M21-1 Manual  /  Part X, Subpart v, Chapter 1, Section E

Requests for Field Examinations

M21-1, Part X, Subpart v, Chapter 1, Section E

Overview

In This Section

 This section contains the topic "Field Examinations."

1. Field Examinations

Introduction

 This topic contains information on requesting field examinations, including
  • when to request a field examination
  • how to request a field examination
  • handling requests for medical, social, or industrial history
  • facilitating identification of a person concerned in a claim
  • routing field examination requests, and
  • handling a request for a foreign field examination.

Change Date

 April 29, 2019

X.v.1.E.1.a. When to Request a Field Examination

 Claims processors may request field examinations for various reasons. These include, but are not limited to, the following:
  • checking on the history of employment or social adjustment
  • substantiating the existence of disease or injury prior to enlistment
  • resolving the status of dependents or marital status
  • checking on a Veteran’s ability to handle funds competently, and
  • handling an unresolvable conflict in the evidence of record.
Reference: For more information on field examinations, see M21-1, Part IV, Subpart i, 2.E.

X.v.1.E.1.b. How to Request a Field Examination

 Request field examinations on VA Form 21-3537a, Field Examination Request, and include the following information in the field labeled FACTS TO BE ESTABLISHED:
  • the purpose of the field examination in language that is as specific and complete as circumstances permit
  • the period of service on which the claim is based and the nature of the claim
  • a summary of the material facts with names and addresses of witnesses to be contacted and other known and probable sources of evidence, and
  • if entitlement depends on a marriage, the evidence of record pertaining to such marriage, and any prior marriages of the parties. (State whether or not further evidence as to the validity or termination of the marriage is needed.)
Note: If evidence of record is conflicting, clearly state the conflict.

X.v.1.E.1.c. Handling Requests for Medical, Social, or Industrial History

 When requesting the medical, social, or industrial history of a Veteran or incapacitated child, include the period to be covered and as much of the following information as is known in the field labeled FACTS TO BE ESTABLISHED on VA Form 21-3537a:
  • names and addresses of all physicians alleged to have provided treatment
  • period of treatment
  • names of physicians who have submitted statements indicating whether or not to contact them (Attach copies of all statements withVA Form 21-3537a.)
  • names and addresses of employers and periods of employment
  • addresses of the Veteran or incapacitated person during the period.

X.v.1.E.1.d. Facilitating Identification of a Person Concerned in a Claim

 To facilitate identification of a particular person concerned in a claim, provide in the field labeled FACTS TO BE ESTABLISHED on VA Form 21-3537a:
  • the best possible leads to obtain information, and
  • all of the following information about the person:
    • full name
    • nickname and any other name by which the person was known
    • maiden and married surnames of women, and
    • date of birth.

X.v.1.E.1.e. Routing Field Examination Requests

 Follow the steps in the table below when routing a field examination request.
StepAction
1
  • Add a copy of VA Form 21-3537a to the claims folder.
  • E-mail the original VA Form 21-3537a to the fiduciary hub having jurisdiction over the area where the primary beneficiary resides.
2 When a completed field examination report is received, send the report to the activity (authorization or rating) that requested the examination.
Reference: For more information about jurisdiction and contact information for fiduciary hubs, see M21-1, Part X, Subpart ii, 6.C.1.d.

X.v.1.E.1.f. Handling a Request for a Foreign Field Examination

 Send a request for a foreign field examination to the fiduciary hub having jurisdiction based on the residence of the foreign beneficiary. Note: The fiduciary hub will then forward the request directly to the appropriate embassy or consulate or to Veterans Affairs Canada. References: For more information on

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