Medical Evacuation - Mission volunteers

1. Volunteer - Seek medical advice - Seek medical advice from a mission-designated physician

2. Medical officer/the United Nations dispensary physician - Review and provide recommendation  Medical officer or the United Nations dispensary physician review and recommends the medical evacuation

 Medical information is confidential and should not be shared with non medical professionals

Annex III, Article IX, Section 9.1. of   UNV MOU with UN Secretariat, applies Mission policies, procedures, and approval process for medical evacuations and medical treatment outside of the duty station.  

Mission pays for the mission volunteers for medical evacuation. 

If the volunteers are outside of mission scope (e.g. - during home leave, annual leave, etc.), the UNOG approves the medical evacuation process and the cost will be charged to the  UNV standard COA for medical evacuation.

Administrative Instruction to medical Evacuation for mission volunteer.pdf

3. Heads of departments Approve evacuation - Approve evacuation 

4. Support Officer (SO) - Inform Volunteer Service Centre (VSC )Inform relevant OA in VSC of evacuation by completing ‘Medical evacuation’ task in UVP

5. OA VM - Complete task Acknowledge receipt of task medical information by completing the task in UVP

6. OA VM - Inform CignaConfirm Cigna is aware of evacuation by email. Cigna provides a payment guarantee if necessary.

Medical Evacuation - Agency Volunteers

1. Volunteer - Seek medical advice If able, seek medical advice from a UN-designated physician. Physician may certify the need for medical evacuation and if an accompanying nurse, doctor, or family member is justified on medical grounds.

2. UN-designated physicianForward medical report to UN Medical Services - Send complete medical report (including MS39) without delay to UNOG Medical Services to authorize evacuation.

Email address: unogmedicalevacuations@un.org

cc. unogmedicalservice@un.org

Follow-up telephone call to UN Medical Services to confirm approval of medical evacuation if required. Medical information is confidential and should not be shared with non medical professionals

2.1. For COVID19 MEDEVAC cases organized directly by UNV, UNV personnel is to keep using unogmedicalevacuations@un.org as a point of contact. UNOG ensures coordination with the UN MEDEVAC Cell It is advised to also contact the respective COVID19 Country Coordinator to inform her/him about the evacuation.

UN MEDEVAC Cell for COVID-19 infected UN personnel and dependents was established. The UN MEDEVAC Cell provides a single-window for all UN entities that have personnel or partners in need of COVID-19 related medical evacuations anywhere in the world and it builds upon the existing capacities of WHO, DOS and WFP. It provides global 24/7 coverage for all UN entities with a full range of medical and air asset coordination services and full visibility over all relevant medical and airframe assets that exist across the UN system. All COVID-19 related medical evacuations are arranged solely through the UN MEDEVAC Cell, which can be reached 24/7 at unmedevac@who.int   (Tel: +41 22 791 5555). It is however not to be contacted directly by individuals.

3. Host Entity (HE) - Inform UNV - Ensure updated documents and contacts are available

  • Alert RO and FU of possible medical evacuation via email.
  • Make sure volunteer’s documents and details are on file (passport, mobile phone number)

4. P A/CC/RPS - Complete request medevac task in UVP Complete request medevac task in UVP to notify OA VM

5. OA VM - Complete taskAcknowledge receipt of task medical information by completing task in UVP

6. UNOG JMS - Authorize medevac Authorize evac, duration and accompanying person (if applicable)UNOG confirms if they will be directly organizing the

evacuation

7. OA VM - Inform UN Volunteer of approved medical evacuation Remind volunteer to make an appropriate medical appointment with treating physician prior to his/her departure to avoid unnecessary stay at the place of medical evacuation

8.  UNOG JMS/UNDP Operations ManagerArrange medevac- Only in cases when UNOG doesn’t arrange medevac directly, arrange medevac as per UNDP procedure.

Note: Depending on the country, UN agencies funds and programmes can utilize Mission air assets (if a mission country), UN Humanitarian Air Service flights, LTAs with local air transport company or SOS International (see note in next column).

Charges related to such evacuation are paid by the host entity. UNDP processes these charges based on authorization sent by UNV HQ. 

Important note: The UNDP Country Team may use a local provider but can also activate UNV’s contract with International SOS. International SOS provides:

Access to professional health advice and assessments over the phone

Emergency medevac management, In-patient case management and monitoring including payment guarantees and hospital follow-up

In emergency cases when UNOG or UNDP/host entity process is not activated, for example, if a volunteer is outside of their duty station country, UNV Field Unit, Regional Office or, in exceptional cases, the volunteer themselves have the option to activate International SOS’ services. 

For phone numbers of all International SOS Assistance Centres visit this site and, when prompted, quote UNV’s membership number: 22ACMA000034

Once activated, International SOS may seek verbal authorisation (funding confirmation) to proceed with a medevac. Current authorising persons are: Chief Finance and Budget Section (below US$50,000), Director Management Service (Above US$50,000), Deputy Executive coordinator (above US$50,000 in absence of DMS), Executive Coordinator (Above US$50,000 in absence of both DMS and DEC)

9. OA VM - Inform FU and RO of the receiving countryInform FU/RO as soon as possible, ideally in advance of the evacuation, including the details of the receiving hospital. Inform receiving RO (and FU where available) so they can assist.

10. OA VM - Create Authorization Create Authorization in word document based on a template. The authorization includes travel to the place of medical evacuation for UN Volunteer and accompanying person (if applicable), including DSA if applicable. Send to OA TL using DocuSign for review.

11. OA-TL - Approve and Send authorization of medical evacuation - Review and approve using DocuSign. 

12. OA VM - Upload signed authorization to UVPDownload signed document and upload to an assignment document library.

13. OA VM - Informs medical insurance provider (Cigna)Informs Cigna of the medical evacuation and requests provision of a guarantee of payment to treating hospital

14. OA VM - Process travel entitlementsProcess travel entitlements of the UN Volunteer outside UVP.

15. UNOG JSM - Follow-up volunteer’s conditionUNOG JMS to follow-up at least twice a week about the medical condition of UN Volunteer

16. Treating medical doctor - Send medical reportSend detailed medical report to UNOG JMS

17. UNOG JMS - Extend medevacAuthorize medevac extension based on the medical report if necessary

18. Volunteer - When treatment is completed, inform on her/his condition and readiness to return to workUN Volunteer sends the final medical report to UNOG JMS requesting approval of return to work.

19. UNOG JMS - Authorize return to work Reviews medical treating doctor`s reports provided by UN Volunteer. Authorizes return to work.

Notify the UN Volunteer and VSC

Clearance to return to duty station given

1. OA VM - Create AuthorizationCreate Authorization in word document based on a template. Authorization includes travel to duty station for UN Volunteer and accompanying person (if applicable), including DSA if applicable. Send to OA TL using DocuSign for review.

2. OA-TL - Approve and send authorizationReview and approve using DocuSign. 

3. OA VM - Upload signed authorization to UVPDownload signed authorization document and upload to the assignment document library.

4. OA - Process travel entitlementsProcess travel entitlements of the UN Volunteer outside of UVP

Clearance to return to duty station NOT given

1OA - Process reassignment or repatriation - WITHIN COUNTRY EVACUATION: if UNV is cleared to work in the capital city but not in the region; then on the advice of UNOG JMS, OA interacts with host-entity and UNV FU/ FP about reassignment to the capital city or other duty station within the country of assignment.

OUTSIDE COUNTRY EVACUATION: 

(1) OA initiates the repatriation and check-out process in coordination with UNV FU/FP.
(2) OA processes repatriation authorization; coordinates with UNOG and CIGNA, if extension of medical insurance coverage (beyond 1-month post-contract) is required.

2. UNOG JMS - Record medical information UNOG JMS records all medical information in EarthMed

3. Volunteer - Request approval of certified sick leaveVolunteer upon return to duty station applies for certified sick leave in e-services or agency-based leave monitoring system.

4. Host Entity (HE) -Record and monitor sick leave Record and monitor sick leave of the volunteer

 

UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. Sick leave beyond 20 working days, the UN Volunteer must submit the required medical certificate from a medical practitioner, any required UN medical forms, and medical report directly to the United Nations Office at Geneva (UNOG) Medical Service via email (unogsickleave@un.org) for validation as soon as possible and not later than the 20th working day following the initial absence from duty.  

OA to advise UN volunteer to send all required documents to UNOG through email (unogsickleave@un.org)

5. OA VM - Follow up on approval of sick leave with UNOG JMS - OA follow up on approval of sick leave with UNOG JMS

6. Volunteer - Claim for an additional payment UN Volunteer claims for additional payment upon return to Duty Station. UN Volunteer submits travel claim with supporting ticket information

7. OA VM - [Optional] Claim overpayment If DSA was paid in advance and overpayment needs to be recovered, claim overpayment from the volunteer.

8. OA VM - Settle travel claimSettle travel claim 

5. UN Volunteer passes away

1. Within Country Evacuation

1) UNOG/Designated physician informs OA of the death of UN Volunteer during evacuation. OA informs RO and FU.
(2) The UNV FU/ FP coordinates with relevant sections in UNDP to initiate the process of repatriation of remains to the home country of deceased UN Volunteer
(3) The UNV FU/ FP initiates coordination with the UNV FU/RO/FP/UNDP CO/OA in the home country of UN Volunteer to receive remains of the deceased volunteer and hand-over to the next of kin/ designated beneficiary of the UN Volunteer.
(4) The OA/ VSC coordinates with CIGNA informing about the death of the UN Volunteer; this information is critical to support UNV claim from CIGNA for the costs related to transportation of remains to home country, etc.
(4) The OA/VSC prepares authorization addressed to UNDP CO in the country of assignment and home country of UN Volunteer authorizing them to incur expenditures related to administrative repatriation from the country of assignment, repatriation of remains, and receipt of remains in the home country.
(5) the UNV FU/RO/FP/UNDP CO in the home country of deceased UN Volunteer coordinates receipt of remains and hands-over to the family
in case there is no UNV FU/RO/FP/UNDP CO present in the home country of UN Volunteer, then the OA/VSC coordinates directly with the family of the deceased UN Volunteer enabling them to receive the remains and process the payment from UNV HQ.

2. Outside Country Evacuation

1)  UNOG/Designated physician informs OA of the death of UN Volunteer during evacuation. OA informs RO and FU.
(2) The UNV FU/ FP initiates coordination with UNV FU/RO/ FP/ UNDP CO/OA in the country of medical evacuation to initiate the process of repatriation of remains to the home country of deceased UN Volunteer.
(3) The UNV FU/ FP initiates coordination with the UNV FU/RO/FP/UNDP CO/OA in the home country of UN Volunteer to receive remains of the deceased volunteer and hand-over to the next of kin/ designated beneficiary of the UN Volunteer.
(4) The OA/ VSC coordinates with CIGNA informing about the death of the UN Volunteer; this information is critical to support UNV claim from CIGNA for the costs related to transportation of remains to home country, etc.
(4) The OA/VSC prepares authorization addressed to UNDP CO in the country of assignment and home country of UN Volunteer authorizing them to incur expenditures related to administrative repatriation from the country of assignment, repatriation of remains, and receipt of remains in the home country.
(5) The UNV FU/RO/FP/UNDP CO in the home country of deceased UN Volunteer coordinates receipt of remains and hands-over to the family.

 

In case there is no UNV FU/RO/FP/UNDP CO present in the home country or country of evacuation of UN Volunteer, then:

 (1) The UNV FU/ FP/ UN Physician in the country of assignment coordinates with the medical facility in the country of medical evacuation to prepare the remains for repatriation to home country;

 (2) The OA/VSC coordinates directly with the family of deceased UN Volunteer enabling them to receive the remains and process the payment from UNV HQs (including the expenditures incurred in the country of medical evacuation and home country of UN Volunteer).

Medical Evacuation Standard Operating Procedure updated 6 Oct.pdf