Efficiently Manage County Veterans Services Office Hearings
Hosting Board
Hearings
For
County Veterans Services Offices
Leven Pressley-Sanders, Chandra Tyler, Carlee Miller,
and John Borja
Caseflow Hearings Function
•
Hearings: Accessing the Daily Docket & Hearing
Information
•
How to enter Hearing Rooms
Caseflow IT Assistance
AGENDA
CASEFLOW HEARINGS
HEARINGS: ACCESSING VIEWING THE HEARING SCHEDULE
Hearings allows VSOs to:
•
View upcoming hearings schedule
•
Access the daily docket for represented
Veterans/Appellants
•
Review and access virtual hearing links
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.
Note:
Greyed out fields are not Editable
THE DAILY DOCKET: ACCESSING AND VIEWING
The Daily Docket View:
●
Hearing Logistics Information
●
Appellant, Veteran, & Representative Info
●
Type, Time, & RO
●
Hearings Actions
●
Previously Scheduled Hearings
5
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.
Note:
Click the desired hearing date on the Hearing Schedule to access a veteran’s Daily Docket
Veteran name
File number
Docket number
Veteran address
Veteran name
File number
Docket number
CONVERTING HEARINGS TO VIRTUAL
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.
7
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.
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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
EMAIL FROM THE BOARD WITH LINKS
ENTERING THE HEARING ROOM LINK
ENTERING THE HEARING ROOM LINK
ENTERING THE HEARING ROOM
ENTERING THE HEARING ROOM
ENTERING THE HEARING ROOM
ENTERING THE HEARING ROOM
CASEFLOW IT ASSISTANCE
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
18
Note
:
Any Veteran Personal information must be transmitted though VA communication Channels and be encrypted
TIPS AND CHEAT SHEETS?
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:
Group 3:
Pending Caseflow Access
Note:
User will show Yellow or Orange in the CSUM/CSEM Application.
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.
Group 1
: Access Granted to the Caseflow VSO Queue using link:
https://appeals.cf.ds.va.gov/organizations/pva
REQUESTING CASEFLOW ACCESS CHEAT SHEET 4,3,2,1 – ACCESS!
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”
Forms and Links
VA8824e
VA Form 21
VA Form 21A
OGC Accreditation
RO POCs for Accredited Representatives
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
Queue Tips
Tip:
Queue Case Details shows the Veteran’s Information not
the Appellant
Tip:
To locating the Veteran in the Queue; filter by Case Type
and Docket to assist with narrowing down the search.
Tip:
VSOs will not be able to view cases where the VSO is the
appellant.
Tip:
HLRs and Supplementals are not listed in the Caseflow
Queue
(Please view VBMS for status)
.
CASEFLOW SEARCH & QUEUE TIPS: WHAT CAN I VIEW?
Search Error Tips
Veteran not valid:
•
Review VBMS as veteran's profile has missing or invalid
information required.
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.
Veteran not accessible:
•
User does not have the necessary level of access. Contact
you’re your RO for further action (sensitive Level Issue).
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.
VSO Virtual Opt-in Process
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.
HEARINGS TIPS
VSO Update
Address Tips
Address Change:
To update contact information in OGC’s Accreditation
contact OGC at
ogcaccreditationmailbox@va.gov
To update contact information in the VBA Corporate
Database open an incident ticket (
YourIt
) with VBA
Corporate Database (VBA CORP DA)
Provide the following information for processing to both
OGC and VBA Corporate:
• Representative POA code
• Name of attorney or claims agent
• Role: Attorney or Claims Agent
• New Representative contact information:
Address, Phone, Fax, Email
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
.
Hearings Tips
Tip:
Hearing Coordinator can be located on the Daily Docket.
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
.
Tip:
If your address is incorrect in the Hearings Schedule review VSO Update Address Tips
CASEFLOW LINKS AND HELP DESK ASSISTANCE CHEAT SHEET
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
QUESTIONS?
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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Presentation Transcript
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
