Dad may not need to hand over his Aid and Attendance claim just because he wants you to make the VA calls. First define the job: do you need permission to receive claim information, or does Dad want someone to prepare, submit, and manage the claim? VA uses different forms for those jobs.[1][2]

Do the status work yourself when the file is under control

Keep the job inside the family if Dad can direct the claim, the documents are organized, and someone will reliably check for VA requests. VA's online claim-status tool covers Veterans Pension, Survivors Pension, and Aid and Attendance claims. It can show the claim's status and evidence filed online.[3]

Use a simple control sheet. Record what was submitted, how it was submitted, the confirmation or tracking information, every VA request, the response deadline printed in that request, and the date the response was sent. Compare the online account with every mailed letter. A status label is not a substitute for reading the letter that asks for evidence or explains a decision.

Use VA Form 21-0845 when you only need VA to talk to you

VA Form 21-0845 is Authorization to Disclose Personal Information to a Third Party. It lets Dad authorize VA to release specified benefit or claim information to one named person or one organization. If he names an organization, the form also requires the individuals in that organization who may receive the information.[1][4]

This is the narrow route for a son or daughter who needs to call VA, hear claim information, and report back to Dad. The form asks Dad to identify the information VA may disclose, choose how long the authorization lasts, and provide a security question and answer that VA can use when the designated person calls.[4]

Before submitting it, check four fields against the claim record: Dad's identifying information, the claimant if the claimant is someone other than Dad, the exact person or organization receiving information, and the duration of consent. Keep the security answer exactly as written. VA says only one Form 21-0845 may be on file at a time, so filing another can displace the authorization the family expected to use.[4]

Do not treat Form 21-0845 as appointment of a claims representative. Its stated function is disclosure of the claim or benefit information Dad specifies. Representation uses Form 21-22 or Form 21-22a.[1][2][4]

Hand out the claim work only through the representation forms

If the job includes helping prepare, present, submit, or manage the claim, compare accredited representation instead. Form 21-22 appoints a Veterans Service Organization. Form 21-22a appoints an individual accredited attorney or claims agent. VA says an accredited representative can help file a claim or request a decision review.[2][5]

Ask the proposed representative these questions before signing: Are you currently accredited by VA? Which organization or individual must appear on the appointment form? Who will assemble the pension and Aid and Attendance evidence? Who will receive and answer VA requests? Will Dad receive a complete copy of every submission? How quickly will the office tell the family about a deadline?

Confirm accreditation in VA's search, not from a business card or care-company referral. VA identifies accredited VSO representatives, attorneys, and claims agents as the recognized types of claims representatives. VA also says accredited VSO representation is always free, while an accredited attorney or claims agent may charge fees in permitted circumstances.[2][6] For St. Louis starting points, use Local Help: St. Louis Offices.

Check whether Dad already has a representative before filing a new appointment. VA says it does not automatically assign one and that appointing a new accredited representative replaces the current representative.[2] Get the current representative's name from Dad's VA account or ask VA before changing anything.

Run the handoff test

Choose Form 21-0845 when the answer is: Dad runs the claim, the family maintains the file, and you only need VA to disclose information to you. Choose accredited representation when the answer is: the evidence needs to be developed, forms need to be prepared or submitted, or someone must manage the claim and any decision review.[1][2]

Do not solve a communication problem by granting broader authority than Dad wants. Do not solve a claim-management problem with a disclosure form that only addresses release of information. Write the assigned job in one sentence, match it to the form's title, and keep the accepted form with the claim log.

If Dad changes his mind

The instructions for Form 21-0845 say Dad may revoke the disclosure authorization by notifying VA in writing, by telephone, or through Ask VA. Revocation does not undo information VA already disclosed under the authorization.[4] If the change concerns an appointed representative, contact VA and the representative, and verify the representation shown in Dad's account before assuming the handoff is complete.[2]

VA sources

[1] VA.gov, Supporting Forms for VA Claims, section for VA Form 21-0845.

[2] VA.gov, Get Help From a VA Accredited Representative or VSO.

[3] VA.gov, Check Your Claim, Decision Review, or Appeal Status.

[4] VA.gov, VA Form 21-0845 and its instructions.

[5] VA.gov, VA Form 21-22.

[6] VA.gov, Accredited Representatives.