Medical record management is an essential aspect of remaining compliant and healthy as an Air Traffic Controller (ATC). The FAA has rigorous medical standards to allow air traffic professionals to carry out their responsibilities safely. The FAA Aviation Medical Examiner (AME) is an important player in this game.
In this blog, we break down the role of an FAA AME in maintaining ATC medical records, how they help in the certification process, and what Florida and other Air Traffic Controllers should do to be on top of their health and records.
The Role of FAA Aviation Medical Examiners?
FAA AMEs are those medically licensed doctors that the FAA has appointed to perform medical evaluations on pilots and air traffic control professionals. While their role in pilot exams is well known, they also play an essential role in Aviation Medical Examiner Florida and across the country.
An ATC Medical Examiner must be in compliance with federal guidelines and must hold FAA authorization for FAA-required examinations.
- Initial Medical Exam & Record Creation
When an individual first applies to become an ATC, they must undergo an FAA medical exam. During this exam, the AME:
- Fills out FAA Form 8500-8 with the applicant.
- Conducts essential vision, hearing, cardiovascular and neurologic examinations.
- Forwards all evaluation to the FAA Aerospace Medical Certification Division.
The initial examination serves as the basis of the ATC’s permanent medical record with the FAA.
- Maintaining Accurate Medical Records
FAA AMEs are responsible for:
- Accurately entering exam results into the Aerospace Medical Certification Subsystem (AMCS).
- Keeping detailed notes of any medical conditions or concerns.
- Reporting and documenting medications used by the controller.
- They ensure that all paperwork is precise, uniform, and follows FAA rules.
- Recertification & Periodic Medical Exams
ATCs are required to renew their medical certification on a regular schedule:
- Every 12 months, or more frequently based on age or health status.
- AMEs manage the periodic exam process and update the FAA medical record accordingly.
- Any changes in health status are documented and submitted during each follow-up.
- Special Issuance and Medical Clearances
If an ATC acquires a disqualifying medical condition (for example, if they’re diagnosed with diabetes, certain mental health disorders, or a cardiovascular condition), they may require Special Issuance Authorization to remain employed.
Here’s how an FAA AME supports this process:
- Assists in gathering medical reports, test results and specialist evaluations.
- Forwards all pertinent records to the FAA Regional Flight Surgeon for review.
- Provides ongoing documentation and tracks medical recovery or stabilization.
- Reporting Health Changes Between Exams
If an ATC experiences:
- A hospitalization
- New medication usage
- A diagnosis of a chronic condition
They are required to notify the FAA. The AME plays a role by:
- Reviewing new health issues
- Determining whether the condition is reportable
- Helping prepare documentation for submission
- It is an essential component of being in line with FAA regulations.
- Access to and Correction of Medical Records
An AME can assist ATCs in:
- Requesting duplicates of their FAA medical file from the FAA Aerospace Medical Certification Division.
- Correcting errors that have been submitted (e.g., incorrect diagnosis, outdated medical history, etc).
- Helping to appeal denied certifications due to medical record issues.
In Florida, many FAA Aviation Medical Examiners Florida are familiar with the local FAA Flight Surgeon’s office and can facilitate faster processing of corrections or clarifications.
- Digital Recordkeeping and HIPAA Compliance
Although the FAA uses digital systems like AMCS, FAA AMEs are also responsible for ensuring that:
- Medical records are securely stored
- HIPAA and FAA privacy rules are followed
- Records are available when requested by FAA officials or during audits
This protects both the controller and the examining physician.
- Finding the Right FAA AME in Florida
If you’re residing in Florida and want to start new or renew your ATC certification, you may need a certified ATC Medical Examiner in Florida who has:
- Experience with complex cases (i.e., Special Issuance)
- Good communication with the FAA
- Familiarity with air traffic controller-specific standards (which differ slightly from pilot requirements)
The AME Is Your Partner in Compliance
The FAA AME is not just an examiner – they are your partner in long-term medical compliance. They assist in setting up your records, keeping you medically certified, and ensuring your health documentation is accurate and current.
For Florida ATCs, or ATCs anywhere in the U.S., understanding how your AME works in your management of medical records can lead to a smoother ride through every phase of your career.
When you choose Aviation Medicine and Dr. Weinberg for your Air Traffic Controller Medical Exam in Florida, you’re receiving experienced professionals who know how to bring you through FAA standards and who care about your health and certification. Their dedication means that your physical exam experience is comprehensive, streamlined, and specific to air traffic controllers.
Schedule your ATC Medical Exam with Dr. Weinberg today at aweinberg@medavex.org or call us directly at (727) 648-2402 to stay compliant and certified!