Frequently Asked Questions - Tennessee Veteran Benefits System (TVB)

Will diagnostic codes (DC) be required when filing claims in TVB? Will counties still have access to VetraSpec after TVB launches? A TDVS Help Desk and Tyler Technologies support team will be available for issue resolution. Critical issues will have a 4-hour response time, while standard support requests will be addressed within one business day. The MOU establishes a non-binding framework for collaboration between TDVS and counties, ensuring state-funded licensing for TVB, accreditation compliance, training access, and system support. Yes, TVB is designed to work seamlessly with VA databases and electronic submission processes. No. The system is designed to prevent duplicate entries. If discrepancies occur, TDVS will work with Tyler Technologies to resolve them. TVB does not have a system file size limit. However, the VA enforces a 100MB limit for submissions, and users are encouraged not to exceed this limit when filing through the system. Yes, all CVSOs must maintain VA accreditation and adhere to TDVS’s Accreditation Policy (VS301) to use TVB for claim submissions. No. After Go-Live on May 10, 2025, VetraSpec will no longer be accessible. However, TDVS staff will retain access during the migration period to assist with any legacy document needs. The Tennessee Veteran Benefits System (TVB) is a modern case management platform designed to streamline claim processing and improve service delivery for Veterans. No. TDVS’s instance of VetraSpec will be decommissioned after the transition. Counties that purchased their own separate instance may still have access, but TDVS will no longer maintain or support it. TVB allows direct submission of VA Forms 21-22, 21-0966, and 21-526EZ through Benefits Claims, which integrates with VBMS. Other forms will still require manual submission. Will I lose access to VetraSpec when TVB goes live? TVB provides enhanced tracking, automated claim validation, built-in reporting tools, and better integration with VA systems. Yes. TVB’s search engine allows partial searches and multiple filters, reducing the chances of search failures due to minor input errors. TVB is a web-based system that runs in a browser. If your device could run VetraSpec, it will support TVB. No installation is needed, just internet access and a modern browser. Who owns the data in TVB, and who is responsible for security? TDVS has developed a phased rollout strategy, including structured training, pre-launch system validation, live monitoring during go-live, and post-implementation refinements based on user feedback. No. TVB allows optional use of diagnostic codes, but VA will still review claims without them and assign the appropriate code. How does TDVS plan to address county concerns about the system change? Why doesn’t TVB have top navigation tabs like VetraSpec? Regional Directors and State Staff will have access to automated reports that provide insights on claim processing and service trends. Will there be duplicate records if data is migrated in batches? Are there any restrictions placed on County VSOs due to state funding? The email signature link expires after 72 hours, but the veteran can still sign in person at any time if they coordinate with the Service Officer. Can we submit all VBA documents through TVB, or only select forms? What happens if a veteran does not sign an emailed document within 72 hours? Will TVB require installation on my desktop or laptop? Yes, county mayors and executives will receive annual performance reports with insights into workload metrics, claim processing efficiency, and accreditation status. No. County VSOs will retain full claim management access, but TVB enforces standardized workflows to improve accuracy and compliance. Will the 'Recently Viewed' list show my activity only, or everyone’s? Is the TVB search engine more intuitive than VetraSpec? Will county VSOs still need VA accreditation to use TVB? Will TDVS provide performance reports for county leadership? TVB does not use red flags or flashy indicators for notes. However, note alerts are displayed on the Veteran Quick Action page, allowing quick access to critical information. TVB provides automated reports on claim processing, service utilization, demographic trends, performance metrics, and compliance tracking. Additional custom reports can be requested. The system feels difficult to use. Will TVB become more user-friendly? No. At this time, slashes must be manually entered. Automated formatting enhancements may be considered in future updates. How will TVB help reduce claim processing time? If your computer can run VetraSpec, it will support TVB. Users will receive login credentials before the transition. Can we add timestamps in Central Time to all communications or case entries? Will we have long-term access to VetraSpec after switching to TVB? Currently, TVB does not integrate with third-party platforms like EZNet Scheduler. Integration may be evaluated in future phases based on technical feasibility and user demand. Does TVB allow for custom reporting, such as identifying Vietnam Veterans? Can I upload photos to TVB for Veteran records? County VSOs, State VSOs, Regional Directors, and TDVS leadership will use the system to manage Veteran claims and benefits more efficiently. How does the 'Recently Viewed' section work in TVB? What are the terms of the contract for TVB? Yes, VetraSpec will no longer be accessible after the Go-Live date of May 10, 2025. However, TDVS will retain access to VetraSpec while older documents complete migration. The State of Tennessee (TDVS) owns all data in TVB. Tyler Technologies is responsible for system security, and any breaches due to their negligence will be addressed under their contractual obligations. The Quick Search field does not support wildcard searches. However, TVB offers robust standard and advanced search features, allowing custom searches, including by email. Yes, all data entered into VetraSpec up to the migration date will be included in TVB. Who will use the TVB System? Yes. TDVS is fully funding the new system, including all associated licensing and implementation costs for CSOs. Automated workflows, real-time validation checks, and a centralized dashboard allow for quicker submission and review of claims. Can I use Ctrl+F to search dropdown menus or fields in TVB? The rollout will occur in two phases: May 2025 for initial adoption and October 2025 for full implementation, including state-specific enhancements. What is the purpose of the MOU between TDVS and counties? Will County VSOs lose access to any features in TVB? Will there be training available for users? When will Tennessee-specific customizations be added to TVB? Why does the search option no longer support wildcard searches? Will TDVS cover the full cost of TVB for County Service Officers (CSOs)? TDVS staff will retain access to VetraSpec during the phased document migration to ensure no critical records are lost. Will TVB include a “Helpless Child Certification Form”? TVB supports direct electronic submission of VA Forms 21-22, 21-0966, and 21-526EZ. Other documents must still be submitted via VA Central Mail or standard upload processes. How can I provide feedback on TVB? All CVSOs must complete TDVS-led training sessions before gaining access to TVB. This includes regional training, Lunch & Learn sessions, and county-specific drills before the May 2025 launch. What is the maximum file size for drag-and-drop uploads? The 'Next Page' format ensures all required fields are completed before moving forward. TDVS is exploring potential enhancements to improve navigation. Will TVB integrate with existing VA systems? Who is responsible for paying for the TVB system? All data entered into VetraSpec before May 9, 2025, will be migrated to TVB. When will TVB be implemented? Yes. TVB includes customizable reporting features, allowing users to generate reports based on specific criteria such as Vietnam Veterans who meet presumptive conditions. Why do I have to click 'Next Page' instead of scrolling through forms? No, the state will fully cover the cost of the transition to ensure counties can implement the system without financial burden. Yes, all veteran data will be migrated before the Go-Live date. However, only the most recent five years of documents will be included in the initial migration, with the remaining documents being transferred over the following weeks. Why is the state transitioning to TVB? The contract is effective from February 15, 2025, to February 14, 2030, with an option for a 12-month extension. What are the system requirements for accessing TVB? The system includes role-based access control, audit logs, encryption, and multi-factor authentication to ensure data security. Users can submit feedback through the official TVB feedback form available on the project website. How will TDVS ensure a smooth transition to TVB? Will TVB be installed on both my desktop and laptop? What are the technical requirements? What is the cutoff date for data migration from VetraSpec? Traditional Ctrl+F browser search may not work inside dropdowns. TVB provides built-in filtering tools to help users quickly find values in dropdown fields. Simply start typing the name to narrow choices in a dropdown field. Will the transition to TVB cost counties any money? What security measures are in place for TVB? TVB follows a structured, step-by-step workflow to reduce errors and ensure complete claim submissions. A Veteran Quick Action page provides quick access to relevant sections. What benefits does TVB provide beyond funding for counties? Yes. TDVS is actively gathering feedback to improve usability. Interface enhancements, simplified workflows, and training resources will continue to be rolled out throughout implementation. Counties that do not sign the MOU may not receive state-funded licensing for TVB and could face limitations in their ability to process claims through TDVS accreditation. How long will TDVS staff have access to VetraSpec after Go-Live? For assistance, reach out to the TVB support team at tn.veterans@tn.gov or call the help desk at (615) 741-2345. What happens if technical issues arise after launch? TVB’s 'Recently Viewed' section is user-specific. It only displays records recently viewed by the logged-in user. TVB logs all user activity with a timestamp, but time zone handling may vary. TDVS is working with the vendor to ensure consistent timestamp formatting aligned to Central Time. How can county leaders access reports on Veteran benefits? The current system supports photo uploads for the Veteran only, not dependents. TDVS is considering expanding this capability in a future system update. Will all data be transferred before TVB goes live? What training will be required for CVSOs before using TVB? The first phase (May 2025) will launch the Off-the-Shelf (OTS) version, and Tennessee-specific enhancements will be deployed in October 2025 based on county feedback. TVB streamlines claims processing, offers e-signature capabilities, improves data visibility, reduces administrative burden, standardizes workflows across counties, and includes automated reporting for claim tracking and efficiency. What happens if a county does not sign the MOU? Does TVB use Artificial Intelligence (AI)? No. TVB is a web-based platform accessible via a standard internet browser. No installation is required. Can TVB integrate with other programs like EZNet Scheduler? TVB will continue expanding its library of forms. While this form is not currently included, its addition is under review based on user feedback. No. County VSOs remain independent in their operations but must adhere to TDVS accreditation and VA claim filing policies. Yes, comprehensive training sessions and user guides will be provided to ensure a smooth transition and efficient use of the system. What reporting capabilities are available in TVB? Will TVB auto-format dates (e.g., add slashes when typing birthdates)? TVB replaces the outdated VetraSpec system to improve automation, reduce errors, and enhance data tracking for better decision-making. Regional Directors will engage in direct outreach with counties, and TDVS leadership will provide Lunch & Learn sessions, town hall meetings, and structured follow-ups to ensure smooth adoption. Can we submit documents directly to VBA through TVB? The Tennessee Department of Veterans Services (TDVS) will fully cover all licensing fees for county VSOs using the TVB system. Counties must, however, ensure proper hardware and internet access for system operation. Will new VetraSpec data from May 9th be available in TVB? What is the TVB System? What improvements does TVB offer over VetraSpec? Does TVB have an alert system for notes? No. The TVB system does not currently incorporate AI-based features. Who do I contact for support? The 'Recently Viewed Veterans' list provides a listing of your most recently accessed veteran records for quick reference.