What Your VA Community Care Authorization Letter Should Include

What should the letter include?

VA's referral page says your authorization letter includes four things:

1. An authorization number. This identifies your approval. The provider uses it to bill VA, and you'll need it whenever you call about the care.
2. The approved provider. The name and location of the in-network provider VA approved.
3. A description of the care you can get. The type of care and services covered.
4. How long the approval lasts. The time period, and sometimes a number of visits, before you need another referral.

If any of these is missing or unclear, call your VA facility's Community Care office and ask them to explain or correct it.

Why does the letter matter so much?

Because VA pays only for care that matches it. VA says plainly that it won't cover services your authorization letter doesn't include. If you see a different provider, get a service that isn't listed, or go after the end date, the visit may not be covered.

The letter is also your proof if a bill shows up later. See What to Do If You Get a Bill for Authorized Community Care.

How do I read the services section?

The approval is usually based on a Standardized Episode of Care (SEOC), which is VA's standard package of services for that type of care. For example, an outpatient mental health SEOC covers an evaluation and a set of therapy visits. It won't automatically cover a new specialist, a different procedure, or a medical device.

If your community provider wants to add something, they ask VA first through a Request for Service. See Why Your Authorization Doesn't Cover Everything.

How do I read the dates and visit counts?

Look for:

• Start date. Care before this date isn't covered.
• End date. Care after this date isn't covered unless VA extends the approval.
• Number of visits, if listed. Count the ones you've used.

Since 2025, VA has issued one-year authorizations for 30 common types of care, including outpatient mental health, family and couples therapy, addiction care, and many specialties. See How Long an Authorization Lasts.

What should I check before each visit?

• The provider you're seeing is the one on the letter.
• The visit is within the approved dates.
• The service is one the letter covers.
• You haven't used up the approved visits.

If the end date is getting close and you still need care, ask your provider to send a Request for Service before it runs out.

What if something on the letter is wrong?

Call your facility's Community Care office. Common problems:

• Wrong provider or location. Ask VA to update the referral before your appointment.
• Wrong type of care. Ask what the letter covers and whether a new referral is needed.
• Dates already passed. Ask whether an extension is in process.
• You never got a letter. Ask for the authorization number and a copy.

Write down who you spoke with and what they said. Use Secure Messaging when you can.

Does the provider get the same information?

Yes. VA sends the referral and authorization to the community provider, usually through HealthShare Referral Manager (HSRM), VA's referral system. If the provider says they don't have it, give them your authorization number and call your Community Care office.