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Sometimes there can be some confusion about the role of an Aviation Medical Examiner (AME). Let us clarify to help you better understand an AMEs responsibilities and how we can assist you. You can also check out a quick and helpful video clip about this: HERE.
What Does an AME Do?
An AME is designated by the FAA to perform screening medical exams and to provide the results to the FAA. Based on the findings of the exam, the AME is either authorized to issue a medical certificate or is required to defer the certification decision to the FAA for further review. The AME's role is limited to conducting the exam and making a certification decisions in accordance with what the FAA has authorized.
When a Case is Deferred and/or the FAA Requests Additional Information
If your case is deferred to the FAA and/or if the FAA needs additional information, the resolution process is strictly between you and the FAA. AMEs generally have limited involvement in deferred cases, aside from answering basic questions about the process. If you require additional assistance beyond this point, a formal engagement—such as an AME Consultation or Case Management service—will be necessary.
Your Options Moving Forward
We are not Treating Physicians
Unlike medical practitioners, we are not treating physicians which means:
For your health management needs and to facilitate your medical certification, it is crucial to establish care with a treating physician. If you need referrals to specialists or ongoing care, your treating physician will handle those aspects.
A note regarding receipts…
Our receipts are similar to those of any other service-based business rather than those from medical practitioners who bill insurance. We do not use ICD codes, procedures, or modifier codes because our services are not structured for reimbursement.
We acknowledge that some employers and insurance providers have specific receipt requirements for reimbursement. Our receipts are generated through Square, following standard industry formatting. Unfortunately, Square does not give us the ability to modify our receipts to meet individual requirements.
Any attempt to obtain reimbursement is entirely up to the client—our role is limited to providing our industry-standard receipt. While some clients may be able to obtain reimbursement, that decision is entirely up to their employer or insurer.
Our Shared Goal: National Airspace Safety
As an AME, our primary responsibility is ensuring the safety of the National Airspace. Information obtained during the application process is not protected by a “doctor-patient” relationship and is subject to disclosure to the FAA as needed for certification decisions. While we exercise discretion in reporting, we will include information we believe is pertinent to your case and present it in a way that supports an accurate review by the FAA. Transparency and honesty are key!
The Importance of Honesty and Openness
An AME's role is not to investigative; we rely on applicants to be honest and forthcoming with all relevant information. When clients provide complete and truthful details, we can best use our experience to help optimize their case. If critical information is withheld, it compromises the trust and effectiveness of our working relationship and can delay your certification with the FAA.
Our Advice: put everything on the table and trust us to manage your case with the FAA effectively and ethically.
(See Integrated Services Package for more information)
(Please see our scheduling site for current prices)
Our primary function is to perform the Aviation Medical Examination. Performing an exam does not include the submission of any documentation to the FAA beyond the examination report itself (which is completed within the FAA’s system). In addition we offer a paid specialized service to assist you in managing any documentation that may be required for FAA-related matters. This service is optional and is designed to ease the administrative burden, expedite the process, and provide expert support, but we want to ensure that expectations are aligned.
You may schedule stand-alone Document Processing by following the scheduling link at TexasAME.com. This will be a virtual service. You may schedule the service for any available date and then we will adjust it to coincide with the date we process your documents. We are also happy to add this service on to an existing exam appointment for processing at the time of the exam.
We are committed to providing high-quality service and ensuring that your interactions with the FAA are as smooth as possible. If you have any questions or concerns about our services or the process, please do not hesitate to contact us. We are here to assist you and provide the support you need throughout this journey.
Thank you for entrusting us and we look forward to ongoing success with your FAA medical certification needs!
Authorization TypesThere are two types of authorizations you may receive:
The title of the authorization should indicate which type it is. However, please be aware that the FAA doesn’t always label these authorizations correctly, so it’s essential to read the details carefully. Here are the key differences:
YOUR RESPONSIBILITY
If you are under an ASI, it is your sole responsibility to 1) bring your Authorization letter to your AME at the time of your exam, and 2) meet all of the requirements of your Authorization letter at the time of your exam. The FAA directs, "If the AME does not have this Authorization and all the required reports, they will need to defer your application to the FAA for eligibility determination.". If you do not meet the requirements of your ASI at the time of your exam, your case will be deferred to the FAA in accordance with FAA directive.
Document Submission for FAA Authorization
For any type of FAA Authorization, updated documents must be submitted to the FAA as specified within your authorization. If you choose to mail your documents directly to the FAA, it is recommended that current reports (dated within 90 days of the due date) are mailed at least 60 days before your certificate expires. This allows sufficient time for the FAA to review the documents and either send a new certificate or authorize your AME to issue a new certificate during a future exam.
Simplify the Process with Texas AME
A more convenient option is to let your AME handle the submission for you! If an exam is not required, simply schedule a stand-alone Document Processing appointment by following the scheduling link at TexasAME.com. You can choose any available date, and we will adjust it to align with the date we process your documents. This is a virtual service—there’s no need to visit our office. You can email or upload the necessary documents directly to us.
If you have an upcoming exam, we can also add this service to your existing appointment and process your documents at that time. Should you prefer to bring the documents in person, you can do so when you come in for your exam.
Other Considerations
Regarding the expiration date on your Special Issuance Authorization: this often causes confusion, but it’s important to note that it has nothing to do with how long you’ll remain under a Special Issuance. The expiration date is simply an internal deadline for the FAA. If you stop applying for re-certification, their system will close out your Special Issuance on this date to avoid indefinite authorizations. Legally, the FAA cannot have an open-ended authorization.
Typically, the FAA will send you a new Authorization with a new expiration date—usually 6-7 years in the future—sometime in the year prior to the current expiration date.
If you also have any CACI conditions, be sure to pay special attention to the CACI paragraphs. These sections can be misunderstood to imply that all documents can be submitted to your AME, whereas only the CACI-required documents are being referred to.
When the FAA requires updated information regarding a medical condition, they will often request a Current Detailed Clinical Progress Note (CDCPN). This is a very specific request and it is important that the FAA's specifications are correctly met. Unlike a "Current Status Report" (a brief paragraph from a physician providing an updated on the condition), a CDCPN requires an in-person office visit with your physician and the report is a clinical progress note from that visit. The report usually contains a paragraph explaining your visit, a section where your vitals and physical exam are documented, an assessment of your medical conditions, and a plan addressing each condition. It likely includes lab/test results and a list of your medications. This report is usually NOT something you can download from a Patient Portal; you likely will need to make the request directly from your physician in accordance with your Authorization for Special Issuance or the appropriate CACI resource.
You can find more information on what the FAA considers acceptable for a CDCPN here: FAA Detailed Clinical Progress Note Guide.
CACI (Condition an AME Can Issue) is a procedure where the FAA authorizes an Aviation Medical Examiner (AME) to issue a medical certificate to an airman with a CACI condition, provided the airman meets all the criteria outlined on the CACI worksheet. It is important to note that the CACI worksheet is strictly for use by the AME and should not be utilized by your personal physician as a checklist or certification tool. This practice is not accepted by the FAA.
Instead, your Primary Care Physician (PCP) should refer to the CACI worksheet when preparing the Current Status Report (CSR) or Current Detailed Clinical Progress Note (CDCPN). The goal is to ensure that their report addresses all required elements as stipulated by the FAA. The AME will then use the CSR/CDCPN to verify that each criterion on the CACI worksheet has been met. If the conditions are satisfied, the AME is authorized to issue a medical certificate. If not, the case must be deferred to the FAA.
You can find more information on what the FAA considers acceptable for a CDCPN here: FAA Detailed Clinical Progress Note Guide.
Please be aware that you must meet the CACI criteria at the time of your medical examination. In certain situations, the AME may allow a short extension to obtain an updated report. However, if the necessary documentation is not received in time or the CACI criteria are not fulfilled, the AME is obligated to defer your case to the FAA. After deferral, the application is handled directly between the applicant and the FAA (See Roles & Responsibilities above). The FAA will request any additional information needed, and upon satisfactory review, they will issue the medical certificate.
For specific information on your CACI-qualifying condition, please review the following resource: FAA CACI Guidelines.
When the FAA requires updated information regarding a medical condition, they will often request a Current Detailed Clinical Progress Note (CDCPN). This is a very specific request and it is important that the FAA's specifications are correctly met. Unlike a "Current Status Report" (a brief paragraph from a physician providing an updated on the condition), a CDCPN requires an in-person office visit with your physician and the report is a clinical progress note from that visit. The report usually contains a paragraph explaining your visit, a section where your vitals and physical exam are documented, an assessment of your medical conditions, and a plan addressing each condition. It likely includes lab/test results and a list of your medications. This report is usually NOT something you can download from a Patient Portal; you likely will need to make the request directly from your physician in accordance with your Authorization for Special Issuance or the appropriate CACI resource.
You can find more information on what the FAA considers acceptable for a CDCPN here: FAA Detailed Clinical Progress Note Guide.
Sometimes the FAA will require additional information in order to make a certification decision. There are two pathways to submit necessary documentation to the FAA: 1) Self-Service, or 2) Case Management /AME Consultation.
Description:
When the FAA issues a request, you are responsible for collecting the documentation you believe they are asking for and mailing it directly to the FAA. You then wait an initial 60–72 days for a response.
If you have already completed your medical exam and submitted all the necessary documentation, the FAA’s response may include your medical certificate and/or a Special Issuance Authorization. However, more often, the FAA will reply with a letter outlining additional, specific requirements. You must then gather and submit those items, and wait again.
This cycle may repeat several times until the FAA determines that your case is complete and ready for a certification decision.
PROs:
CONs:
Navigating the FAA medical certification process can be complex and time-consuming. With our Case Management service, you're engaging a dedicated professional to proactively guide and manage your case, leveraging their expertise to streamline your path to certification.
How Case Management Works for You:
When you choose Case Management, you're investing in our upfront professional expertise and strategic time. Here's what that means for your case:
Our goal is to minimize your overall timeline and optimize your certification outcome by addressing potential issues correctly from the start. This proactive approach helps ensure you don't have to worry about them throughout your career.
Benefits of Case Management:
Investment:
The primary investment for Case Management is the cost of having a professional manage your case. We'll provide you with a customized quote based on the specifics and complexity of your case.
*Please Note: While our strategies are based on extensive experience, we cannot make guarantees on behalf of the FAA. This includes their response times or specific information requests. There is always a possibility of additional information being requested, which could extend the process. Our timelines are best estimates.
Ready to Optimize Your Certification?
If you're interested in Case Management or would like to learn more, simply send us an email by clicking the button below, and we'll be happy to provide you with the information you need.
NOTE: For our BasicMed exams we generally use the same medical criteria as an FAA 3rd Class, but can provide a bit more flexibility with some of their Special Issuance policies/requirements. The ideal physician to perform your BasicMed exam is your PCP.
You have a couple of options:
Use our Super-Easy online scheduling to make and manage your appointment with us.
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