The short answer
When a Veteran needs care beyond what VA already authorized, the community provider sends a Request for Service (RFS), VA Form 10-10172, to the VA facility's Community Care office. It's used for more visits or time, a new specialty, or services outside the original SEOC. Include supporting records and a signature. VA says it processes requests within 3 business days.
What is a Request for Service?
It's how a community provider asks VA to approve care beyond the current authorization. The form is VA Form 10-10172, Community Care Provider: Request for Service. It comes with every referral packet, and providers can download it.
The RFS goes to the Community Care office at the Veteran's VA facility, not to Optum or TriWest.
When is an RFS needed?
VA's RFS page lists three situations:
- More visits or more time than the active authorization allows, such as when it's about to expire.
- A new specialty referral, when the provider thinks the Veteran needs a different kind of specialist.
- A procedure or service not in the original Standardized Episode of Care (SEOC).
It also covers routine durable medical equipment, prosthetics, and orthotics. See Medical Equipment Through Community Care.
Exceptions
- Dental: Send a complete ADA dental claim form. The RFS form is optional.
- IVF and assisted reproduction: Contact the local VA Community Care office directly.
What has to be included?
- One form per service request. Don't bundle unrelated requests.
- Supporting records, like provider notes, a care plan, lab results, or imaging reports, that show why the care is needed.
- The requesting provider's signature and date, electronic or wet.
- The right form section: the medical RFS page for medical services, or the DME and prosthetics page for equipment.
VA says requests missing supporting documents or a signature will be denied. That makes a complete packet the easiest way to avoid a delay.
How does a provider send it?
To the Veteran's local VA Community Care office, using any of these, per VA's RFS page:
- HealthShare Referral Manager (HSRM), VA's online referral system;
- secure email;
- direct messaging;
- fax; or
- mail, if the facility allows it.
HSRM is usually the easiest to track. See What Is HSRM?
How long does VA take?
VA says it processes requests within 3 business days and notifies the provider using the provider's preferred method. If the provider hasn't heard back after that, they should contact the Community Care office.
When should a provider send it?
Before the care is needed, and before the current authorization runs out. For ongoing care, like weekly therapy, a good habit is to send the RFS several weeks before the end date or before the last approved visit, so care doesn't stop.
For routine equipment, VA asks providers to submit the RFS within 24 hours or by the next business day after the visit that produced the prescription.
What should the Veteran do?
The Veteran doesn't fill out the RFS, but they can keep things moving:
- Ask the provider whether an RFS was sent and on what date.
- Ask whether it was complete, signed, and included records.
- Call the VA Community Care office if there's no answer after a few business days.
- Don't schedule the new service until VA approves it.
Is RFS the same as precertification?
No. VA ended precertification on September 8, 2026. The RFS process didn't change. See What Changed When VA Ended Precertification.