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Child and Family Program (CFP) Role  

CFP acts as a consultant in the Medical Clearances process. When indicated, Medical Clearances will place an educational consult request for a clearance and/or post approval review to the CFP team. The CFP team will provide a recommendation to Medical Clearances, which makes the final clearance and/or post approval decisions.

Clearance References 

16 FAM Procedures for Medical Examination and Clearance  – 16 FAM 217d, 16 FAM 214
Medical Clearances – Guidance on Clearance process, Resources (Customer Tools)

Clearance Process 

  1. Employee/parent submits a pre-employment DS-1843 form, pre-employment DS-1622 form, or Medical Clearance Update form DS-3057 with educational records not previously submitted in .pdf format to Medical Records MEDMR@state.gov. The Medical Records system cannot support .jpg, .zip, or other formatted files.
  2. Clearance Nurse Consultant reviews the documentation and submits an educational consult request for either a clearance recommendation and/or post approval to CFP.
  3. Educational documentation 
    1. Please contact MEDCFP@state.gov if: 
      • You are having difficulty obtaining documentation or have questions regarding information requested 
      • To confirm the educational documentation that is available in your child’s medical file 
      • Your child will graduate high school prior to arrival at post 
    2. If your child no longer requires services, accommodations, or modifications of the curriculum, please forward a copy of the discharge note or final progress report from the therapist and/or school to Medical Records MEDMR@state.gov.
    3. Age specific documentation requirements. Please forward the following documentation as applicable.

                             Birth-2.9 years (click and expand)

    1. Individualized Family Service Plans, treatment plans, progress notes
    2. Developmental Assessments  
    3. Evaluations by pediatricians, psychologists, speech therapists, occupational therapists, physical therapists, applied behavioral analysis therapists, and/or other medical providers who have assessed your child

                            3.0-5.5 years click and expand

    1. Individualized Family Service Plans, Individualized Education Plans or equivalent; progress notes, treatment plans from allied health professionals
    2. Developmental Assessments
    3. Evaluations by pediatricians, psychologists, speech therapists, occupational therapists, physical therapists, applied behavioral analysis therapists, and/or other medical providers who have assessed your child
    4. If your child meets eligibility for preschool, then you will need to submit a provisional letter of acceptance from at least one preschool at each post under consideration. This original email or letter of provisional acceptance must include the following information:
      1. The student’s full name
      2. Acknowledgement that the school has reviewed the child’s report cards, evaluations, assessments, IEPs, and other relevant documentation
      3. A statement that the school can meet the child’s academic needs
      4. Verification that the school can meet specific needs such as speech therapy, occupational therapy, ABA therapy, etc. or that those services can be provided within the community
      5. For children with behavioral needs, verification that the school can meet these needs, specifically that the school has a counselor, psychologist and /or access to a behavior specialist who can write a behavior program, if needed 
      6. Indication that there is space/availability at the school for the dates that your child might be at post
      7. The title/credential(s) of the person writing the letter with contact information

                           5+ years click and expand

    1. Individualized Education Plans or equivalent, progress notes, treatment plans from allied health professionals 
    2. Report cards for the past three years
    3. Standardized test score reports such as MAP scores, psychoeducational assessments
    4. Evaluations by pediatricians, psychologists, speech therapists, occupational therapists, physical therapists, applied behavioral analysis therapists, or other medical providers who have assessed your child 
    5. Provisional letter of acceptance for at least one school at each post under consideration. This original email or letter of provisional acceptance must include the following information:
      1. The student’s full name
      2. Acknowledgement that the school has reviewed the child’s report cards, evaluations, assessments, IEPs, and other relevant documentation
      3. A statement that the school can meet the child’s academic needs
      4. Verification that the school can meet specific needs such as speech therapy, occupational therapy, ABA therapy, etc. or that those services can be provided within the community
      5. For children with behavioral needs, verification that the school can meet these needs, specifically that the school has a counselor, psychologist and /or access to a behavior specialist who can write a behavior program, if needed 
      6. Indication that there is space/availability at the school for the dates that your child might be at post
      7. The title/credential(s) of the person writing the letter with contact information
  1. The CFP specialist will review the consult request and supporting documentation.
  2. If a mental health consult was not previously requested by Medical Clearances and is required, the CFP specialist will ask the Mental Health Nurse Consultant to notify the Clearance Nurse Consultant to submit a mental health consult request, and then CFP will complete a clearance and/or post approval recommendation for Medical Clearances.
  3. The CFP specialist will then contact the parent/guardian to summarize findings and inform next steps (i.e., clearance/post approval recommendation, additional information needed)
  4. Once the clearance/post approval review is completed, CFP will submit recommendations to Medical Clearances.
  5. Medical Clearances will notify employee and CDO of the final clearance decision by email and will provide the employee guidance on the Medical Review Panel Appeals process.

Post Approval and Bidding Process

During the review process, CFP clinicians must determine that required educational and/or mental health/allied health services and supports are available at each post under consideration. As part of that process, clinicians will attempt to clarify whether the necessary services can be accessed at post. CFP strongly recommends families begin researching posts that may have required resources and supports early in the application process. For families with school aged children, CFP advises that families contact the Office of Overseas School, respective Health Units, Family Liaison Office, and schools at prospective posts to determine if services and supports are available. The CFP team may collaborate with these other offices to help identify if appropriate services will be available.

CFP is not authorized to add, change, or remove posts under consideration. Employees should stay in close communication with their HR/CDO with any updates or changes to proposed posts. The HR/CDO will communicate directly with Medical Clearances rather than Child and Family Program for post approvals.

Clearance Process and the Special Needs Education Allowance (SNEA)

When a child has a medical diagnosis that results in an educational disability and possesses an IFSP, IEP, ILP or equivalent, then our CFP team will provide guidance on how to access SNEA at post during the clearance process.

A child must have a valid and current medical clearance for CFP to review a SNEA application request. Children with Class 2 post approved, Class 2 not post approved, Class 5, Class 6 clearances due to educational or mental health needs may or may not qualify for SNEA.

If a child is eligible for SNEA funding due to an educational disability, or if a new medical diagnosis is identified that is related to an educational or mental health need, the child’s medical file will be updated. CFP is required to notify Medical Clearances with an educational and/or mental health recommendation. This may result in a change in the child’s medical clearance status.

For all questions related to SNEA eligibility, please refer to CFP’s SNEA page and contact Child and Family Program MEDCFP@state.gov

Bureau of Medical Services Contacts

Medical Records: MEDMR@state.gov – email for all documentation to be included in the medical file; submit all documentation in .pdf format to prevent processing delays

Medical ClearancesMEDClearances@state.gov – primary point of contact for Medical Clearance status and general queries regarding clearance process

Child and Family ProgramMEDCFP@state.gov – general queries regarding status of educational clearance and/or post approval recommendations, Special Needs Education Allowance (SNEA)

Mental Health Services: MEDMHS@state.gov – general queries regarding status of mental health clearance and/or post approval recommendations

Travel and Immunization ClinicMEDTravelClinic@state.gov – general queries regarding immunization and travel medications for onward assignment. A valid medical clearance and travel orders are needed prior to scheduling an appointment.

Domestic Programs: – MEDDP@state.gov – general queries regarding Certificates of Incapacity (COI) for medical/dental/vision insurance coverage for disabled children meeting eligibility criteria.

U.S. Department of State

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