In remote regions such as the Antarctic and Arctic, our expeditions operate in areas where sophisticated medical facilities are limited or not available.

Although the likelihood of a medical emergency is minimal, it is essential for our shipboard doctors to be prepared with thorough medical information for all guests.

As a member of both AECO and IAATO, we must adhere to specific safety regulations while operating within polar regions, and this includes ensuring that all travelers to these regions are medically fit to partake in an expedition.

To simplify this review and approval process, HX Expeditions has partnered with VIKAND for their extensive expertise in expedition-related medical services.

VIKAND's online medical screening process is streamlined and built to comply with all applicable laws and standards.

Each guest will receive real-time status updates once their medical forms have been submitted for review, allowing for a transparent and efficient medical review process.

All data collected on VIKAND's medical questionnaires and consultations are stored in full compliance with HIPAA and GDPR. Additionally, the screening process itself adheres to the laws and standards set by AECO and IAATO.

To date, VIKAND has successfully completed over 40,000 medical screenings with no security breaches, ensuring both the security and privacy of guest information.

The VIKAND privacy policies are available for your review on this website.

HX Expeditions never receives or stores your medical information.

Medical form submissions open 120 days prior to the start of your voyage.

To log in to the VIKAND website, you must provide the following details exactly as written on your passport and in your reservation: your full given name(s), your surname(s), and your date of birth.

If the system does not find a match, you may try using your first name, your surname, and your passport number if you have already provided this information to your reservation agent. The system will not allow you to proceed if your information does not match exactly.

To complete the form, you will be required to provide details about your medical history and current state of health.

This is a personal choice, and we welcome submissions from your own physician.

Using Personal Practitioner: If you prefer to use your own doctor, you will need to complete part of the medical form online.

A PDF document will be sent to you, which you must print out for your physician to complete. Once completed, you will need to upload that document to the VIKAND website.

Using a VIKAND Practitioner: If you seek expediency and simplicity, we recommend using the virtual visit feature and having a VIKAND doctor walk through your medical history with you.

The entire form will be completed on your behalf during the visit.

The VIKAND system is entirely digital.

We recommend finding someone close to you who can assist with completing the form online.

Alternatively, you can also book a virtual visit with a VIKAND doctor who will complete the form on your behalf while discussing your medical history.

Once the initial intake form is submitted online, the status will be updated within 1–2 business days.

If you choose to use your personal practitioner, please upload the completed doctor form (received only after you complete the medical intake form on your own behalf) to the VIKAND website without delay.

Alternatively, you can book a virtual appointment with a VIKAND doctor.

There is no cost to guests who choose to work with their own personal practitioner to complete the medical form submission process.

If you choose to use a VIKAND practitioner for your medical evaluation and submission, a fee will apply.

VIKAND Virtual Visit Fee: There is a €165.00 fee for any guest using VIKAND’s pre-trip virtual appointment service.

This fee is payable directly to VIKAND at the time of booking the virtual appointment.

This fee cannot be covered or reimbursed by health insurance.

Guests using their own physicians are not subject to this fee.

Yes, as long as your new travel date is within 12 months of the previous expedition.

Please log in to the VIKAND website. You should see your status as "Pre-Approved - Pending Submission." You will be prompted to complete an adapted guest health form in order to be considered for full approval.

No, you may not. For privacy reasons, VIKAND cannot share another company’s protected information.

Once you have completed the first part of the screening process (the online form), you will also receive a series of emails from VIKAND at each stage of the process.

Status Updates

Status updates will also be displayed on the VIKAND website after you log in.

The speed with which the status messages progress depends solely on the speed with which you or your doctor are able to answer any follow-up queries from the VIKAND medical team.

Such queries may include requests for additional information such as test results or other diagnostic and treatment details.
One of these status messages will appear.

Email Updates
Throughout the process, you will receive a series of emails from VIKAND about the screening process.

Emails will come from VIKAND Guest Medical Screening at no-reply@vikand.com or Cal.com hello@cal.com if using VIKAND's virtual appointment service. Please always check your Junk or Spam folders for these emails.

Sample email subjects are listed below.

If you did not receive your email verification email, please wait about 30 minutes. If it still has not arrived, check your SPAM folder.

If it is not in your SPAM folder, try to log in again with a different email address. If a different email address does not work, send your Full Name, HX Expeditions Booking Number, and Voyage date to screening.hx@vikand.com .

If you did not receive the Cal.com email with your appointment information, please wait about 30 minutes. If it still has not arrived, check your SPAM folder.

If it is not in your SPAM folder, make another appointment. If you continue to not receive a confirmation email, send your Full Name, HX Expeditions Booking Number, Voyage Departure Date, and your Appointment Date/Time to screening.hx@vikand.com.

The VIKAND doctor will not contact you via telephone.

Appointments must be joined via the meeting room link provided in your confirmation email. Please double-check the email for the link and your appointment time.

Please refer to the cancellation terms and conditions in your confirmation email. Refunds for missed appointments are processed in line with these terms, generally within 7-10 business days.

Refer to the confirmation email from Cal.com. Use the link in your email to reschedule or cancel appointments. Fees will apply if cancelled or re-booked less than 24 hours prior to your original appointment.

Please refer to the cancellation terms and conditions in the confirmation email provided. Refunds for canceled appointments are processed within 7-10 business days.

If you've already submitted your form and need to make corrections, wait for an email from the VIKAND review team. They will outline what's missing or incorrect and how to update it.

If you elect to have an online appointment with a VIKAND doctor, that doctor will upload your form on your behalf. There will be no further action required unless specifically requested by a member of the VIKAND review team.

If you elect to use your own practitioner, and you upload the completed PDF after your personal appointment, and your status on the VIKAND website does not change to "Under Review" within two business days, please email screening.hx@vikand.com. In this email, please provide your full name, HX Expeditions booking number and voyage date.

If your query is urgent or time-sensitive, please forward your email to HX Expeditions so that we may escalate the issue with VIKAND. In the subject line, please be sure to include your Full Name, Date of Birth, Voyage Date, and HX Expeditions Booking Number.