USCG Medical Certificate: How to Avoid Rejection Under New Email & PDF Rules

The U.S. Coast Guard's National Maritime Center (NMC) has recently updated its submission process for medical certificates. These changes are designed to streamline the evaluation process, but have led to some confusion and automated rejections for mariners who haven't followed the new, specific guidelines. As a national expert in USCG licensing paperwork, I'm here to break down these changes into a simple question-and-answer format to ensure your application is accepted without delay.

‍What are the biggest changes I need to be aware of?

The most significant change is the strict enforcement of file format and naming conventions for applications submitted by email. The NMC's system is now automated to reject submissions that don't meet these precise requirements.

‍How must I format my medical application file?

Your entire medical application, which is the CG-719K or CG-719K/E form, must be submitted as a single PDF document. The Coast Guard system will not accept image files like JPEGs or multiple separate PDF files for a single application.

‍How exactly do I need to name my PDF file?

The naming of your PDF file is crucial and must follow one of these two formats:

• If you have a mariner reference number: LASTNAME_FIRSTNAME_REFERENCE NUMBER
• If you are a new applicant and do not have a reference number: LASTNAME_FIRSTNAME_ORIGINAL

No other information should be included in the file name. For instance, if your name is John Smith and your reference number is 1234567, your file should be named: SMITH_JOHN_1234567.pdf.

‍What are the most common mistakes that will get my email submission rejected?

The most common mistakes that will get your Medical Certificate Application (CG-719K) submission rejected are:

• Embeding links to your application instead of attaching the file directly.
• Sending images (like JPEGs from your phone) of your CG-719K application instead of a pdf.
• Including multiple attachments in a single email instead of one large pdf.
• Submiting your CG-719K application as multiple emails.

‍Where do I email my completed medical certificate application?

Your completed, correctly formatted, and named single PDF should be emailed to: MEDAIP@uscg.mil.

‍What documents should I not send to this email address?

It is critical to only send your medical certificate application (Form CG-719K or CG-719K/E) to the MEDAIP email address. Do not send:

• Drug testing results.
• Your Sea Service Letter.
• Memos from your company.
• Any other professional qualification documents.

These documents are part of your main Merchant Mariner Credential (MMC) application, which is a separate submission.

‍Why are these changes being implemented now?

The National Maritime Center has reported that duplicate and improperly formatted submissions have increased their email volume by over 25%. This has caused significant backlogs and delays for all mariners. By standardizing the submission process, the USCG aims to improve efficiency and speed up processing times.

‍I'm not comfortable with making a PDF and emailing. Is there another way to submit my application?

Yes. If you prefer, you can fax your application to the Coast Guard National Maritime Center Medical FAX number: (304) 433-3407.

We do not recommend this and our team at MM-SEAS will help you free of charge if you are struggling with getting your Medical Application submitted to the Coast Guard.

Our free to use tools inside of MM-SEAS USCG Licensing Software will create the email automatically for you to make submissions a little easier.

‍What are some common errors on the application form itself that can cause delays?

While the new automated rejections focus on file format and naming, it's also important to ensure your application form is complete to avoid further delays. Some common errors include:

• Missing signatures from the mariner or the medical provider on page 9.
• Incomplete sections, such as vision tests or physical ability results.
• Not providing details on reported medical conditions or medications.
• The examining medical provider not checking the required certification recommendation boxes.

‍Who should I contact if I have questions about my medical certificate?

If you have any questions, you should contact the National Maritime Center directly. You can email them at IASKNMC@USCG.MIL or call them at 888-427-5662. It's important to note that the MEDAIP email address is monitored for application submissions only and not for general inquiries.

By following these updated guidelines carefully, you can help ensure your medical certificate application is processed smoothly and without unnecessary delays.

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