Canadian Armed Forces Military Personnel Instruction 08/05 – Health-Related Travel

1. Identification

Date of Issue: 2005-07-14

Date of Modification: 2024-12-01

Application: This Instruction applies to officers and non-commissioned members (NCM) of the Canadian Armed Forces (CAF Members).

Supersession:

• CFMO 7-08, Medical Travel
• HS Del 015, Interim Policy dated 171349Z Apr 03

Approval Authority: Chief of Military Personnel (CMP)

Enquiries: Administrative Response Centre (ARC)

2. Definitions

Attending Physician (Médecin traitant)

The physician who is primarily responsible for a patient's care.

Authority of Attending Physicians (Autorité du médecin traitant)

Attending physicians are the only authorities empowered to change the officially designated Next-of-kin (NOK) after discussions with the patient or based solely on clinical considerations. (NOK will be subject to the same status for travel entitlements and reimbursements as patients under 4. Reimbursement of Travel Expenses below).

Authority of Attending Physicians and Dental Specialist Officers (Autorité du médecin traitant et du dentiste militaire spécialisé)

Attending physicians and dental specialist officers are the only authorities empowered to:

1. Designate or assign an escort to a patient for the purpose of health-related travel. (Designated escorts will be afforded the same status for travel entitlements and reimbursements as patients under Reimbursement of Travel Expenses (Other than Transportation) below; and
2. Specify how long a NOK or escort(s) will be assigned these duties and therefore entitled to reimbursement of expenses incurred for such designation.

Clinic Managers (Gestionnaire de clinique)

Clinic Managers have delegated approval authority for all medical-related travel and arrangements covered by this Instruction.

Dental Detachment Commanders (Commandants – détachement dentaire)

Dental Detachment Commanders have delegated approval authority for all dental-related travel and arrangements covered by this Instruction.

Health-related Travel (Déplacements pour raison de santé)

Health related travel means both medical-related and dental-related travel. 

Health-related Travel Claims (Réclamations liées aux déplacements pour raison de santé)

Health-related travel claims will be initiated by the health care facility authorizing the travel. On completion of the travel, the same facility will verify entitlements and certify the claims prior to payment.

Health-related Travel Compensation (Rémunération pour les déplacements pour raison de santé)

Compensation for health-related travel is divided into two categories and falls under two different authorities, as defined below:

1. Local health-related travel - health-related travel done within the geographical boundaries of a member's support base/wing. Authority for compensation is the member's base/wing commander. This category of travel is not covered by this policy.
2. Non-local health-related travel - health-related travel done outside the geographical boundaries of the member's support base. Authority for compensation is D H Svcs Del. This category of travel is covered by this policy.

Health-related Travel – Deployed Operations (Déplacement pour raison de santé – Opérations de déploiement)

This Instruction does not apply to health-related travel that occurs in-theatre during deployed operations. 

Health-related Travel – Outside Canada (Déplacement pour raison de santé – À l'extérieur du Canada)

• Commander Canadian Forces Support Unit Ottawa (CFSU (O)) CF Health Services Centre Ottawa (CF H Svcs C Ottawa) is the delegated authority for application of this policy for all health-related travel that takes place in Europe.
• Canadian Defence Liaison Staff (Washington) (CDLS (W)) is the delegated authority for application of this policy for all health-related travel that takes place in the USA.
• Director Health Services Delivery (D H Svcs Del) is the delegated authority for application of this policy for all health- related travel that takes place within Canada and outside Canada excluding the US, Europe, and that which is outside the Deputy Chief of Defence Staff (DCDS) operational jurisdiction for deployed operations.

Next-of-Kin Designation for Health-related Travel (Désignation du plus proche parent en ce qui a trait aux déplacements pour raison de santé)

NOK designation for health-related travel is directed by the patient's CF 742, Personal Emergency Notification (PEN) form.

Travel Distances (Distances de déplacement)

For the purposes of this Instruction travel distances pertaining to non-local travel will be calculated from the geographical boundaries of a member's support base/wing and not from the member's normal place of work.

3. Policy Direction

Policy Statement

3.1 CAF members and entitled NOK and escorts will be reimbursed for non-local health-related travel expenses in a fair and reasonable manner utilizing the most cost-effective, practical and reasonable mode of transportation that best meets the health needs of a member.

Background 

3.2 Health-related travel assistance is provided as part of the health care services offered to entitled military personnel and entitled dependents. CAF members travelling on health-related matters are considered on "Temporary Duty" status as defined by the Director Compensation and Benefits Administration (DCBA) (03 Mar 05). 

4. Mode of Transportation

Three Options for Health-related Transportation

4.1 There are three options for providing health-related transportation to CAF members. They are (not in order of priority):

1. CAF-owned and /or directly controlled;
2. Commercial transportation; and
3. Private owned motor vehicle (POMV).

Criteria Governing Selection of Transportation Mode

4.2 Selection of the mode of transportation will be based on the most cost-effective means that, in the view of health care authorities, meets the unique health requirements of the patient.

4.3 The member's applicable health care authority will apply common sense when making this choice taking into consideration the local situation, modes of transportation available in the area and how the CAF will be affected by the choice.

Use of private owned motor vehicle for Health-related Travel (at Member's Request When Other Means Available)

4.4 If authorized, reimbursement of expenses for the use of POMV will be at the TB kilometric rate up to an amount not exceeding the equivalent cost of the most effective commercial transportation means in each situation, again after consideration of the Criteria Governing Choice of Transportation Means (above).

Note – The decision to use POMV for health-related travel, as an alternative to other more appropriate transportation modes, does not rest with the member. The authority for that decision is vested in the member's health service support unit. A member who declines to make use of the authorized mode of transportation must be aware that other transportation expenses will not be reimbursed or may be reimbursed only to an equivalent amount of the prescribed method of travel. 

5. Reimbursement of Travel Expenses

Fair and Reasonable Reimbursement

5.1 As Health-related travel is considered TD; members will be reimbursed for travel expenses in a fair and reasonable manner. Members' health authorities will use the scale of entitlements in CF Temporary Duty Travel Instructions (CFTDTI) (DCBA 01 Oct 02) for reimbursement of expenses related to health-related travel expenses. These include and are limited to:

1. Meals;
2. Lodging expenses;
3. Transportation expenses; and
4. Incidentals.

5.2 Health care authorities will fully brief patients on all aspects of health-related travel entitlements and reimbursements prior to the travel-taking place.

5.3 Reimbursement of expenses incurred by authorized NOK or escort(s) will be at the same rate and subject to the same limitations as those applicable to CAF members.

Reimbursement of Dependents' Health-related Travel Expenses

5.4 Entitled dependents of CAF members, as described in QR&O Articles 34.23, 34.24, 34.25, and 34.26, may be reimbursed for health-related travel expenses under the provisions of this Instruction in accordance with CBI Chapter 209, Article 209.992 - Transportation of Dependents - Medical Care and Dental Treatment. 

6. Responsibilities

Responsibilities Table

6.1 The table below describes the responsibilities associated with this policy.

7. References

Acts, Regulations, Central Agency Policies and Associated DAOD

• QR&O Article 34.23, Provision of Medical Care Generally - Dependents
• QR&O Article 34.24, Provision of Medical Care at Semi-isolated Units
• QR&O Article 34.25, Provision of Medical Care at Isolated Units
• QR&O Article 34.26, Provision of Medical Care - Overseas Areas
• CBI Chapter 209, Article 209.992, Transportation of Dependents - Medical Care and Dental Treatment

Other References

• CFTDTI
• CF 742, Emergency Contact(s) Notification
• DCBA (3 Mar 05)