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

Overview

In This Section

This section contains the following topics:

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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

• applications, see M21-1, Part II, Subpart iii, 1.A, and
• when a proposed rating is not binding, see M21-1, Part X, Subpart i, 6.I.2.d.

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.

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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.

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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.

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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.