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Medical Clearances
Expand Medical Clearances Frequently Asked Questions Window Medical Clearances Frequently Asked Questions
Q. How can I contact Medical Clearances?
A. Please send an e-mail to MEDClearances@state.gov or call (703) 875-5411.

Q. What is my clearance status?
A. There are several ways to find out your clearance status:
  • Department of State Employees:  Your medical clearance is located on your HR Profile. Log-on and review your status. The medical clearance status of eligible family memebrs is also located on the employee's HR profile.
  • Overseas Health Units: The Health Unit is able to use the "Med Clearance Look-up" or oMED to locate your clearance.
  • Human Resources:  Your Department of State HR technician and Career Development Officer (CDO) have access only to your clearance code (exclusive of any medical information certainly).
  • Medical Clearances:  Once a medical clearance determination is made, it will be sent via e-mail and US mail to the addresses provided.

Q. How long is my medical clearance valid?
A. The medical clearance is good for 2 years or the length of tour whichever is longer. Home Leave defines the tour of duty.

Q. I'm an applicant for the Foreign Service and I've been told that I'm not "in the system". What does this mean?
A. Department of State employee candidates and their eligible family members have identification data entered into HR's database by the HR point of contact. Once key information is entered, it is available for Medical Records to create a record and clearance determination can be started.  Please check with your HR technician or CDO to make sure the information is in HR's database.  More questions?  Please contact Medical Records (703) 875-4842 and ask for patient registration.

Q. How long does it take for me to receive a medical clearance determination?
A. A Medical Clearance Nurse Consultant (RN) will review the documents submitted for your medical clearance. If all the required information is available, a decision can be made the same day the Nurse Consultant accepts the case for review. If information is missing, a "Pending" action will be issued. The Nurse Consultant will notify you of the missing items. Once the required information is received, a final clearance determination can be made. Currently it takes 7 to 10 days to make an initial medical clearance determination. Please allow an additiona 50 days if items are missing to complete the medical clearance review.
 
Q. How can I speed up the process of getting my clearance completed?
A. The best way to help streamline the process is to ensure that the form is completed and that all supporting documentation (reports) are included. FAX all items Medical Records (703) 875-4850. Do not mail, pouch or FedEx your application. Keep original documents in a safe place.  "Trust but verify"  Call Medical Records (after 24 hours) and confirm the material was received (703) 875-4842.  You may also confirm by sending an e-mail to MedMR@state.gov  Please provide a legible e-mail and mailing address.

I am now at an unaccompained post and my spouse needs to have a medical clearance up-date in the States. Here are my questions:

Q. What forms do I use?
A. Please complete the DS-3057 for adults and children. FAX to Medical Records (703) 875-4850. Submit supporting "status reports" (annual check-ups) or all chronic medical conditions.

Q. How can my son's medical clearance be changed to an unlimited one?
A. If your son has a Post-specific (Class 2) medical clearance, it is because he has a medical or educational condition that requires adequate medical/educational resources at post. If your son's medical/educational condition changes, his medical clearance would be re-evaluated during his next in-service medical clearance and/or during the post-approval bidding process with new information.

Q. Is there a list of Class 2 Specific posts?
A. Sorry, there is not a list of Post-specific posts.  Each individual has an unique condition for which a Post-specific (Class 2) medical clearance was issued.  The individul carries the clearance, not the post.

Q. How can I contact Medical Claims?
A. Please call (703) 875-4839. For more information, please see the Medical Claims web page, Department of State intranet.
Q. Can retirement/separation physicals be done at post or must they only be done in Washington at M/MED?
A. The separation/retirement physical exam should be done in the United States. However the exam maybe completed in the Health Unit or on the local economy-- if medical resources are available and considered adequate. We recommend the exam be completed at the home leave address or where one is settling since this provides an opportunity to establish a professional relationship with a medical provider at USG expense.

The exam may be completed in the Exam Clinic, in M/MED, if the individual lives within a 50 mile radius of the DC area. The employee may also sign a waiver (DS-1689) and send it to MED Clearances if they elect not to have an exam done.

Q. Is the Flexible Sigmoidoscopy or colonoscopy mandatory for those over 50?
A. For individuals at average risk for colon cancer, the colon screen with flexible sigmoidoscopy or colonoscopy is recommended. For individuals at increased risk or high risk for colon cancer, a colonoscopy or report of most recent colonoscopy is required for a clearance determination.  Authorization with a DS-616 is required for a colonoscopy, even though it is part of the physical exam as noted on the DS-1843.

Q. Is a Mammogram mandatory?
A. Female pre-employment candidates or the female pre-employment Eligible Family Members (>40 years old) must provide a mammogram report current within one year. Refusals by a pre-employment candidate or an EFM will result in the issuing of a Pending (Class 7) Clearance.

Q. Can the Medical Clearance Up-date (MCU) DS-3057 form be used for retirement/separation PE's?
A. No. A full physical exam using the separation standards is required. Please use form DS-1843 or DS-1622 (for children). 

Q. How can my new spouse get a clearance? Also can my newly adopted children who are not U.S. citizens have Health Unit privileges?
A. The employee has 90 days to complete the medical clearance for all new Eligible Family Members (EFM) including spouse or adopted children. New EFMs are eligible for medical evacuation, hospitalization and access to the HU during this time.

For State: Please submit an approved OF-126 to your HR technician or CDO.

For Other Agencies:  Please have the employee's administrative officer issue a letter declaring the new EFM.

Complete DS-1843 (12 and older) or DS-1622 (11 and younger) and FAX to Medical Records (703) 875-4850.

Q. If an eligible family member is applying for a direct-hire position, is a new clearance needed?
A. Please contact Medical Clearances at MEDClearances@state.gov  We will review the current clearance and provide guidance as to the next step.  

Q. Do I need to update my medical clearance before a direct transfer to an extended language training program?
A. Extended language training is defined as 1 year or longer. A new clearance (full PE or MCU) is required prior to beginning long-term language training.

Q. My daughter will be 21 years old and wants to have her separation exam performed in the U.S.? Is she eligible?
A. Your daughter needs to have the final physical exam completed within 90 days of her 21st birthday. Initiation of a physical exam (completion of the first two pages of form DS 1843) must be done prior to the date of separation, i.e. to her 21st birthday.

Q. My father is my dependent. Is he eligible for a medical clearance and the benefits of the medical program?
A. Parents, in-laws, partners or any family members other than immediate family (spouses and children) are NOT eligible beneficiaries of the medical program and therefore are not authorized nor require a medical clearance (even though a parent may be on travel orders). The following is recommended to prepare for living overseas:
  • Have a complete physical exam and hand-carry a copy that may be given to a local provider.
  • Hand-carry at least 6-months supply of all prescription medications and have a plan for renewal.
  • Know about chronic medical conditions and the frequency and type of follow-up required. The Health Unit may be able to advise of locally available medical resources.
  • Carry private health insurance, but not Medicare nor HMO, as these do not cover overseas billings.
  • Subscribe to an air ambulance insurance in the event a medevac is required.

Q. How long can one use the Medical Clearance Update before a full physical exam is required?
A. The MCU may be used indefinitely in combination with health maintenance, unless the medical provider recommends that a complete physical examination should be done.

Q. I've received a medical clearance as a new USAID employee. How do I get immunizations for travel overseas?
A. Please contact the Immunization Clinic at SA-1 at (202) 663-1705 for guidance.

Q. What is the policy for my end-of-tour physical exam as I'm going to be posted in Washington, D.C.
A. For those returning to Washington, D.C., where no medical clearance is needed, an end-of-tour physical examination, which is optional, may be scheduled in MED's exam clinic only. Fiscal data will not be provided for examinations done overseas.

Q. How do I get a copy of my medical records?
A. Please contact Medical Records Department (click)
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