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Exceptional Family Member Program: don't wait until the last minute

  • Published
  • By Captain David Weller
  • 82nd Medical Operations Squadron Special Needs Coordinator
SHEPPARD AIR FORCE BASE, Texas --  At many Air Force bases permanent change of station season comes in two waves: summertime and wintertime. Here at Sheppard AFB, with our emphasis on training Airmen for their different career fields, it seems PCS season is year-round.

Of all the aspects involved in preparing for a PCS, one that is often overlooked, or underappreciated until the last minute, is the clearance process from the special needs and overseas clearance staff members.

The special needs program is a Department of Defense program offered to all military members on active-duty orders who have dependents with special needs.

According to Air Force Instruction 40-701, Special Need Identification and Assignment Coordination enrollment is mandatory for any sponsor who has a dependent with an identified special need.

These "identified special needs" include anything that requires at least an annual follow-up and care by a specialist. These special needs may also include educational services like speech and occupational therapy.

Once the dependent family member has been identified with a special need, the sponsor should contact the special needs coordinator to begin enrollment. As part of the enrollment process, a Q-code is generated and placed in the sponsor's personnel file. The Q-code acts as an identifier to the Air Force Personnel Center when a PCS assignment comes up to ensure the gaining base can meet the needs of the sponsor's dependents.

The Q-code does not limit duty choices; it will not prevent the sponsor from going on tempory duty, or on a manning assist assignment. The Q-code will, however, help ensure that a gaining base has the required medical facilities and capabilities to support the dependent family members.

Enrollment in the special needs program is not necessarily permanent. If the condition is temporary, outgrown or managed by a family practice physician, then the Q-code can be removed, and the sponsor will be removed from the program.

When a sponsor receives notification of a pending assignment, the sponsor should contact their Exceptional Family Member Program Representative at their base.

The next step is to fill out the paperwork. Although it is possible to research some of the forms on the Internet, it is not recommended. Getting the most up-to-date paperwork and information should only be accomplished by the staff members of the special needs program.

The paperwork requires a qualified medical professional to report on the dependent's current and projected future medical needs. A dental exam is also required, and if the dependent is between 3-years old and high-school age, a school form is also required.

Once these forms are completed and returned to the EFMP office, an appointment is made in the special needs coordinator's office for a final paperwork screening and interview with a medical review officer.

Once the interview is complete, the EFMP staff members will upload the paperwork in Q-base, an electronic database specifically used by EFMP staff members to share information with other bases.

When the gaining base personnel acknowledge receipt of the paperwork, they have 14 days to either recommend or disapprove travel.

If the gaining base is an assignment outside the continental U.S. and travel is not approved, the paperwork is sent to the major command and a suitable assignment is found within its command. If no base is found to be suitable, the paperwork will be sent back to the base that generated it, and the EFMP staff members will work together with the sponsor to send the paperwork to AFPC for an EFMP reassignment.

If the gaining base is a continental U.S. assignment and cannot meet the family member's special needs, an EFMP reassignment is generated, and a suitable base is located that supports the dependent family member and the active duty member's AFSC.

When a Q-coded sponsor arrives at a new base, it is recommended to contact the special needs office in order to update information such as the new home address or phone number. The special needs office may be aware of services in the area, can help if there is trouble with referrals or a specialist and can make the sponsor aware of upcoming special events for the family. The special needs program staff members should make annual contact with the sponsor to make sure adequate services are still being offered and are still needed.

Families who meet the criteria for the special needs program, or are currently enrolled, but have not been contacted in the past six months by a staff member, should not hesitate to contact their base's special needs staff.