Quick Reference Guide's

Finding a Veterans Service Officer (VSO) near you is straightforward and it’s one of the best things you can do for your VA claim, appeal, or C&P prep. VSOs are VA-accredited representatives who can help you for free with paperwork, evidence, and claim submission.

Here’s how to locate one step-by-step:

Option 1 – Use the VA’s official “Find a VSO” tool

•    Go to: https://www.va.gov/vso/

•    Scroll down to “Accredited Representatives” or “Find a VSO Organization.”

•    You can:

                        Search by state or ZIP code

                        Filter by organization (e.g., DAV, VFW, American Legion, AMVETS, etc.)

                        Click on any listing to see contact details, phone numbers, and office hours.

This database lists national, state, county, and tribal VSOs accredited by the VA’s Office of General Counsel.

Option 2 – Contact your County or State Veterans Office

Every state has its own network of accredited officers.

You can Google or call:

“[Your State] Department of Veterans Services” or “County Veterans Service Office near [Your City].”

For example:

•    Georgia Department of Veterans Service – https://veterans.georgia.gov/

•    Texas Veterans Commission – https://www.tvc.texas.gov/

•    California Department of Veterans Affairs (CalVet) – https://www.calvet.ca.gov/

These state or county VSOs work closely with the VA and often have walk-in offices at courthouses or regional VA campuses.

Option 3 – National Veteran Service Organizations

You can contact one of these national groups directly; they all have local chapters:

You can call or use the “Find a Chapter” tools on their websites to locate an office near you.

Option 4 – Ask at your nearest VA facility

•    Every VA Medical Center and most Community-Based Outpatient Clinics (CBOCs) have VSOs on site.

•    Go to the hospital’s main information desk and ask:

“Where can I find the Veterans Service Officer office?”

•    They often share space with the Regional Benefits Office or Transition Assistance Office.

Tips when meeting your VSO

•    Bring your DD-214, VA decision letters, and current claim documents.

•    Make a list of every condition you’re claiming and whether it’s direct, secondary, or increased rating.

•    Ask if your VSO is state-employed or nonprofit-based (both are accredited, but some have different resources).

•    You can authorize them to access your VA.gov and VBMS files with VA Form 21-22 (Appointment of Veterans Service Organization).

1. Who Processes SF-180 Requests

•    All SF-180 requests go through the National Personnel Records Center (NPRC) in St. Louis, MO, which is part of the National Archives (NARA).

•    NPRC handles DD-214s, service treatment records, personnel files, and medical records for separated service members.

2. Ways to Check the Status

Online

•    If you submitted your request online through eVetRecs (the National Archives’ system):

?                      Go to: NPRC Status Check Page

?                      Enter your request number, email, or other identifying information.

?                      You can track if your request is “received,” “in progress,” or “completed.”

By Phone

•    Call the NPRC Customer Service Line:

?                      ? 314-801-0800

?                      Hours: Monday–Friday, 8 a.m. to 4 p.m. Central Time (except Federal holidays)

?                      Be ready with your request number (if you submitted online) or identifying information (name, SSN, service number, branch, dates of service).

By Mail or Fax

•    If you mailed or faxed your SF-180:

?                      Wait at least 90 days before checking status (due to backlog).

?                      Then call or write to NPRC with your tracking info.

3. Things to Keep in Mind

•    Processing times vary:

?                      Simple DD-214 requests may take a few weeks.

?                      Complete service treatment or personnel records can take several months.

•    COVID Backlog: The NPRC had huge delays during COVID closures, but as of 2024–2025 they are mostly caught up, though complex cases still take time.

•    Urgent Requests: If you need records for a VA claim, medical emergency, or funeral/burial, you can mark your SF-180 as “urgent” and call to follow up with proof (like a VA claim number or funeral documentation).

Bottom Line

To check on your SF-180 status:

•    Best option → use the NPRC online status tool.

•    Or call 314-801-0800 with your request number.

•    Expect weeks to months depending on what you requested.

How to Keep a Migraine Log for Your VA Claim

1. Use a Consistent Format

Use a daily log or headache diary, handwritten, spreadsheet, calendar app, or a template. VA prefers consistency.

You can use:

•    Paper log (notebook)

•    Spreadsheet (Excel or Google Sheets)

•    Mobile apps (like Migraine Buddy or MyMigraineLog)

•    Word document template

2. What to Record in Each Entry

3. Sample Entry Format

Date: July 26, 2025

Time: 3:00 PM – 10:00 PM

Duration: 7 hours

Pain Level: 9/10

Symptoms: Throbbing pain, nausea, photophobia, vomiting

Functionality: Had to lie in a dark room, couldn’t speak, eat, or use phone

Treatment: Took Sumatriptan 100mg, some relief after 2 hours

Impact: Missed work shift, called out sick

Notes: Triggered after loud noise at grocery store

4. How Long to Keep the Log

Keep the log for at least 3–6 months leading up to:

•    A Compensation & Pension (C&P) exam

•    A claim submission or appeal

•    Any request for an increased rating

The longer and more consistent the log, the stronger your claim.

5. Link to VA Criteria (for Rating)

The VA rates migraines under 38 C.F.R. § 4.124a, Diagnostic Code 8100:

Pro Tip: Use words like "prostrating" and "had to lie down, unable to function" in your entries when appropriate.

6. Submitting the Log

You can submit the log:

•    As an attachment to VA Form 21-4138 (Statement in Support of Claim)

•    With your medical evidence or C&P prep materials

•    At your C&P exam as lay evidence

Have it signed and dated and consider adding a sworn statement verifying its accuracy.

Bonus Tip:

If you’re claiming headaches secondary to tinnitus, PTSD, TBI, or medication, make sure your entries reference the related symptoms or timing (e.g., “Triggered by ringing in ears,” “Started after flashback”).

Why Your Active Duty Medical Records Matter

•    They tell the story of your service: These records show the injuries, illnesses, or symptoms you experienced while on active duty.

•    They are the foundation of most VA claims: To get service-connected for a condition, we need proof that it started during your service, got worse during service, or was caused by something that happened while you served.

•    They help identify missed issues: Reviewing your service treatment records may reveal problems you experienced but never filed for, which could lead to new claims or increased ratings.

•    They support claims for aggåravation: If you had a condition that got worse during service, these records are how we prove it.

Why We Also Need Your Current Medical Records

•    They confirm what conditions you have today: The VA requires a current diagnosis to process a claim. Without it, the claim can be denied, even if you had symptoms in the past.

•    They help connect secondary conditions: Many veterans develop new health problems that are caused or worsened by a service-connected condition. These are called secondary conditions, and we can file for them, but we need your current doctor’s notes or test results to prove the link.

•    They verify your current VA rating: Sometimes the VA’s rating doesn’t reflect the severity of your condition today. Current records help us see whether your rating should be increased based on new medical evidence.

What We’re Doing With These Records

•    Checking for anything that was missed: Conditions you experienced but didn’t know you could claim.

•    Building your case with evidence: Diagnoses, treatment history, symptoms, and functional limitations.

•    Looking for ways to increase your rating: Especially if your conditions have gotten worse or caused other health issues.

If ID.me isn't working and you're trying to get a copy of your VA health records, you still have several options to access them. Here’s a clear breakdown of what you can do:

1. Use DS Logon or My HealtheVet Premium Login (if available)

If you already created a DS Logon Premium Account or upgraded your My HealtheVet account, you can still access your VA health records without ID.me.

To check:

•    Go to www.myhealth.va.gov

•    Log in using your DS Logon or My HealtheVet username/password

•    Once inside, you can:

?                      Click “Health Records” (under the Blue Button section)

?                      Download labs, progress notes, prescriptions, images, and secure messages

2. Submit VA Form 10-5345 (Request for Health Information)

If you can’t log in at all, you can manually request your records by completing and submitting:

VA Form 10-5345 – Request for and Authorization to Release Medical Records or Health Information

Download: VA Form 10-5345 PDF

Submit it to:

Your VA Medical Center’s Release of Information (ROI) Office

•    You can find the address at VA Facility Locator

•    Or call the facility’s medical records office directly

You can request:

•    Complete health record

•    Specific date ranges

•    Certain departments (e.g., imaging, mental health, labs)

3. Call the VA Health Information Management (HIM) Office

Contact the ROI or HIM office at the VA hospital or clinic where you received care. Ask for:

•    Instructions to mail or fax your request

•    Status of any prior record requests

•    Help verifying your identity without ID.me

They may allow in-person pickup with valid government ID.

Bonus Tip: Fixing ID.me or Bypassing It Temporarily

If you're stuck with ID.me:

•    Contact ID.me support directly: https://help.id.me/hc/en-us

•    Try switching to Login.gov, DS Logon, or My HealtheVet

•    VA.gov also supports multiple sign-in partners:  https://www.va.gov/sign-in/

Filing a VA disability claim is the process of requesting compensation for a medical condition that was caused by, aggravated by, or related to military service.

Step-by-Step Process to File a VA Claim

Step 1: Gather Evidence

Before filing, collect:

1   Medical records (VA or private)

2   Service treatment records

3   Nexus letters (such as an IMO from K&D Veterans Medical Assessments)

4   Lay/witness statements

5   Diagnosis and symptom history

Step 2: File an Intent to File (optional but recommended)

This protects your effective date while you prepare your claim.

See Intent to File Guide or call 800-827-1000.

Step 3: Choose Your Filing Method

You can file in one of three ways:

Option 1: File Online

•    Visit VA.gov: Disability Compensation

•    Sign in with Login.gov, ID.me, or DS Logon

•    Complete the guided claim application

•    Attach your medical evidence and submit

Option 2: File by Phone

•    Call the VA at 1-800-827-1000

•    Tell the representative you want to file a new claim

•    They can start the process and send follow-up paperwork

Option 3: File by Mail

•    Complete VA Form 21-526EZ

•    Mail to:

Department of Veterans Affairs

Claims Intake Center

PO Box 4444

Janesville, WI 53547-4444

Who Can Help You File a VA Claim?

You don’t have to do this alone. The following accredited representatives can help free of charge:

Veterans Service Organizations (VSOs)

Examples include:

•    Disabled American Veterans (DAV)

•    Veterans of Foreign Wars (VFW)

•    American Legion

•    AMVETS

•    Paralyzed Veterans of America (PVA)

These organizations can:

•    Help gather medical evidence

•    Submit claims and appeals

•    Represent you before the VA

Find a VSO rep near you: VA VSO Search Tool

State and County Veteran Service Officers

•    Every U.S. state and many counties have local VSOs who assist with VA claims

•    They are often available at VA hospitals, regional offices, or local government offices

Accredited Claims Agents and Attorneys

•    Claims agents and lawyers must be VA-accredited

•    Some work on a contingency fee basis (usually for appeals)

What Is an Intent to File?

An Intent to File (ITF) lets the VA know you plan to submit a claim for disability compensation, pension, or survivor benefits. Filing an ITF secures your effective date (the date from which benefits can be paid), even if you haven’t completed your full claim yet.

When Should You File an Intent to File?

You should file an ITF when any of the following apply:

1   You need time to gather medical records, diagnosis, or nexus letters (such as an IMO).

2   You’re waiting for an exam or follow-up from a private provider.

3   You’re planning to submit a claim within the next 12 months, but need more time to complete it.

4   You're leaving active duty within 180 days and preparing for a BDD (Benefits Delivery at Discharge) claim.

5   You want to lock in today’s date for back pay purposes, even if your formal claim won’t be ready for a few months.

Important: Once filed, you have one year to submit your complete claim. If you submit within that timeframe, your claim’s effective date will be the day the ITF was submitted.

How to File an Intent to File

You can file in any of the following ways:

1. Online via VA.gov (Fastest)

•    https://www.va.gov/disability/how-to-file-claim/

•    Sign in with your DS Logon, ID.me, or Login.gov account.

•    Select "Start the disability application"

•    When prompted, choose to save the application without submitting. This automatically logs your Intent to File.

2. By Phone

•    Call the VA at 800-827-1000

•    Request to file an Intent to File a disability claim

•    The VA rep will document the date and type of benefit

3. By Paper

•    Complete VA Form 21-0966 (Intent to File a Claim for Compensation and/or Pension, or Survivors Pension and/or DIC)

•    Mail it to: 

Department of Veterans Affairs

Claims Intake Center

P.O. Box 4444

Janesville, WI 53547-4444

Tips & Reminders

•    Mark your calendar: Submit your complete claim within 365 days of filing your ITF to preserve the backpay.

•    You can update or change the conditions in your formal claim after the ITF is submitted.

•    Filing multiple ITFs for different benefit types (e.g., disability and pension) requires separate filings.

At K&D Veterans Medical Assessments (K&D), our mission is to support veterans with professional, medically sound documentation that strengthens their VA disability claims. To ensure transparency and alignment with expectations, this memo outlines the services we provide and the services we do not provide.

What K&D Does

We specialize in producing high-quality Independent Medical Opinions (IMOs):

An Independent Medical Opinion (IMO) is a detailed written report provided by a licensed physician that:

1   Offers a medical explanation linking a veteran’s current condition to their military service.

2   Uses objective evidence, medical literature, and VA standards to support the claim.

3   Can establish service connection, aggravation, or secondary conditions.

4   Helps address VA exam errors, incomplete rationale, or claim denials.

5   Follows proper formatting and meets the evidentiary requirements under 38 C.F.R. § 3.159 and § 3.310.

IMOs are often critical in overturning denials, increasing disability ratings, or establishing complex secondary connections that are not always identified during routine VA exams.

At K&D, we:

•    Provide 8–10 IMOs per veteran for a flat affordable fee, compared to other companies that may charge $1,000 for just one.

•    Ensure each IMO is medically sound, VA-compliant, and evidence-based.

•    Work with veteran-friendly medical professionals who understand both clinical standards and VA claim expectations.

•    Partner with veteran attorneys who can assist in legal appeals when needed.

What K&D Does Not Do

•    We do NOT file VA disability claims.

•    We do NOT represent veterans before the VA.

•    We do NOT complete VA forms such as the 21-526EZ, 20-0995, or 21-4138.

•    We do NOT request C-Files or STRs on behalf of the veteran.

•    We do NOT serve as a VSO or accredited representative.

K&D operates independently of the VA and focuses solely on the medical documentation component. We work with veterans, representatives, and attorneys who handle the submission and legal follow-up of VA claims.

Summary

K&D exists to empower veterans by giving them the evidence they need to support their claims—not by filing claims, but by strengthening them with the most important part: the medical proof.

We are proud to be a part of your support team, helping veterans receive the benefits they deserve through clear, defensible, and professional medical opinions.

If you have questions about how an IMO can help your specific condition, or how our team can assist your preparation strategy, please contact us.

(A).  Please download this APP to receive instant messages from KDVMA:

1.  Go to your App store and download Vets Portal

2.  After the App download, open the App

3.  Go to the bottom and select create account

4.  The next page will be the sign up today page

5.  Under the sign up today, you will see KDVMA.com user, click here

6.  When you click there, it will ask for your KDVMA username and password. When you enter that information, it will link the account. Continue with the other few question and you will be all set.

(B).  We understand you're working on uploading your records.  Please upload the following:

1.  All active duty medical records.

2.  All civilian medical records.

3.  All VA medical records if applicable.

4.  Any and all Line Of Duty (LOD) documents.

5.  All DD214

6.  All VA decision letters.  We must have them in order to determine if you need to complete a form 21-526EZ or form 20-0995.  If applicable.

7.  Rated disabilities page from ebenefits.  Log into ebenefits, select dashboard, click on disabilities and the rated disabilities will come up. Copy it into a word document and upload it.

(C).  To get a copy of disability rating, if applicable

1.  Go to va.gov and log in

2.  You will see your name, branch of service and a message "Your disability rating: % service connect"

3.  Click the percentage and you can view your VA disability ratings. We need the information showing.

(D).  To upgrade to a Premium MyHealtheVet account, follow these steps to access all available features, including secure messaging with your VA care team, access to your medical records, and prescription refills:

Step-by-Step: How to Get a Premium MyHealtheVet Account

1. Sign in or Register for MyHealtheVet

• Visit: https://www.myhealth.va.gov
• Click “Register” if you don’t have an account, or sign in if you already do.
• Use DS Logon, ID.me, or Login.gov credentials if prompted.

2. Upgrade Your Account

Once signed in:

• Go to the "Account" section (top right corner or from the dashboard).
• Select “Upgrade to Premium”.

3 Ways to Get Verified for a Premium Account

You must verify your identity to upgrade. Choose one of the following methods:

Option 1: Online with ID.me or Login.gov

• Easiest and fastest method.
• During login, choose ID.me or Login.gov and complete identity verification.

Option 2: In Person at a VA Facility

• Bring a valid government-issued photo ID (driver's license, passport, etc.).
• Visit the Release of Information Office or MyHealtheVet coordinator.
• Tell them you want to verify your identity for a Premium MyHealtheVet account.

Option 3: By Completing and Submitting a VA Form

• Fill out and submit VA Form 10-5345a-MHV (Request for MyHealtheVet Account Upgrade).
• Fax or bring the completed form to your VA health care facility.

Thanks
Dwayne

Veterans have several ways to obtain their medical records, whether they are VA records, military service treatment records (STRs), or private medical records. Here's a comprehensive list organized by record type and method:

1. Veterans Affairs (VA) Medical Records

These are records from treatment at any VA medical facility.

Online via My HealtheVet (Premium Account Required)

1 Log in at: https://www.myhealth.va.gov

2 Navigate to: “Blue Button Reports”

3 You can:

                     Download VA Progress Notes

                     View labs, imaging, appointments, and medications

                     Save or print your records

VA Mobile Apps

•   The VA Health and Benefits App allows access to recent records, prescription refills, and appointment details.

VA Release of Information (ROI) Office

•   Visit or contact the ROI office at any VA hospital or clinic

•   Fill out VA Form 10-5345 (Request for and Authorization to Release Medical Records)

•   You can request records be mailed, faxed, or picked up

2. Military Service Treatment Records (STRs)

These include medical records from your time in active duty, National Guard, or Reserves.

Request through the National Archives (NPRC)

•   Website: https://www.archives.gov/veterans/military-service-records

•   Fill out SF-180 (Standard Form 180) to request your:

                        Service treatment records

                        Immunization records

                        Separation exam

•   Can be mailed or faxed

eBenefits (if available)

•   Some STRs may be viewable if scanned into your VA file

•   Log in at https://www.ebenefits.va.gov

3. Private Medical Records

These are records from doctors or hospitals outside the VA.

Request Directly from the Provider

•   Contact the medical provider or hospital directly

•   Complete their HIPAA-compliant medical records release form

•   May require ID and a processing fee

•   You can request:

                     Progress notes

                     Imaging and radiology reports

                     Lab results

                     Operative reports

Have the VA Request Them for You

•   Use VA Form 21-4142 and 21-4142a

•   VA will attempt to retrieve records from private providers to support your claim

4. Defense Health Agency (for post-2000 service members)

•   Website: https://www.tricare.mil/

•   Some DoD medical records are available via TOL (TRICARE Online) or Genesis Patient Portal

5. VA Disability Claim File (C-File)

•   You can request your entire VA claims file, which includes medical and service records

•   Submit a FOIA request or use:

                     VA Form 20-10206 (Request for C-File)

                     Or request via your VSO or representative

Tips for Best Results

•   Always request copies in digital format (CD or PDF) for easy access and uploading

•   Keep a personal file of everything for future claims, appeals, and exams

•   Veterans should review and organize records by date and condition for claims preparation

Instructions for Using the SMART Claim Wizard After Receiving Your Conditions from K&D Veterans Medical Assessments

Once K&D has completed your Records review and provided you with a list of conditions to follow up on, your next step is to use the SMART Claim Wizard inside the Vets Portal app to build a strong claim and guide your next medical visit.

Follow these steps carefully:

Step-by-Step Instructions

1   Open the Vets Portal App and go to the SMART Claim Wizard.

2   Start with One Condition at a Time:

                      At the top of the screen, type in and select the condition that was provided by K&D (e.g., "Sleep Apnea", "Knee Pain", "GERD").

3   Choose the Type of VA Claim You Are Filing:

                      Options may include:

                                        Direct service connection

                                       Secondary condition

                                        Aggravation

                                        Increase of existing rating

                                        Presumptive condition

4   Answer a Few Simple Questions:

                      The system will ask brief, condition-specific questions related to your symptoms, diagnosis, and medical history.

                      After answering, submit your responses.

5   Receive Your Personalized Claim & Exam Guide:

                      The system will then give you a step-by-step medical guide to take with you to your private physician.

                      It will include:

                                        Symptoms to report

                                        What the doctor should check

                                        Diagnostic tests or imaging that may help

                                        Sample language for describing pain, limitation, and function loss

Use “Ask the Master Chief” for Deeper Claim Support

After reviewing your guide, go to the “Ask the Master Chief” box and type:

•    “What is the VA rating for [your condition]?”

                      Example: “What is the VA rating for GERD?”

Then ask:

•    “What secondary conditions can be caused by [your condition]?”

                      Example: “What secondary conditions can a meniscus tear cause?”

•    OR

•    “What other body parts can be affected by [your condition]?”

                      Example: “What other body parts can be affected by a meniscus tear?”

Why This Is Important

By following these steps:

•    You will be fully prepared for your next doctor visit.

•    You’ll understand what secondary claims may apply to your condition.

•    You’ll know what diagnoses and documentation to seek out for both primary and secondary issues.

•    You’ll develop a long-term plan for claim filing, follow-up treatment, and building a stronger VA disability case.

This process is how you take control of your claim and protect your future rating. Let the SMART Claim Wizard and Master Chief AI assistant be your tactical advantage every step of the way.

Why the Vets Portal Tools Matter for Your VA Disability Claim

Navigating the VA disability process can be overwhelming, but the Vets Portal was built by veterans, for veterans to give you the tools you need to succeed. Two of the most powerful features in the app are the C&P Exam Prep Tool and the SMART Claim Wizard, each designed to equip you with the knowledge and confidence to get the benefits you’ve earned.

C&P Exam Prep Tool: Know What to Expect Before You Step In

Your Compensation & Pension (C&P) exam is one of the most critical parts of your VA disability claim. It can make or break the outcome.

With C&P Exam Prep, all you have to do is:

How to Use:

1.     Open the app and go to the C&P Exam Prep section.

2.     Select the condition you’re being evaluated for (e.g., PTSD, back pain, sleep apnea).

3.     The tool will instantly provide:

o   What the examiner will look for

o   The common tests or procedures

o   Key questions you might be asked

o   Advice on how to present your symptoms clearly

4.     Tap the "Ask the Master Chief" button if you need expert insight or clarification.

This tool prepares you mentally and medically so you're not caught off guard.

SMART Claim Wizard: Be Ready Before You Visit Your Doctor

The SMART Claim Wizard prepares you to speak with your private doctor so they can clearly document your condition and support your VA claim the right way.

How to Use:

1.     Navigate to the SMART Claim Wizard in the app.

2.     Choose your medical condition (e.g., migraines, GERD, knee pain).

3.     The tool will walk you through:

o   Symptoms to describe to your doctor

o   What your doctor should look for during a physical exam

o   What diagnostic tests or imaging may be useful

o   Conditions that could be secondary to your main diagnosis

o   Language for functional loss, flare-ups, and impact on daily life

o   Potential VA disability rating insights

4.     Use the "Ask the Master Chief" button for personalized support.

This tool helps you build strong private medical evidence and speak with confidence at your appointments.

Please download this APP to receive instant messages from KDVMA:

1.  Go to your App store and download Vets Portal

2.  After the App download, open the App

3.  Go to the bottom and select create account

4.  The next page will be the sign up today page

5.  Under the sign up today, you will see KDVMA.com user, click here

6.  When you click there, it will ask for your KDVMA username and password. When you enter that information, it will link the account. Continue with the other few question and you will be all set.