They are a CIVilian organization that 'works' for DoDMETS
Congratulations! If you are now working with CIV, you are one more step closer to earning an Academy appointment or completing your ROTC scholarship requirements. So let's discuss some details on working with CIV and reaching out if you have any issues or questions.
As you already recognize, the Department of Defense Medical Exam Testing System arranges candidates' medical examinations for the service academies, ROTC scholarships and other officer accession programs. CIV 'works' for DoDMERB and manages the medical exam tracking system. The CIV Team is an "Employee Screening and Health Services" company headquartered in Philadelphia, PA. They are under DoD contract to assist applicants, like you, in scheduling and completing their medical requirements for the service academies and ROTC.
Scheduling Your Appointments
After you complete the 112-item medical questionnaire, you will be able to schedule your two examinations: your medical exam and your optometric exam. Typically, they are at separate facilities and locations. An example is noted in the image below.
Be careful to note the exact exam locations and the times. Don't be late and do not miss the appointments. By the way, if you are under 18 years old, then you will need a parent to accompany you and complete the medical release of information.
Don't be a No Show!
DoDMETS will not be happy if you miss one of your two examination appointments. The group defines a "No Show" as an applicant who scheduled an appointment with their assigned medical examination provider(s) and does not arrive at that appointment at the scheduled time, or does not cancel or reschedule an exam. A 'no show' violation includes failing to report this cancellation via the DoDMETS website and portal at least 24 hours before the scheduled date of the examination.
Note that your designation as a "No Show" will result in the cancellation of your DoDMERB medical/optical examination authorization. In turn, exams will not be reauthorized for at least 45 days.
To avoid this issue -- which I highly recommend! -- do not miss your scheduled DoDMERB examinations. Or, if you cannot make the appointment, then call the assigned medical examination provider and schedule a new appointment date 24 hours, or more, prior to your current appointment date. Then, you must log into the DoDMETS website and report your new appointment date and time using the 'Report Exam Schedule' screen.
The Exams
The medical and eye exams are simple -- no blood, no urine -- just a review. You will read a passage for a 'read aloud test,' complete a hearing test, and the attendant will review the completed questionnaire with you. Most medical exams are completed within 15 minutes. Your separate eye exam will be straightforward, too. If you wear glasses, then bring them with you. Eye contacts must be removed prior to your eye exam. Be sure to read all of the details to be in compliance with the directives outlined by DoDMETS. For example, if you wear orthokeratology (or ortho-k) lenses, then they must be removed 90 days prior to your eye exam.
One warning: a number of the clinics used by DoDMERB rarely 'see' candidates for the US service academies and ROTC. That means they may be unfamiliar with the reason for the exam, the importance to you, and the overall submission process. I recommend checking-in with the supervisor (or other clinic personnel) to confirm these details prior to leaving the facility. Plus, a contact's information in case you need to follow-up later.
Reaching Out for Assistance
To reach CIV, use the contact options noted in the upper right-hand menu of the DoDMETS portal, as illustrated below. You may transmit an in-portal message, or email the group at info@civteam.com. You may also call CIV at (215) 587-9600.
I have two other blogs about DODMERB: one outlining the entire process and the other addressing medical waivers.
When one of the service academies or ROTC send DoDMERB a request for a full medical evaluation of a candidate, this request is then passed to DoDMETS, who sends an email instructing the candidate to start the process. Appointments are handled through CIV, which operates the medical exam tracking system. I hope this blog helps you understand this important resource. Best of luck as you continue your journey to earning an appointment or scholarship!
[I would welcome a chance to discuss details with you. I offer coaching services to pace and prepare you (and your parents!) for the entire Academy application process, including the DoD medical evaluation and review. Contact me at chris@cbbrechin.com, 503.515.7406 or complete my contact form on the home page.]
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