Click Here to jump to changes to the AFS Participant Medical Plan coming in January 2025. For information about claims and services in 2024, continue reading.
What to do if your student is ill and needs medical attention
When there is a question about medical care for a participant, you may call GMMI toll-free at 1-888-444-7773. (If calling from outside the US, the number is 1-954-370-6468.)
You can also reach out to GMMI at email customerservice@gmmi.com.
GMMI can answer questions about coverage, locate medical providers, and monitor medical cases with on-staff doctors and nurses. They provide 24/7 emergency medical assistance to AFS worldwide.
Ideally, you will take your participant to a medical provider who is part of the First Health Network (GMMI is also a member of this Network). HOWEVER, you may take your participant to any doctor, including your own family physician or pediatrician.
If you use a doctor from the First Health Network, GMMI can take advantage of this network to control medical expenses. Not only do these providers agree to charge at reduced costs, but also they can typically bill GMMI directly for the care.
Ask GMMI to help you find a provider in-network, or you can search at:
https://www.gmmi.com/cost-containment/client-member-page
For in-person visits, bring the participant’s Medical ID card to the doctor’s office. It can help them to process the coverage and activate benefits through the First Health network, which is the preferred network for AFS.
If a doctor’s office tells you that they do not know the AFS coverage, ask them to call GMMI. One of GMMI’s jobs is to verify the coverage to medical providers. You will find a full description of coverage for accidents and illness in the AFS Medical Pamphlet.
Note that the Medical Plan is designed to address emergency medical needs that arise while on program. Emergency care is for sudden and unexpected medical needs that must be addressed immediately, not routine, or anticipated care.
Finding a Medical Provider
Families can use the GMMI portal to find providers. Go to https://www.gmmi.com/ and click on “Secured Access” in the blue line at the top right.
Click on the “member log-in” button. Use username “AFS” and password “AFS” to get to the AFS Member Page. This will give you the option to search medical networks, including urgent care. Hit the First Health Provider Search button first to find a provider who is in-network. At the medical appointment, inform the provider that the participant is part of the First Health Network.
Choose the GMMI network for a general listing of medical providers, if the First Health network selection does not produce the desired results.
GMMI asks that you inform them as soon as possible of any ER or hospital visits so that they may reach out regarding billing.
Completing Medical Paperwork
Upon arrival at the doctors, many providers require intake paperwork to be completed before a student can be seen. Please note that, if this paperwork requires any entry by the “parent/legal guardian” we highly recommend host families refrain from naming or listing themselves with that identification. Neither host parents nor AFS have guardianship over students during the course of their program, as guardianship remains in the hands of the participant’s sending parents. As such, we recommend the following options for completing any paperwork that may be required by the provider (Please note that it is the provider that will determine whether any of the below options will be allowed under the rules of their practice):
- If a host parent is filling out intake paperwork, we recommend they adhere to AFS guidelines regarding host parents as signatories (click here for more information)
- If permitted by the provider, a host parent can confirm verbally (either at the appointment or when making the appointment) that they are volunteer hosts, not legal guardians or guarantors.
- If permitted by the provider, a participant may be able to complete their own paperwork.
- If a host parent is required by the provider to identify themselves as the responsible adult, we highly recommend they list AFS-USA as guarantor on the paperwork (this may help significantly in preventing host families from receiving bills in the future)
- If an appointment is made in advance, a provider may be willing to share intake paperwork in advance, which may then be sent to and completed by the sending parents (many providers may also invite such paperwork to be completed online)
In the event of a medical emergency, in which a student must be seen by a medical professional without delay, participants and their sending parents have signed an AFS Participation Agreement and a Parental Authorization Form. This agreement and form allow AFS to act on behalf of the parent(s)/guardian(s) should authorization for emergency medical treatment or surgery be needed when there is not enough time to contact the parent(s)/guardian(s). A copy of the Parental Authorization Form is included in the student’s application and can be presented to medical personnel if authorization for treatment is requested. In the event of a medical emergency, AFS Support and Learning Staff can assist in presenting this authorization directly to the medical provider. Read more information on AFS guidelines for host families: What to do if your student needs emergency medical care and Serious Illness, Car Accidents and Hospital Admittances.
Prescription Drugs
The cost of drugs prescribed by the in-person or telemedicine provider is covered, however only through reimbursement. Please see Submitting Claims and Using the GMMI Portal for information on the reimbursement process.
Telemedicine Option
A surprising amount of medical care can be provided by telemedicine, which does not require an in-person visit. Telemedicine can address a large number of the reasons AFS participants go to the doctor, such as for care of allergies/ cold & flu/ respiratory infections/ urinary tract infections/ laryngitis/ gastroenteritis/ ear infections/ sinusitis/ sprains & strains/ pinkeye. The telemedicine provider can prescribe medications too.
Ask GMMI if telemedicine is an option in your case. If so, GMMI can connect you swiftly with their telemedicine service, which typically can have a medical practitioner on the phone with the participant within a half-hour – GMMI will set up this telemedicine visit for you. If telemedicine is not an option, GMMI, will help you locate an in-person practitioner.
Important Changes to the AFS Participant Medical Plan in 2025
As of January 1, 2025, the AFS Participant Medical Plan will change service providers. Below is important information on the new service providers.
Effective January 1, 2025, AFS will work with Cigna Life Insurance Company of Europe SA/NV as our insurer. Willis Towers Watson GmbH will serve as Claims Administrator and primary point of contact for billing and payment inquiries.
Changes to service providers will not result in major changes to the AFS Medical Plan. In fact, coverage will be expanded in the following areas:
- Emergency Dental coverage, which was previously an Additional Benefit (see above), is now a part of the core Medical Plan, and coverage limit has been raised to $600.
- Non-emergent surgery for sports injuries has been added.
Click here to review the Medical Plan for 2025.
In December, Cigna will send the digital insurance certificate and ID card, along with other important information, directly to the hosted student via the email address on file with AFS. The Cigna App will also be available, providing easy access to in-network provider information and the ability to file claims.
We highly encourage students to print a copy of their new Medical ID cards. In January, the new medical cards will also be uploaded and available to host families through their AFS Host Family Account.
We highly encourage students to download the Cigna app onto their phones. Students will have received the following instructions directly from Cigna:
Cigna Health Benefits App Getting Started Manual
Here is the contact information for the help desk of the new providers, in the event that you are asked about coverage by the medical provider:
- E-mail: afs@wtwco.com
- Phone number: +1 888 545 4518 (toll free) (Please note that this number will be active only from January 1, 2025!)
If you have any questions about these changes, please contact the AFS-USA Support and Learning Team, at 800-237-4636.
To find Medical Providers on or after January 1st, 2025, please refer to the Cigna App that your student has been encouraged to download on their phone. This will allow for easy access to in-network providers.
You can locate in-network providers using the Cigna App or going to this public webpage (click on “Find a Doctor”, select “Employer or School” and PPO – Preferred Partner Organizations).
- In-Network Providers: If the medical service is provided by one of Cigna’s 550,000+ in-network providers across the U.S., the insurer will pay the bill directly. To maximize convenience and benefits, we highly recommend using in-network providers whenever possible.
- Out-of-Network Providers: If the hosted student uses an out-of-network provider, it is possible that the provider will require the bill be paid upfront by the participant*, host family, or the AFS office. A claim for reimbursement can then be filed through the Cigna App or by email (afs@wtwco.com), and the payment will be reimbursed to the party who settled the bill. If assistance is needed in this process, please contact the AFS office.
* If the participant is in the U.S. on a YES or FLEX program, the bill must be paid by the host family or the AFS office.
Please note that information noted above in this article regarding Completing Medical Paperwork remains in effect in 2025.