conduct the exit interview, the MSC will not be able to update VTA to reflect completion of the interview. If this occurs, the MSC is still obligated to hold the interview. However, they must document that the interview took place in a VBMS note.

Source: VA M21-1 Adjudication Procedures Manual, M21-1, Part X, Subpart i, Chapter 6, Section I (U.S. government work, reproduced for reference). Browse all sections →