International Travel Emergencies

Revised:    September 4, 2012

Policy

HTH Worldwide International Insurance is required to be purchased for all international travel involving students and employees.  The University also has an agreement through the Church with SOS International to provide additional emergency services if needed.  Any injury or sickness that requires medical attention while in a foreign country needs to be handled with the coordination of HTH and BYU-Idaho Financial Services.  In order for Financial Services to assist in processing any claims, information regarding the incident must be submitted in a timely fashion.  To ensure the proper handling of international travel emergencies and to obtain the required information for claims management in a uniform and timely manner, the following procedures are to be followed.

Procedures

1.     In the event of a medical emergency, go immediately to the nearest physician or hospital.  As soon as possible after arrival, contact HTH Worldwide.  HTH Worldwide will take the appropriate actions to assist and monitor the medical care until the situation is resolved.  If HTH feels it is necessary, they will use other agencies including but not limited to SOS International.  By contacting HTH first, it increases the likelihood that they will pay for these services.  HTH will also assist in the initial claim management and try to arrange for payment directly to the care provider rather than having the University or the student pay the provider and later seek reimbursement from HTH Worldwide.  IF EVACUATION SERVICES ARE NEEDED, HTH WORLDWIDE MUST BE INVOLVED AND MAKE THE ARRANGEMENTS OR THEY WILL NOT PAY FOR ANY EXPENSES.  HTH Worldwide can be reached 24 hours a day, 7 days a week by calling them collect at +1.610.254.8771. 
 
2.     In the event of an injury or sickness that is not an emergency, contact HTH Worldwide before seeking medical attention.  HTH Worldwide can be reached 24 hours a day, 7 days a week by calling them collect at +1.610.254.8771.  HTH Worldwide will direct you to a trusted healthcare facility and will take the appropriate actions to assist and monitor the medical care until the situation is resolved.  If HTH feels it is necessary, they will use other agencies including but not limited to SOS International.  By contacting HTH first, it increases the likelihood that they will pay for these services.  HTH will also assist in the initial claim management and try to arrange for payment directly to the care provider rather than having the University or the student pay the provider and later seek reimbursement from HTH Worldwide.  IF EVACUATION SERVICES ARE NEEDED, HTH WORLDWIDE MUST BE INVOLVED AND MAKE THE ARRANGEMENTS OR THEY WILL NOT PAY FOR ANY EXPENSES. 

3.     For all nonmedical emergencies and security concerns contact HTH Worldwide.  They will evaluate the situation and provide services accordingly.  HTH will work with the University to determine the best solution to resolve the situation.  IF EVACUATION SERVICES ARE NEEDED, HTH WORLDWIDE MUST BE INVOLVED AND MAKE THE ARRANGEMENTS OR THEY WILL NOT PAY FOR ANY EXPENSES.  HTH Worldwide can be reached 24 hours a day, 7 days a week by calling them collect at +1.610.254.8771. 

4.     If students have conduct problems, become ill, hospitalized, involved in accidents, or die, University Security should be contacted immediately at 1-208-496-3000. They in turn should notify the following individuals:

            1.       Academic Travel
                      Ric Page: Associate Academic VP - Support Services
                      Office:  1-208-496-1121
                      Home:  1-208-356-0150
                      Cell:      1-208-313-2519
                      pager@byui.edu

                      Non-Academic Travel
                      Kip Harris: Dean of Students
                      Office: 1-208-496-9200
                      Home:  1-208-356-7738
                      Cell:      1-208-313-6086
                      harrisk@byui.edu

                      Employee Travel
                      Eric Harmston: Safety Officer
                      Office: 1-208-496-3053
                      Home:  1-208-745-0556
                      Cell:      1-208-201-1832
                      harmstone@byui.edu

             2.     Travel Office
                     Jeorgette Requiron: Travel Services Coordinator
                     Office: 1-208-496-2340
                     Cell:      1-208-313-5660
                     requironj@byui.edu

            3.     Financial Services
                    Tyler Andreasen: Risk Management Coordinator
                    Office: 1-208-496-1972
                    Cell:      1-208-569-6516
                    andreasent@byui.edu

To expedite insurance claims management include the name of the participant, a description of the sickness or injury, what care has been received, and the name and contact information of the HTH representative that is coordinating the care.

5.     Financial Services will work with HTH Worldwide, the claimant, tour group leaders, and any other necessary parties to ensure the claim is processed in a timely fashion.

6.     The student may need to complete reimbursement forms to process the claim.  HTH Worldwide typically submits payment to the student who then reimburses the University.  The department sponsoring the travel is responsible to ensure that reimbursement is received from the student.