and there is an existing DCS sheet for the Veteran that was mistakenly not included in the box, then forward the PDF to VCIP for correction. If there is no VBMS exclusion and there is no record of a DCS sheet for the Veteran in that shipment, then generate a new DCS and manifest for the Veteran using a ‘dummy’ box number enter the shipment into the Omega portal using a dummy tracking number, and send the PDFs to VCIP when complete. use the ddTracker exceptions tool to open the EXCEPTION ID by double-clicking on it scroll within the exception entry to the file upload area (bottom of page) and click ADD to upload the new DCS sheet(s) once the new DCS sheet(s) is/are added, use the RESOLUTION menu to select the appropriate resolution, and hit SAVE once all these steps are taken. Notes: If the issue is a missing DCS sheet and the RO has a saved local copy of the sheet, and it has the correct DCS ID on it, that sheet may be uploaded in an attempt to clear the exception. If the DCS sheet provided does not match the Veteran's record or the manifest, SMS will reject the proposed resolution. If the extra claims folder should not be uploaded into VBMS, before requesting the claims folder's return in ddTracker, the RO should e-mail the noting the exception ID number, RMN, DCS ID, and a brief description of the circumstances necessitating the claims folder's return. Missing Folder/DCS Listed on Manifest Attempt to locate folder. If the folder is still on-site at the RO, let VCIP know to proceed as a ghost DCS. Delete the DCS from VBMS. If you are not able to locate the folder on station, you can request a re-check of the box by providing the Veteran's name and claims folder number to VCIP. Attempt to locate folder. If the folder is still on-site at the RO, choose Confirm DCS Can Be Removed from Manifest as the exception resolution in the ddTracker Exception Tool. If the folder is not on station, use the Exception Detail report in ddTracker to see if another exception exists for that RMN in either the OPEN or CLOSED exception tabs. Use this information to see if the claims
tracking number. Send the PDFs to VCIP when complete. Delete the old DCS from VBMS. Misfiled Documents When received, drop-file the misfiled documents into the appropriate folder(s) if they were not already sent for scanning. If the folders were already scanned, generate a new DCS for the correct Veteran and send the misfiled documents in accordance with the shipping SOP instructions for documents not part of a claims folder. Follow instructions for extra file exceptions above. Note: You may request the return of misfiled documents if the affected documents pertain to a record that should not be uploaded in VBMS. Please e-mail the a description of the issue necessitating the documents' return prior to submitting the request via ddTracker. Missing Manifest Send a PDF of the manifest to VCIP. Upload the missing manifest to the appropriate EXCEPTION ID via the ddTracker Exceptions Tool. Manifests can be regenerated out of VBMS by looking up the box number and selecting Action then Generate Manifest. If the manifest provided does not clear the exception, contact the to request an inventory of the actual box contents. A VCIP staff member will provide the aforementioned inventory. ROs should use that information to generate a new manifest and DCS sheets for all claims folders from that box. Unscannable Manifest and/or DCS Sheets Send PDFs of the manifest/DCS sheets to VCIP. Note: Prior to shipping, ensure the barcodes are scannable and are not faded due to low printer ink cartridge. Upload PDFs of the manifest/DCS sheets directly to the appropriate EXCEPTION ID in the ddTracker Exceptions Tool. Note: Prior to shipping, ensure the barcodes on all VBMS shipping documentation are scannable and are not faded due to low printer ink cartridge. Note: Contact the mailbox to resolve shipping questions or issues. References: