Call Well in Advance — At Least One to Two Weeks

For a family of five or more, calling our office at least one to two weeks before your desired appointment date is strongly recommended. Large family appointments require us to reserve a dedicated block of time in our schedule — significantly more than a standard single-patient appointment. Calling well in advance gives us the opportunity to identify a date and time that works for your whole family and to prepare our staff for the volume of patients.

When you call, be ready to provide the number of family members who will be coming, the approximate age of each person, and any special circumstances — such as a family member with a complex medical history, a pregnant family member, or a family member who may need vaccines administered at the appointment. This information helps us estimate the total time needed and ensure we have the right resources available.

Walk-in appointments are generally not feasible for large families. Without advance notice, we may not have enough time in the schedule to see everyone on the same day, which could mean some family members need to return for a separate appointment. A brief phone call in advance avoids this situation entirely and ensures your whole family can be seen together.

• Call at least 1–2 weeks before your desired appointment date
• Provide the number of family members and approximate ages of each person
• Mention any special circumstances — pregnancy, complex medical history, missing vaccines
• Walk-in appointments are not recommended for families of 5 or more
• Advance scheduling ensures the whole family can be seen on the same day

How Our Clinic Accommodates Large Families

Our office is experienced in coordinating large family appointments. When we know a large family is coming, we prepare by reviewing the likely requirements for each family member in advance, ensuring we have adequate vaccine supplies on hand, and scheduling our staff to support a higher-volume appointment. We also sequence the exams to minimize wait time — for example, starting with family members who have the most straightforward exams while others are being checked in and their records reviewed.

Each family member receives their own individual examination room time with the civil surgeon. There is no group exam or shared evaluation — every person is seen individually and receives their own Form I-693. However, family members who are waiting can remain together in our waiting area, and a parent or guardian can accompany minor children into the exam room.

Our staff understands that large family appointments can be logistically complex, especially when young children are involved. We aim to create a calm, organized environment and to keep the process moving efficiently. If any family member needs additional time — for example, if vaccines need to be administered or if a chest X-ray requires extra steps — we will communicate clearly about timing so the rest of the family knows what to expect.

Sequencing the Exams: What to Expect

For large families, we typically sequence the exams in a way that maximizes efficiency. Adults who need chest X-rays may be seen first, since the X-ray component adds time and it is helpful to get this started early. Children who do not need X-rays can be seen in parallel or while adults are completing their X-rays. Infants and very young children are often seen at a time when a parent is available to be fully present, rather than in the middle of another family member's exam.

The civil surgeon will review each person's vaccination records before or during their individual exam. If any family member is missing vaccines that can be administered at our office, those vaccines will be given as part of that person's appointment. This does not delay the other family members' exams — each person's process is independent.

At the end of the appointment, each family member will have their own sealed Form I-693 ready to take home (or, in some cases, to be mailed directly to USCIS, depending on the current submission process). We will review the next steps with the family as a group before you leave, so everyone understands what to do with their forms.

Total Time to Plan For

The total time for a large family appointment depends on the number of family members, their ages, and how many require chest X-rays, lab tests, or vaccines. As a general guideline, plan for approximately 45 to 60 minutes per adult applicant and 30 to 45 minutes per child applicant. For a family of five — for example, two adults and three children — you should plan for a total appointment time of approximately two and a half to four hours.

This estimate assumes that all family members arrive with complete vaccination records and that no unexpected complications arise. If vaccination records are incomplete, if vaccines need to be administered, or if any family member has a medical condition that requires additional evaluation, the appointment may take longer. Calling ahead and providing complete information about your family helps us give you a more accurate time estimate.

We recommend arriving a few minutes early to allow time for check-in and paperwork for all family members. Each person will need to complete intake forms, and having everyone checked in before the first exam begins helps the appointment run on schedule. If your family is large, consider designating one adult to handle the paperwork for the minor children while another adult manages the children in the waiting area.

• Plan approximately 45–60 minutes per adult applicant
• Plan approximately 30–45 minutes per child applicant
• A family of 5 (2 adults + 3 children) should plan for 2.5–4 hours total
• Incomplete records or missing vaccines will add time
• Arrive a few minutes early to allow time for check-in and paperwork

What to Organize Beforehand

The single most important thing you can do to prepare for a large family appointment is to gather individual vaccination records for every family member before you arrive. This is the step that most often causes delays or requires follow-up appointments. Start collecting records at least two to three weeks before your appointment — contact your primary care physician, pediatrician, pharmacy, and any other providers who have administered vaccines to your family members.

In addition to vaccination records, each family member will need a valid photo ID. For adults, a passport is the preferred form of ID. For children, a passport or birth certificate combined with a parent's ID is acceptable. If any family member has had a prior immigration medical exam, bring those results as well — they may be relevant to the civil surgeon's evaluation.

Organize each family member's documents in a separate labeled folder or envelope before you arrive. This simple step makes a significant difference in the efficiency of a large family appointment. When our staff can quickly identify each person's documents, the check-in process is faster and the risk of any mix-up is minimized. Consider creating a simple checklist for each family member to ensure nothing is forgotten.

• Gather individual vaccination records for every family member 2–3 weeks in advance
• Bring a valid photo ID for each adult (passport preferred)
• Bring a passport or birth certificate for each child
• Bring prior immigration medical exam results if any family member has had one
• Organize each person's documents in a separate labeled folder
• Create a checklist for each family member to ensure nothing is forgotten

Tips for Keeping Children Comfortable During the Wait

Large family appointments inevitably involve some waiting, especially for younger children who may not understand why they are at a medical office. A few simple preparations can make the experience much more comfortable for children and less stressful for parents. Bring age-appropriate entertainment — small toys, books, coloring supplies, or a tablet with downloaded content — to keep children occupied during wait times.

Bring snacks and drinks for children, particularly for younger children who may become hungry or restless during a longer appointment. Avoid bringing messy or strongly scented foods out of consideration for other patients, but simple snacks like crackers, fruit, or granola bars are perfectly appropriate. A familiar comfort item — a stuffed animal or a favorite small toy — can also help younger children feel more at ease in an unfamiliar environment.

Talk to your children about the appointment before you come. Age-appropriate explanations — "We are going to see a doctor who will check that everyone is healthy for our move" — can reduce anxiety and help children feel prepared. Let children know that the appointment may take a while and that there will be some waiting. If a child has a fear of needles and may need vaccines, acknowledge this honestly and reassure them that the staff will be gentle and that it will be over quickly.

• Bring age-appropriate entertainment — toys, books, tablets with downloaded content
• Pack snacks and drinks for children
• Bring a comfort item for younger children (stuffed animal, favorite toy)
• Talk to children about the appointment beforehand to reduce anxiety
• Let children know there will be some waiting and that the staff will be kind
• If vaccines are expected, prepare children honestly and reassuringly