Most VES records-only reviews finish in 1–4 weeks; complex files can take longer.
Waiting on a records-only look by Veterans Evaluation Services (VES) can feel endless. Many files move fast when the evidence is clear, and slow down when charts are dense or an opinion takes time. The steps below show what happens and how to avoid snags.
VES Records Review Timeline At A Glance
Here’s the high-level view many claimants see when a contractor is assigned a records review in place of an in-person exam (the VA calls this the Acceptable Clinical Evidence, or ACE, process).
| Step | What Happens | Typical Window |
|---|---|---|
| Request Sent | VA routes a review request and records to VES | 0–3 days |
| Examiner Review | Examiner reads your file and drafts the DBQ/opinion | 7–30 days |
| Quality Check | VES quality team checks completeness before return | 3–14 days |
| Upload To VA | Report sent back to VA systems | Same day–3 days |
| VA Action | Rater weighs the report with the rest of the record | 2–6 weeks |
Why “Records-Only” Exists And What It Means
The ACE path lets a clinician complete a Disability Benefits Questionnaire (DBQ) by reading existing medical evidence, sometimes with a brief phone call if a quick clarification helps. No clinic visit, no testing, and no travel. When the file already shows diagnosis, link to service, and current severity, this route can save time and still give the rater what’s needed to decide.
Close Variation: How Long A VES Record Review Usually Runs
Most records-only reviews land in the 1–4 week band once the request reaches the examiner. Shorter cases tend to be single-issue claims with recent treatment notes and a clear trail in VA systems. Longer spans show up when there are many body systems, large private files to read, or a formal medical nexus opinion to write.
Where The Time Goes: Step-By-Step
1. The Request Leaves VA
Once the VA decides a review is needed, the request flows to a contractor and the claim status often shifts to “Evidence gathering, review, and decision.” In this stage, the agency may add records from its own systems, and the contractor sets up the task for an examiner. This handoff is quick for most files.
2. Examiner Reads And Drafts
This is the core. The clinician reads service treatment records, VA notes, and any private files you or your rep uploaded. If the evidence already answers the rater’s questions, the examiner fills out the DBQ and, when needed, writes a reasoned opinion. Some clinicians make a short phone call to confirm a time frame or symptom pattern. That call isn’t a full interview; it’s a clarifier.
3. Quality Review At VES
Before anything goes back, a quality team checks that the DBQ is complete, signatures are in place, and required sections aren’t blank. If the file raises a gap, the team can ping the examiner for a quick addendum. Tight DBQs tend to move straight through; messy ones bounce once or twice before release.
4. Upload Back To VA
When VES clears the packet, it’s transmitted to VA systems. You won’t always get a separate message about this. The next visible change is usually inside the claim tracker.
5. VA Weighs The Evidence
A rater reads the new report beside the rest of your record and issues a decision or requests more evidence. Fast moves happen when the new DBQ cleanly answers the rater’s question and lines up with the rest of the file.
What Drives A Faster Or Slower Record Review
Timing shifts with file size and the type of opinion. These levers matter:
- Issue Count: One or two claims read faster than a dozen with cross-references.
- Record Volume: A thin VA chart reads fast; years of private PDFs slow things down.
- Opinion Type: A straight severity DBQ is quicker than a detailed nexus opinion.
- Specialties: Mental health, neuro, or complex internal medicine often need more care in drafting.
- Addenda: If the quality team flags a gap, the case waits while the examiner fixes it.
How You Can Keep The Clock Tight
You can’t control every step, but you can remove friction:
- Upload clean evidence: Legible PDFs, in order, labeled by date and provider.
- Point to the key pages: A short cover note that cites page numbers speeds reading.
- Mind batteries and devices: For phone check-ins, keep your ringer on and voicemail clear.
- Keep your address and phone current: Old contact data leads to missed calls and delays.
- Use your rep: A VSO or accredited agent can see status and nudge if a task stalls.
Official Terms And Where They Come From
VA calls this path “Acceptable Clinical Evidence.” The clinician completes the DBQ from records in the file and may add a short phone call. The aim is to skip a clinic trip when the paper record already answers the rater’s questions.
You can read the agency’s plain-language page on claim exams and timing on the VA claim exam page and the broader timeline on the post-filing process page. VES also notes that it reviews every report for completeness before sending it back on its post-exam page.
What A “Records Review Only” Report Looks Like
Every DBQ has a section where the examiner lists the records reviewed and the date range. When the ACE path is used, the form reflects that and cites the evidence set used to answer the rater’s questions. If the file is thin in a critical spot, the examiner can ask for a clinic exam instead of forcing a weak opinion.
Realistic Timeframes By Scenario
These ranges describe what many claimants see. Your case can be shorter or longer based on issue mix and the clarity of the evidence.
| Scenario | What It Involves | Likely Range |
|---|---|---|
| Single-Issue Severity | Recent VA treatment notes and a clear diagnosis | 7–14 days |
| Records Review Plus Phone Call | Brief clarifier on onset or continuity | 10–21 days |
| Multi-System With Nexus | Large file and a detailed medical opinion | 3–6 weeks |
| Mental Health DBQ | Symptom history and occupational impact write-up | 3–6 weeks |
| Addendum Needed | Quality team requests fixes or added detail | +1–2 weeks |
Common Myths That Skew Expectations
“It Always Finishes In A Week”
Some do, especially slim files with clear treatment notes. Many don’t. Examiners read, compare sources, and explain reasoning. That takes time.
“No Exam Means No Weight”
A records-only report still carries weight. The rater looks at clarity, medical reasoning, and fit with the rest of the chart.
“A Phone Call Means Trouble”
Not at all. A quick call can close a gap on onset dates or work impact and speed a decision.
What To Do While You Wait
- Check claim status weekly, not hourly. Status jumps come in batches.
- Keep uploading fresh treatment notes if they reach a decision point.
- Tell your rep about any hospital stays or new diagnoses right away.
When The Review Seems Stuck
If a task sits for a full month, ask your rep to check for hang-ups. Files can wait on an addendum, a signature, or a missing attachment. A polite nudge helps when there’s a clear next step.
What Happens After VES Sends The Report
Once the report lands in VA systems, a rater weighs it and moves the claim toward a decision. When a decision posts, you can view the letter online; a hard copy follows by mail.
Clear Takeaway: Expect 1–4 Weeks, With Room For Complex Files
Most records-only reviews wrap in a handful of weeks. Single-issue files can be fast. Multi-issue claims and detailed opinions take longer. Keep your records neat, answer calls, and use your rep. That mix trims dead time and gives the examiner what they need to finish.