Efficiently Manage County Veterans Services Office Hearings
Streamline the process of accessing, viewing, and converting hearings to virtual for County Veterans Services Offices. Learn how to enter hearing rooms and utilize Caseflow for a smoother experience. Access the daily docket, hearing schedules, and essential information to enhance efficiency and effectiveness in managing veterans' hearings.
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Hosting Board Hearings For County Veterans Services Offices Leven Pressley-Sanders, Chandra Tyler, Carlee Miller, and John Borja
AGENDA Caseflow Hearings Function Hearings: Accessing the Daily Docket & Hearing Information How to enter Hearing Rooms Caseflow IT Assistance
HEARINGS: ACCESSING VIEWING THE HEARING SCHEDULE The Veteran Service Organization (VSO) View of Caseflow Hearings allows VSOs to view their upcoming Board hearing days, Veterans assigned to the dockets, as well as information about the Veterans cases. Hearings allows VSOs to: View upcoming hearings schedule Access the daily docket for represented Veterans/Appellants Review and access virtual hearing links Note: Greyed out fields are not Editable
THE DAILY DOCKET: ACCESSING AND VIEWING The Daily Docket displays all the hearings scheduled for that date. It will also display the Appellant/Veteran s name, address, Veteran ID, Time, Regional Office, and Representative. It will also include the Hearing Location, Hearing Day, and any Notes associated with the hearing. The Daily Docket View: Hearing Logistics Information Appellant, Veteran, & Representative Info Type, Time, & RO Hearings Actions Previously Scheduled Hearings Note: Click the desired hearing date on the Hearing Schedule to access a veteran s Daily Docket 5
Veteran name File number Docket number Veteran address Veteran name File number Docket number
CONVERTING HEARINGS TO VIRTUAL As a representative VSOs need the ability to convert hearing request to virtual so that I can more efficiently opt Veterans/Appellants into virtual hearings. VSO Virtual Opt-in Process Ability to convert hearing request to virtual Ability to convert scheduled hearing from non-virtual hearing type to virtual Docket locks down 10 days from the scheduled hearing date Tip: Check the scheduled Hearing Type, Date, Time, and Time Zones for changes after processing the Opt-in Process. Note: To request changes for a hearing with a locked docket, contact the hearing coordinator to request any changes. 7
CASEFLOW HEARINGS: HOW TO ENTER HEARING ROOMS
EMAIL FOR HEARING LINK An email will be provided with two hearing links First hearing link is a test link This only checks that audio and visual are connected Second hearing link is the live link that will be used day of the hearing Valid for the entire hearing day Please enter 15 minutes early to ensure that audio and visual are working
CASEFLOW IT ASSISTANCE When to Contact the Appeals Help Desk? Application Errors and Messages Application Questions What is needed? Detailed description of the issue or error Caseflow URL Veteran s information How will I be contacted? VA Email VA Microsoft Teams How can Submit a Ticket and request feedback? Your IT Self Service Portal: YourIt Enterprise Service Desk (ESD): 855-673-4357 / 855-NSD-HELP Caseflow Appeals Help Desk Email: OITAppealsHelpDesk@va.gov VBMS Service Desk Email: vbmsservicedesk@va.gov Note: Any Veteran Personal information must be transmitted though VA communication Channels and be encrypted 18
REQUESTING CASEFLOW ACCESS CHEAT SHEET 4,3,2,1 ACCESS! Group 4: Submit a request to your Information System Security Officer (ISSO) and/or Information Resources Management (IRM) team to retain or adjust your Common Security Employee Manager (CSEM) permissions: TMS Training Certificates (Most recent) VA Privacy and Information Security Awareness Rules of Behavior What am I requesting access for? Application Name: Caseflow Role: VSO Function: VSO & Download eFolder Group 3: Pending Caseflow Access Note: User will show Yellow or Orange in the CSUM/CSEM Application. Forms and Links VA8824e VA Form 21 Group 2: Attempted login required so user can populate in the Database using link: https://appeals.cf.ds.va.gov/queue Note: Access is granted, but not to the VSO Queue. VA Form 21A OGC Accreditation RO POCs for Accredited Representatives Group 1: Access Granted to the Caseflow VSO Queue using link: https://appeals.cf.ds.va.gov/organizations/pva Tip: Recommend to request update to VBMS, Corporate, BIRLS (Veteran Only) and VACOLS (If any active legacy appeal pending at the RO) when a 21- 22 is submitted for a veteran. Note: Accreditation questions, comments, and requests for correction of information reported by the Office of the General Counsel's online accreditation search application may be sent to the Accreditation Mailbox ogcaccreditationmailbox@va.gov
CASEFLOW SEARCH & QUEUE TIPS: WHAT CAN I VIEW? Queue Tips Search Error Tips Tip:Queue Case Details shows the Veteran s Information not the Appellant Veteran not valid: Review VBMS as veteran's profile has missing or invalid information required. Tip: To locating the Veteran in the Queue; filter by Case Type and Docket to assist with narrowing down the search. Invalid file number: Enter a valid Veteran ID and try again. Veteran ID not found: Review veteran in VBMS to confirm veteran SSN or File Number. Tip: VSOs will not be able to view cases where the VSO is the appellant. Veteran not accessible: User does not have the necessary level of access. Contact you re your RO for further action (sensitive Level Issue). Tip: HLRs and Supplementals are not listed in the Caseflow Queue (Please view VBMS for status). Tip: Submit an IT Ticket for assistance and confirmation regarding any of the messages displayed. Note: To access Appellants that is not the veteran, VSOs will only be able to access via the VSOs Queue as the search feature only allows searches when the VSO is the veteran s representative. Please note the Queue only show cases active within the last 2 weeks.
HEARINGS TIPS Hearings Tips VSO UpdateAddress Tips Tip: Hearing Coordinator can be located on the Daily Docket. Address Change: To update contact information in OGC s Accreditation contact OGC at ogcaccreditationmailbox@va.gov Tip: The Virtual Hearing Links can be found on the Daily Docket. Tip: Check the scheduled Hearing Type, Date, Time, and Time Zones in the hearings Schedule after receiving a scheduling notification. To update contact information in the VBA Corporate Database open an incident ticket (YourIt) with VBA Corporate Database (VBA CORP DA) Tip: If your address is incorrect in the Hearings Schedule review VSO Update Address Tips Provide the following information for processing to both OGC and VBA Corporate: VSO Virtual Opt-in Process Representative POA code Name of attorney or claims agent Role: Attorney or Claims Agent New Representative contact information: Address, Phone, Fax, Email Tip: Contact hearing coordinator to make changes to Locked Dockets (Docket Locks 10 Days prior to the hearing). Tip: Ensure the Veteran s Time Zone matches the veteran s location as the VSO may be in a different Time Zone. Tip: Check the scheduled Hearing Type, Date, Time, and Time Zones for changes after processing the Opt-in Process. Tip: If you do not know your POA code, it may be located through a name search in the OGC Accreditation Index Note: For Hearing Scheduling information conflicts, please contact the Hearing Coordinator.
CASEFLOW LINKS AND HELP DESK ASSISTANCE CHEAT SHEET Product Link Information Caseflow Queue https://appeals.cf.ds.va.gov/queue Caseflow Queue Organization Link The VSO organization URL, for example https://appeals.cf.ds.va.gov/organizations/vso-organization-name Caseflow Hearings https://appeals.cf.ds.va.gov/hearings/schedule Caseflow eFolder Express https://efolder.cf.ds.va.gov * Caseflow Help (Demo) https://www.caseflowdemo.com/help Your IT Self Service Portal: https://yourit.va.gov/now/nav/ui/classic/params/target/home.do Enterprise Service Desk (ESD): 855-673-4357 / 855-NSD-HELP Caseflow Appeals Help Desk Email: OITAppealsHelpDesk@va.gov VBMS Service Desk Email: vbmsservicedesk@va.gov
