Recommendations for Executive Action

1. Status: Closed - Not Implemented

   Comments: We reviewed the integrated disability evaluation system (IDES) in 2012 after the IDES had been implemented at all sites. We continued to find difficulties with ensuring adequate staffing of military physicians to complete medical evaluation board (MEB) determinations (GAO-12-676).

   Recommendation: To ensure that the IDES is sufficiently staffed and that military treatment facilities are prepared to house personnel in the IDES, the Secretary of Defense should direct the military services to conduct thorough assessments prior to each site's implementation of the IDES of the adequacy of staffing of military physicians for completing medical evaluation board (MEB) determinations at military treatment facilities; contingency plans should be developed to address potential staffing shortfalls, for example, due to staff turnover or caseload surges.

   Agency Affected: Department of Defense

2. Status: Closed - Implemented

   Comments: DOD addressed the concern about housing of servicemembers undergoing the IDES by issuing an exception to policy authorizing military departments to process initial trainees through the legacy disability evaluation system, rather than the IDES process. In the action memo authorizing this exception, DOD said that this change was intended to address the issue of housing and other issues, due to the additional time that servicemembers remain on active duty when processed through the IDES as compared to the legacy system. The policy exception states that trainees who are processed through the legacy disability evaluation system will be enrolled in the Benefits Delivery at Discharge/VA Quick Start programs to ensure that that they begin receiving VA benefits shortly after separation from military service. DOD officials said that since the policy exception was issued, the military departments have not reported concerns with the capacity to house servicemembers in the IDES.

   Recommendation: To ensure that the IDES is sufficiently staffed and that military treatment facilities are prepared to house personnel in the IDES, the Secretary of Defense should direct the military services to conduct thorough assessments prior to each site's implementation of the IDES of the availability of housing for servicemembers in the IDES at military facilities; alternative housing options should be identified if sites do not have adequate capacity.

   Agency Affected: Department of Defense

3. Status: Closed - Implemented

   Comments: DOD addressed the concern about military units' ability to absorb servicemembers undergoing the IDES by issuing an exception to policy authorizing the military departments to process initial trainees through the legacy disability evaluation system, rather than the IDES process. In the action memo authorizing this exception, DOD said that this change was intended to address challenges of command and control, housing, and other issues, due to the additional time that servicemembers remain on active duty when processed through the IDES as compared to the legacy system. The policy exception states that trainees who are processed through the legacy disability evaluation system will be enrolled in the Benefits Delivery at Discharge/VA Quick Start programs to ensure that that they begin receiving VA benefits shortly after separation from military service. DOD officials said that since the policy exception was issued, the military departments have not reported concerns with the ability to absorb servicemembers in the IDES.

   Recommendation: To ensure that the IDES is sufficiently staffed and that military treatment facilities are prepared to house personnel in the IDES, the Secretary of Defense should direct the military services to conduct thorough assessments prior to each site's implementation of the IDES of the capacity of organizational units to absorb servicemembers undergoing the disability evaluation; plans should be in place to ensure servicemembers are appropriately and constructively engaged.

   Agency Affected: Department of Defense

4. Status: Closed - Implemented

   Comments: DOD contracted with the Logistics Management Institute (LMI) to conduct a study on differences in diagnoses in response to our recommendation. In October 2011, LMI completed the study entitled "Diagnostic Differences in the DOD-VA Integrated Disability Evaluation System."

   Recommendation: To improve their agencies' ability to resolve differences about diagnoses of servicemembers' conditions, and to determine whether their new guidance sufficiently addresses these disagreements, the Secretaries of Defense and Veterans Affairs should conduct a study to assess the prevalence and causes of such disagreements.

   Agency Affected: Department of Defense

5. Status: Closed - Implemented

   Comments: DOD contracted with the Logistics Management Institute (LMI) to conduct a study on differences in diagnoses in response to our recommendation. In October 2011, LMI completed the study entitled "Diagnostic Differences in the DOD-VA Integrated Disability Evaluation System."

   Recommendation: To improve their agencies' ability to resolve differences about diagnoses of servicemembers' conditions, and to determine whether their new guidance sufficiently addresses these disagreements, the Secretaries of Defense and Veterans Affairs should conduct a study to assess the prevalence and causes of such disagreements.

   Agency Affected: Department of Veterans Affairs

6. Status: Closed - Implemented

   Comments: VA updated the Veterans Tracking Application (VTA) in June 2012 to allow it and DOD to capture information on diagnostic disagreements. DOD subsequently provided training instructing PEB liaison officers to document disagreements using VTA's corrective action function. This information is used to generate weekly summaries, which can be used to spot trends in disagreements and adjust IDES processes and training accordingly. Before documenting diagnostic disagreements, the Army-which accounts for the majority of servicemembers in the IDES-has instructed its physicians to attempt to resolve disagreements with VA physicians. VA believes this has reduced the incidence of diagnostic disagreements.

   Recommendation: To improve their agencies' ability to resolve differences about diagnoses of servicemembers' conditions, and to determine whether their new guidance sufficiently addresses these disagreements, the Secretaries of Defense and Veterans Affairs should establish a mechanism to continuously monitor disagreements about diagnoses between military physicians and VA examiners and between physical evaluation boards (PEB) and VA rating offices.

   Agency Affected: Department of Veterans Affairs

7. Status: Closed - Implemented

   Comments: VA updated the Veterans Tracking Application (VTA) in June 2012 to allow it and DOD to capture information on diagnostic disagreements. DOD subsequently provided training instructing PEB liaison officers to document disagreements using VTA's corrective action function. This information is used to generate weekly summaries, which can be used to spot trends in disagreements and adjust IDES processes and training accordingly. Before documenting diagnostic disagreements, the Army-which accounts for the majority of servicemembers in the IDES-has instructed its physicians to attempt to resolve disagreements with VA physicians. VA believes this has reduced the incidence of diagnostic disagreements.

   Recommendation: To improve their agencies' ability to resolve differences about diagnoses of servicemembers' conditions, and to determine whether their new guidance sufficiently addresses these disagreements, the Secretaries of Defense and Veterans Affairs should establish a mechanism to continuously monitor disagreements about diagnoses between military physicians and VA examiners and between physical evaluation boards (PEB) and VA rating offices.

   Agency Affected: Department of Defense

8. Status: Closed - Implemented

   Comments: Since our report was issued, the IDES monitoring report was revised to include more detailed information, including case processing times of individual VA rating offices. VA also developed an IDES Performance Dashboard, which tracks performance data at the local level for portions of the IDES for which VA is responsible. With regard to timeliness of VA exams, VA developed a report to identify IDES exams exceeding the timeliness goal. Senior VA leadership hold biweekly videoconference calls to discuss how to remedy outliers. As for sufficiency of exam summaries, VA added capabilities to the Veterans Tracking Application system to identify exam sufficiency issues, and DOD is using this data to determine how often insufficient exam summaries occur, in what types of medical conditions, and the length of time it takes to identify and address them. DOD and VA also hold meetings on a biweekly basis to share lessons learned, problem solve, and keep sites aware of future program changes and activities.

   Recommendation: To enable their agencies to take early action on problems at IDES sites postimplementation, the Secretaries of Defense and Veterans Affairs should develop a system-wide monitoring mechanism to identify challenges as they arise in all DOD and VA facilities and offices involved in the IDES. This system could include: (1) continuous collection and analysis of data on DOD and VA staffing levels, sufficiency of exam summaries, and diagnostic disagreements; (2) monitoring of available data on caseloads and case processing time by individual VA rating office and PEB; and (3) a formal mechanism for agency officials at local DOD and VA facilities to communicate challenges and best practices to DOD and VA headquarters offices.

   Agency Affected: Department of Veterans Affairs

9. Status: Closed - Implemented

   Comments: Since our report, DOD has revised its monitoring report to include more information, including information on case processing times of individual VA rating offices and PEBs. DOD also created an MEB Watchboard and PEB Watchboard to provide case management information, workload status, and the ability to monitor data integrity at local installations. DOD and VA have also revised the VTA tracking system to identify insufficient exam summaries. DOD has developed a method to use the data to determine how often insufficient exam summaries occur, in what types of medical conditions, and the length of time it takes to identify and address them. DOD and VA senior leadership also continue to hold meetings on a regular basis to discuss the status, progress, and future actions regarding the IDES. These include the Joint Executive Council, the Benefits Executive Council, the DES Improvement Working Group, and data summit sessions.

   Recommendation: To enable their agencies to take early action on problems at IDES sites postimplementation, the Secretaries of Defense and Veterans Affairs should develop a system-wide monitoring mechanism to identify challenges as they arise in all DOD and VA facilities and offices involved in the IDES. This system could include: (1) continuous collection and analysis of data on DOD and VA staffing levels, sufficiency of exam summaries, and diagnostic disagreements; (2) monitoring of available data on caseloads and case processing time by individual VA rating office and PEB; and (3) a formal mechanism for agency officials at local DOD and VA facilities to communicate challenges and best practices to DOD and VA headquarters offices.

   Agency Affected: Department of Defense

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