How Medical Record Organization Works

The Four-Step Process

Organizing medical records for a VA disability claim can feel overwhelming. You might have records spanning decades, from multiple providers, in different formats. Our process transforms this complexity into clear, organized documentation.

Step 1: Gather Your Medical Records

Before we can organize your records, you need to collect them. This typically includes:

• Service Treatment Records (STRs): Your medical history from active duty, available through the National Personnel Records Center or your eBenefits account.
• VA Medical Records: All treatment at VA medical centers and clinics, accessible through My HealtheVet's Blue Button feature.
• Private Medical Records: Documentation from civilian doctors, specialists, hospitals, and clinics you've visited outside the VA system.
• Military Personnel Records: DD-214 and other service records that may contain relevant medical information.

We provide detailed guidance on obtaining each type of record. Many veterans don't realize they can download comprehensive VA records through Blue Button, or that service treatment records can be requested online.

Step 2: Upload Your Records Securely

Once you've gathered your records, you upload them through our secure portal. Your medical information is sensitive, and we treat it that way.

• Encrypted upload: All files are encrypted in transit and at rest.
• HIPAA-aligned practices: We follow healthcare privacy standards for handling protected health information.
• No paper handling: Everything stays digital, reducing the risk of lost or mishandled documents.
• Your files, your control: You can access your uploaded records anytime through your account.

We accept PDF files, which is the format most commonly used for medical records. If you have paper records, we recommend scanning them to PDF before uploading.

Step 3: Analysis and Organization

This is where the real work happens. Once your records are uploaded, our team analyzes them and organizes the evidence by body system.

What We Look For

We read through your entire medical record looking for:

• Diagnoses: Official medical diagnoses that may relate to your claimed conditions.
• Treatment history: Evidence of ongoing treatment, medications, and medical management.
• Functional limitations: Documentation of how conditions affect your daily life and work capacity.
• Medical opinions: Statements from doctors about the nature, severity, or cause of conditions.
• Objective findings: Test results, imaging studies, and clinical measurements.

How We Organize

We structure your evidence using the same body system categories the VA uses in their rating schedule:

• Musculoskeletal (bones, joints, muscles)
• Mental Health (PTSD, depression, anxiety, etc.)
• Cardiovascular (heart and circulatory system)
• Respiratory (lungs and breathing)
• Digestive (stomach, intestines, liver)
• Neurological (brain, nerves, spinal cord)
• Skin conditions
• Endocrine (diabetes, thyroid, etc.)
• And other body systems as relevant to your records

Learn more about our technology on our Technology page.

What We Create

For each relevant body system, we create a summary document that includes:

• Condition overview: What conditions are documented in that body system.
• Key evidence citations: Specific references to where important evidence appears in your records.
• Chronological timeline: When conditions were first documented, major treatments, and current status.
• Supporting documentation: List of relevant tests, imaging, and specialist evaluations.

Step 4: Receive Your Organized Package

Once analysis is complete, you receive your organized evidence package through your secure account. This includes:

• Body system summaries: Individual summary documents for each relevant body system with condition-related evidence highlighted.
• Master evidence index: A reference document listing all significant medical evidence with page numbers and dates.
• Organized file structure: Your original records sorted into logical folders by condition and date.
• Submission-ready format: Everything formatted in a way that can be uploaded to VA.gov or provided to your representative.

How Long Does the Process Take?

Processing time depends on the volume and complexity of your records. A typical case with 200-500 pages of records takes approximately 5-7 business days from upload to delivery. Larger record sets or those requiring additional analysis may take longer.

You'll receive status updates throughout the process, and you can check your account anytime to see where your records are in the workflow.

What Do You Do With the Results?

Once you receive your organized package, you can use it however best fits your situation:

• File directly: Upload the summaries and organized records when submitting your claim on VA.gov.
• Provide to your VSO: Share the organized package with your Veterans Service Organization representative.
• Work with an attorney: Use the organized evidence when consulting with a VA-accredited claims agent or attorney.
• Keep for your records: Maintain the organized summaries as a personal reference for your medical history.

Why Organization Matters

The VA's claims process relies on evidence. When you submit a claim, VA raters review your documentation to determine whether your condition is service-connected and how severe it is. They're looking for specific types of evidence in specific places.

When that evidence is buried in 800 pages of medical records, it can be missed or overlooked. When it's clearly organized and summarized by body system, it's easier for raters to find what they need.

We don't promise any particular outcome. We simply ensure your evidence is presented as clearly as possible. The facts in your records don't change—but how accessible those facts are absolutely can.

Questions About the Process?

Visit our Technology page for more details about our analysis pipeline, or create your free account to get started.