Get Connected | Contact Us

Important Travel Documents

by Lux Joseph 19. July 2013

Each and every day new travel laws, restrictions, and requirements are established. These new rules and requirements may prohibit you from traveling to a certain area, or in our case, require you to have a visa prior to arrival. It is necessary to check with the embassy to receive the most up to date information about what is required for travel. Having all the proper legal documents prior to departing the United States is critical to ensure that you are a safe traveler. We recently submitted several visa applications for a particular country and this time had to submit new additional support documents. When we completed the process six months ago different information was required.  Staying current and up to date on country entry requirements isn’t the easiest task so we encourage you to use the tips below and consider utilizing a visa and passport processing agency.

Whenever you are thinking about traveling abroad to a country that may have travel restrictions it is advised that you visit the following website provided by the Department of State: Here you will find travel alerts, travel warnings, visa requirements, travel tips, and even information regarding your passport. When you are at this website reviewing the visa requirements for your trip, it would be smart for you to enroll in the Smart Traveler Enrollment Program. This is a program set up to assist US Citizens traveling abroad during a time of emergency.  It works both ways to assist you as the traveler and your family that is not traveling and staying home in the USA. If there is an emergency with your family or if there is a crisis in the area you are traveling, this assists the US Depart of State to be able to get in contact with you. As a traveler you should also have the primary contact information for consular services should you ever need their assistance. They can be reached at:

Office of Overseas Citizen Services in the State Department’s Bureau of Consular Affairs

Within the USA 1-888-407-4747

Outside the USA 202-501-4444

When traveling to Russia in 2012, all you needed to present to the embassy to confirm your hotel stay was your confirmation from either an online booking tool or your travel agent. Now those times have changed. As per the Russian Embassy: “Confirmation of the hotel reservation, a contract for provision of tourist services, confirmation of reception of the tourist, and register number from the Uniform Federal Register of the Tour Operators of the Federal Tourism Agency.” This may appear like a small change, but not adhering to the new requirement will have your visa rejected.

After enrolling in the Smart Traveler Enrollment Program and reviewing the updated information from the Department of State we would strongly suggest using a visa processing agency. There are several of these types of agencies available throughout the United States and you don’t need to visit them in person to have it completed. Some of the most frequently used agencies include:

A Briggs Passport & Visa Expeditors

Travel Document Systems, Inc


Washington Express Visas

Our office has always used Travel Document Systems, Inc. Our preferred office is the one located in Washington, DC, but depending on where you are a resident may depend on the location in which you submit your visa application. For example when I was traveling to China for the Air Medical and Rescue China Congress, my application needed to be submitted to the Travel Document Systems located in Houston since I am a resident of Florida.

Having a team like the people at Travel Document Systems alleviates the stress and anxiety of putting together something that you are not familiar with. It would be similar if I were to try to build a house, when that is not my specialty. The individuals at Travel Document Systems work on passports and visas every single day. They are experts in this area and advocate for you at the embassy. One of our recent applications was sent in and the hotel voucher had made a mistake on the nurse’s date of birth. This is considered an error in the application and would have been rejected, but instead Travel Document Systems contacted us and walked us through the steps to get it corrected and over to the embassy so it wouldn’t delay the visa. That day at 5:00pm, the visa was issued.

We have nurses and physicians traveling the world each and every day with patients. It is important to ensure the not only are our patients safe and secure, but that our team members travel safely with all the proper documentation. CME operations team is always monitoring the commercial flights, reviewing travel advisories, and updating our information for entry requirements to countries. Next time you are traveling abroad and may need a visa or if it’s a new destination to you and your family, try some of these tips to enjoy your travel.

© Commercial Medical Escorts. Optimized website design by MoreVisibility.