Risk Management Issues in Foreign Travel

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Risk Management Issues in Foreign Travel
Marjorie Lemmon Risk Manager

• Vicki Ramsay
• Resource Coordinator

October 24, 2005
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Agenda

• Critical Issues
• Ability to Locate and Assist Yale Travelers
  During an Emergency
• Insurance Constraints
• Managing the Liability
• Identification of Needs and Creation of Solutions
• One Step Toward A Solution
• MEDEX Portal
• Air Security Travel Manager
• Live MEDEX/Air Security Web Demonstration
• Summary/Discussion Items

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Critical Issues

• Ability to Locate and Assist Yale Travelers
  Quickly Efficiently During an Emergency
• Currently no centralized way to track travelers
• Need organized plan to follow during an emergency
• Recent Major Incidents
• August, 2005 London Subway Bombing
• December, 2004 Asia Tsunami
• March, 2004 Madrid Rail Bombings

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Critical Issues

• Insurance Constraints
• Carriers are getting more stringent
• Foreign Terrorism Coverage
• Carriers will not provide coverage without a
  written emergency response plan
• Foreign General Liability Coverage
• We need to provide destinations, length of
  travel, number of trips and number of travelers
  annually
• With no central database this is difficult to
  capture

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Critical Issues

• Managing Liability
• Pre-Trip Orientation Including
• Local Culture and Customs
• Local Crime and Safety Information
• Overview of Safety and Health Risks
• Overview of MEDEX and Air Security Programs
• Alcohol and Drug Issues
• Emergency Plan and Procedures
• Travel Protocols
• Communication Procedures
• Expectations Regarding Use of Free Time
• Formal Emergency Response and Contingency Plan
• Due Diligence Regarding Host Institution
• Utilization of Waivers

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Critical Issues

• Identification of Needs and Creation of Solutions
• Formal Orientation Program
• Written Emergency Response and Contingency Plan
• Database to Track Travel Which Enables Us to
  Locate and Assist Travelers
• MEDEX
• Air Security Travel Manager
• What Else?

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One Step Toward A Solution

• MEDEX Travel Assistance
• What is MEDEX?
• Has Provided Yale With Emergency Medical
  Assistance since 1998
• Mandatory for all Faculty, Staff Students
• Effective 9/1/2005, Our Program Now Includes
  Political Security Evacuations
• Effective 12/1/2005 MEDEX Will Go Live With a
  Member Center Web Portal

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MEDEX Member Center Portal

• Utilization Pre-Trip
• View, Print and Download Documents Related to
  Yales Programs
• Travel Tools Ability to Search Country/City for
• Threat Ratings
• Crisis and Warning Information
• Navigate via World Map to
• Information regarding transportation, currency,
  exit/entry requirements, weather, etc.
• Links to State Department Warnings

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MEDEX Member Center Portal

• Utilization While Traveling
• Hot Spots Provides Daily Updates on Global Events
• Link to Global Monitoring Page for Real-Time
  Updates as They Unfold
• Hospital/Doctor Finder Tool Assists Traveler in
  Locating Medical Facilities

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MEDEX Member Center Portal

• Utilization During an Emergency
• Call MEDEX
• Submit an Inquiry to operations_at_medexassist.com
• Open a Case Online Through MEDEX Emergency
  Response Center

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Air Security Travel Manager

• Available Through MEDEX Member Center Portal
• Key Features
• Track Travelers Via Data Feed From Multiple
  Reservation Systems, Such As
• Yale Travel/Orbitz
• Student Booking Services
• Yale Database
• Data Refreshed Every 30 Minutes
• Special Reports Created When Event Occurs
• Map Displays all Traveler Locations on One Screen
• Determine Number of Travelers on a Particular
  Flight
• Create or Modify a Customized Briefing for Any
  Destination
• Automatic Dissemination of Briefings, Travel
  Policies, Alerts and Emergency Contact
  Information
• Notify Key Personnel of Specific Trips
• All Content and Features are Fully Customizable

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Live MEDEX and Air Security Web Demonstration
Please stand by..
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Summary/Discussion Items

• What are Other Universities Doing?
• How Do We Track All Yale Travel?
• Launch of Orbitz for Business May Make this
  Easier
• What About Student Travel?
• Manual Entry Database May Be Needed
• Would This Method Work? Would Travelers Comply?
• Suggestions on How to Promote MEDEX And Their
  Resources?

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Thank You!