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Coordination of Medical Travel for Remote sites
Tricare claim form |  ITO Template | DD1351-2 Travel Voucher | Dental Claim form 5678

Family member travel coordination

1. Make an appointment through Int’l SOS-at least 2-3 weeks out  
a. Request an appt in Nairobi, even if they have a list of providers from Kisumu.  They will honor this deemed inadequate.
b. Indicate patient name, reason for appt, date you would prefer, sponsor’s SSN, organization you are with, your phone #.

  • Phone: 000 44 20 8762 8133 –you can ask them to call you right back so you aren’t being charged, but this doesn’t always happen quickly
  • If you need further assistance:
          1) Stanley Brooks, RN: clinical officer for African region: [email protected]
          2) Elena Mueller:assistant manager for African region: [email protected]
          3)  Jo Wailings: operations manager, ISOS: [email protected]
DDI: +44 20 8762 8601
Mob: +44 77 25960360
Fax: +44 20 8762 8125
2.  Complete Invitational Travel Orders (ITO)
a. Once appt is scheduled, you should receive an email from ISOS with appt details.  This should happen within 2-3 days of making initial request
b. Complete ITOs for each person traveling using info contained in email from ISOS—i.e. if appt is for a child, send an ITO for the child and another one for the accompanying parent. 
  • See blank ITO attachment. Fill in highlighted portions
  • In a perfect world, you shouldn’t have to fill in the ITO yourself, but that is how the current system is set up, so just fill it out and save yourself time and frustration trying to get TRICARE to do it
3.  Forward completed ITO(s) and the email with appt details to TRICARE Europe
  • Carolyn Walden, Case manager, Europe Regional Medical Command  (ERMC)
4.  Plan for travel
  • Ask whomever makes travel arrangements at unit to make plane reservations and, if applicable, hotel reservations
  • Plane tix will be reserved through Express Travel at Embassy.  These will get funded once ITO(s) are approved, so you don’t have to pay out of pocket. 
  • If appt necessitates an overnight stay, you will have to pay the hotel bill then get reimbursed later (see item #8).
5.  Watch for approved ITO(s)
  • Ms. Walden’s office should send approved ITO(s) with fund cite back to you via email 5-7 working days after they receive your information
 6.  Forward approved ITO(s) to unit travel coordinator
  • When you receive approved ITO(s) with fund cite, forward them to whomever made your travel arrangements so the plane tix will get funded. 
  • Coordinate how to get plane tickets issued—electronic or paper
7.  Watch for Guaranty of Payment (GoP) from ISOS
  • The GoP ensures the practitioner that ISOS/TRICARE will pay for the appt
  • ISOS should email you a copy of the GoP a few days before your appt
  • They should have tried to email/fax the GoP to the practitioner’s office
  • Bring a copy of the GoP to the appt with you in case the practitioner’s office did not receive it
  • With the GoP, you do not have to pay anything for the visit, although you will have to pay for any prescriptions then submit other paperwork for reimbursement (see attachment)
 8.  Keep receipts for reimbursement
  • Keep all receipts—hotel, taxi, food—that cost $20 or more to submit for reimbursement after appt is completed.  You can claim expenses that cost less than $20 without a receipt.  Prescription reimbursement is not included here.
  • Keep plane tix info—itinerary and boarding pass—to show travel was completed even though you are not requesting reimbursement
 9.  Complete and submit DD1351-2 (Travel voucher)
  • You can submit one voucher even if a parent and child both traveled by completing box 12 “Dependents.”
  • Submit travel voucher with all receipts, plane info and copies of ITO(s) from all travelers to unit administrator in Nairobi
  • All info will get submitted through Embassy pay verification process
10.  Verify information
  • Once Embassy reviews submitted claims, they will compile a list of approved costs and send it back to unit administrator, who will forward it to you
  • Review list, sign if you agree to approved amount, resubmit to unit administrator, who gives it back to the Embassy
  • Many weeks later, you should receive reimbursement through direct deposit

 

The mission of USAMRU-K is to develop and test improved means for predicting, detecting, preventing and treating infectious disease threats to military and civilians in East Africa.

 
 
 
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