Applicant General FAQ’s
- The Department of Defense Medical Examination Review Board (DoDMERB) is comprised of approximately 30 staff members who process 45,000 medical examinations annually. Although DoDMERB is located on the United States Air Force Academy (USAFA) installation, we are a tenant organization with no direct relationship with USAFA.
- DoDMERB applies Department of Defense Instruction (DoDI) 6130.03 Vol 1 to determine whether an applicant “meets medical standards” (MMS) or whether they have one or more medical conditions that “do not meet medical standards” (DNMMS) for the U.S. Service Academies, ROTC Scholarship Programs, Direct Commission Programs, and the Uniformed Services University of the Health Sciences.
- DoDMERB Case Managers’ contact information is listed on the DoDMERB website under Contact Info & Case Managers. Your assigned Case Manager can also be found on your applicant home page once you log into the website.
- The quickest and most effective way to reach your Case Manager is through email.
- If your Case Manager is out of the office or has not responded within 3 business days, please email questions and/or documents to the DoDMERB help desk at dha.ncr.dod-merb.mbx.helpdesk@health.mil.
- After the accession program to which you have applied sends DoDMERB your name and contact information, CIV Team will send you an email with instructions to schedule your medical examination.
- Applicants “in college” will need to check their DoDMETS account for assigned facilities identified by CIV Team to complete both the physical and eye exams. You’ll need to contact those facilities and schedule the appointments.
- Most medical examinations will be scheduled through CIV Team Inc, Philadelphia, PA, our DoDMERB contractor.
- CIV Team will attempt to contact you up to 4 times (initially 15, 30, and 45 days later). If you do not get a medical examination scheduled within that timeframe, you will need to start the process over.
- CIV Team utilizes the zip code you provide to assign you to the nearest examination facility, a government-contracted medical, optometric and, in a few cases, audiology facility.
- DoDMETS (www.dodmets.com) is our contractor’s (CIV Team) website used to fill out your initial medical examination paperwork and schedule your medical examination and any additional medical appointments requested by and paid for by DoDMERB.
- For DoDMETS, please call CIV Team at 215-587-9600 and they’ll assist you with initial access, and with any problems you may have logging into your account.
- To create a DoDMERB account, go to the Register page and follow the instructions.
- If you are having difficulty creating an account or if you are locked out of your account, email the webmaster at dha.ncr.dod-merb.mbx.webmaster@health.mil.
- You will need to contact both DoDMERB & DoDMETS.
- DODMERB – Applicants can modify their address, phone number, and email through the My Profile page. If you need to change your name, username, SSN, or Date of Birth, please email the helpdesk at dha.ncr.dod-merb.mbx.helpdesk@health.mil.
- DoDMETS - Please contact CIV Team (info@civteam.mil or 215-587-9600) so they can update your account information. This is important for scheduling exams or any additional medical services that may needed.
Additional Medical Information (AMI) / Additional Medical Services (AMS) Process
- Additional Medical Information (AMI) are things like medical records that you can obtain or questionnaires and statements you can complete and send to DoDMERB.
- When copies of medical records are requested from you, we are specifically looking for the actual doctor’s notes (clinical records) in addition to any associated records (such as results of lab work, operative reports, radiology interpretations, tests, etc.). Please do not send downloaded patient portal records unless they contain the actual provider notes.
- The best way to obtain medical records is to contact your provider’s office or clinic/hospital records department directly. This is the best way to ensure timely evaluation and processing of YOUR case.
- If you are under 18 years of age, your parents may need to obtain these records.
- If you are away at school, you may need to obtain a power of attorney to allow your parent/guardian to obtain your records on your behalf.
- Email your Case Manager all requested documents as a PDF document. This is the most efficient way to get your information processed as quickly as possible.
- Please ensure all documents submitted in PDF format are 15MB’s or smaller. If larger, please compress or break up the document(s) into different emails.
- Once your information (email, mail, fax) is received by DoDMERB, it is uploaded and stored into a Defense Health Agency approved and certified information system meeting all relevant cyber security standards.
- You may fax information directly to DoDMERB at 719-333-3578. Please ensure the fax does not exceed 15 pages.
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For United States Postal Service (USPS) or other mail carrier, use the address below:
DoDMERB
8034 Edgerton Drive, Suite 132
USAFA, CO 80840
- Additional Medical Services (AMS) are things like lab tests, x-rays, echocardiograms, or specialty medical appointments DoDMERB requests and will pay for if you use the DoDMERB contractor.
- For AMS, you have 3 options: Please note that you will NOT be reimbursed for any transportation/lodging costs you may incur.
- Use the DoDMERB contractor – CIV Team. This is the preferred option since CIV Team is already aware of your AMS requirement and will assist you with locating the nearest subcontracted physician or facility in your area.
- Log onto the DoDMETS website at www.dodmets.com to see the provider assigned to complete your AMS.
- You can call CIV Team at 215-587-9600.
- You can contact them via the DoDMETS website at: www.dodmets.com or email them at info@civteam.com.
- The provider will send the results of your medical service directly to CIV Team at no expense to you.
- Use a private physician or test facility of your choice, at your own expense.
- The government WILL NOT pay for, nor reimburse you for, this option!
- You will need to make the appointment yourself.
- You will need to take all correspondence letters to your provider so they know exactly what you are being evaluated for and what needs to be accomplished.
- You will need to obtain copies of the clinical records and email the results to your Case Manager.
- Use a Military Treatment Facility (MTF).
- In limited instances, applicants may utilize a military treatment facility (MTF) to complete the DoDMERB medical examination, as well as AMS as may be requested by DoDMERB.
- An example of such an instance would include an applicant residing overseas where the DoDMERB medical contractor cannot provide the necessary medical services. In general, medical examinations conducted at MTFs delay processing and should be a last resort option.
- Although this option is at no cost to you, access to the MTF may be cumbersome and not every MTF will be capable of completing every AMS.
- Your DoDMERB letter will be your authorization to obtain AMS and must be brought with you to the Military Installation for base/post access.
- You can find military facilities at: www.tricare.mil/mtf.
- Use the DoDMERB contractor – CIV Team. This is the preferred option since CIV Team is already aware of your AMS requirement and will assist you with locating the nearest subcontracted physician or facility in your area.
- If your medical examination was completed by our civilian contractor (CIV Team) they have up to 15 days from the day the medical examination was completed to send to the results to DoDMERB. This gives them time for their stringent quality control process to ensure your file has everything that is required.
- You should continue to monitor the DoDMERB website AND your email during this time.
Applicants with one or more medical conditions that “do not meet military medical standards”
- DoDMERB applies standards using the Department of Defense Instruction (DoDI) 6130.03, Volume 1: “Medical Standards for Military Service: Appointment, Enlistment, or Induction.”
- If you receive a message that you have one or more medical conditions that “do not meet military medical standards,” it means that DoDMERB determined that one or more conditions documented in your medical examination or other medical information you provided to DoDMERB falls outside of the standards outlined in DoDI 6130.03.
- Many medical accession standards are based on the “history of” a past condition, regardless of whether it has resolved or is in remission. You may not currently have the condition; however, in accordance with the medical standards listed in the DoDI, having the condition in the past (i.e., “history of”) is sufficient to identify the condition as “does not meet military medical standards”.
- For example, the DoDI lists the following as not meeting medical standards: “History of acute allergic reaction to fish, crustaceans, shellfish, peanuts, or tree nuts…” Even if you had an acute allergy reaction many years ago and can now eat the previously offending food, the fact that you previously had an allergic reaction is still outside of military medical standards.
- The only way for an applicant to continue in the accession process is for your commissioning program Waiver Authority to review the finding and grant a medical waiver of that specific military medical standard.
- The medical waiver process is described in separate section: What is a medical waiver and what is the process?
- If you are found to have one or more conditions that do not meet military medical standards, the only way for you to continue in the accessioning process is if the commissioning program to which you have applied reviews your case and grants you a waiver of military medical accession standards, i.e., a medical waiver.
- The medical waiver process is described in separate section: “What is a medical waiver and what is the process?”
Waivers
- If you have been found to have one or more conditions that do not meet medical standards for the commissioning program to which you have applied, that commissioning program has the option to initiate a process by which their doctors and/or specialists conduct a case-by-case evaluation of your medical history and medical examination findings to determine if you can be admitted despite the condition in question.
- This is called a waiver of military medical accession standards, i.e., a medical waiver.
- A medical waiver allows you to enter military service commissioning programs even though you did not meet military medical accession standards.
- The commissioning program to which you are applying, not DoDMERB, decides which cases they will review, and decides the cases for which they grant a medical waiver.
- There is NOT a standard timeline for rendering any medical waiver decision. Once they have decided to review your case, Waiver Authorities provide a comprehensive evaluation and issue as timely a decision as possible. DoDMERB has no influence on determinations or processing times.
- DoDMERB and the Waiver Authorities work together, but we are separate and independent entities. Emailing your DoDMERB Case Manager to ask, “Where is my waiver?” will generally not yield meaningful information as the DoDMERB Case Managers do not have direct visibility of the medical waiver decision making process.
- Your medical examination and any additional information DoDMERB received and uploaded to your account is sent directly to the Waiver Authority of the commissioning program to which you have applied.
- If a Waiver Authority needs more medical information, the request will come via the DoDMERB website, so it’s important that you monitor our website for updates and comply with all requests as soon as possible.
- DoDMERB will not speculate what decisions might be rendered by the Waiver Authorities. As stated above, Waiver Authorities are independent of DoDMERB and make decisions based on their Service policies, commissioning program requirements, training, and experience.
- Please check with the admissions office about the status of any waiver.
- All Army ROTC cadets and Navy ROTC midshipmen are automatically considered for a waiver by their respective Waiver Authority.
- Please contact your unit staff/cadre for any questions or concerns about your medical waiver process. They can reach out to the waiver authority and check on the status of your waiver.
- You won’t hear from DoDMERB unless the Waiver Authority requests additional medical information/testing or if the Waiver Authority has rendered a waiver decision.
- Please continue to monitor the DoDMERB website for either a request for additional information or to learn if the Waiver Authority has rendered a waiver decision.
- All recipients of a 4-year or 3-year guaranteed scholarship from the HQs AFROTC National board who have one or more conditions that do not meet medical standards are automatically considered for a medical waiver; you don’t need to apply.
- For all other Air Force ROTC candidates, you will need to ask your ROTC unit to request a waiver on your behalf. Your detachment commander will determine if they request a medical waiver on your behalf.
- You won’t hear from DoDMERB unless the Waiver Authority requests additional medical information/testing or if the Waiver Authority has rendered a waiver decision.
- Please continue to monitor the DoDMERB website for either a request for additional information or to learn if the Waiver Authority has rendered a waiver decision.
- The Waiver Authorities are all separate and independent entities from DoDMERB. Their process to review a case for a final waiver decision can take from weeks to months.
- The Waiver Authority might request additional medical records, statements, or testing, which you will send to DoDMERB for inclusion in your record.
- If you haven’t heard anything regarding your waiver after 60 days, please contact your Case Manager to see if anything is still needed.
- DoDMERB is not involved in rendering waiver decisions. The commissioning program to which you applied will make the waiver decision.
- Applicants with one more medical condition that “do not meet military medical standards” for whom medical waiver is not pursued by the Waiver Authority, and applicants whose case is reviewed and denied by the appropriate Waiver Authority cannot continue the process with that commissioning program.
- DoDMERB is NOT involved in rendering waiver decisions but does facilitate transmitting additional medical information to the Waiver Authority.
- DoDMERB will accept any additional medical documentation you wish to submit for consideration at any time. Additional medical documentation may include medical test results, physician notes/records, etc., that DoDMERB does not already have AND that pertain to the conditions(s) that did not meet military medical standards or other medical history. Send these documents to your Case Manager to be uploaded to your file for the Waiver Authority to review.
Detachment POC FAQ’s
- Exams are good for 2 years from the date of the exam.
- Please check with cadet to ascertain if a previous exam was performed and when. If the exam is expired or within 60 days of expiring, please call CIV Team at (215) 587-9600 and ask them to delete their previous record so that you can re-add them via the DoDMETS website for a new exam.
- If the exam is still valid, use this Transfer Request form so we may review their previous exam for your Det/Unit.
Send all inquiries and forms to dha.ncr.dod-merb.mbx.helpdesk@health.mil.
Send all password and login questions to dha.ncr.dod-merb.mbx.webmaster@health.mil.