Prepare

“In flying I have learned that carelessness and overconfidence are usually far more dangerous than deliberately accepted risks.”

Wilbur Wright

Checklist to prepare for your flight physical

🔦 Look over and follow the checklist below and give us call, text or email anytime whenever you have any questions. Download and print a PDF copy of the checklist here.

❏ REVIEW the Medical Conditions List below. If you have any of the listed conditions and/or if you have a Special Issuance from the FAA, you’ll need to see your doctor no more than 90 days before your flight physical. If you’ve already seen your doctor within the last 2 months or so about your medical conditions, be sure to do steps 2 and 3 before your flight physical.

If you need to see your doctor, be sure to do steps 1-3 before your flight physical.

If you don’t have any of the medical conditions, skip to the “BOOK appointment” step below.

1-a. Applicable “CACI Worksheet”: Print a copy of each that applies to you and bring it/them to your doctor. Your doctor will need to evaluate the condition(s) and document that it is stable as outlined in the worksheet. The CACI Worksheet will indicate if your doctor will need to review any lab tests, so be sure to let your doctor know what tests to order and get those tests done BEFORE your doctor visit.

1-b. Any Special Issuance Medical Conditions: Your doctor will need to re-evaluate the condition(s) and document that it is stable. The re-evaluation may include reviewing lab results, so be sure to ask your doctor for lab orders ASAP so you can get that done BEFORE your doctor visit.

2. Visit Note (AKA “clinical progress note”): Get a copy of your doctor’s chart documentation of your visit. This “clinical progress note” must be physically or electronically signed by your doctor. CRUCIAL: No other type of note is sufficient for the FAA (e.g. “patient portal note summary”, “after visit summary note”, summary letter from doctor, etc). See “Info on Doctor’s Clinical Progress Note” for more info.

3. Upload or email or fax a copy of that visit note to us.

❑ BOOK appointment with Dr. Dodge

❑ COMPLETE your application with the FAA at their MedXPress site. Please do this as soon as you can. BE SURE THAT THE ADDRESS AND PHONE NUMBER YOU ENTER INTO YOUR APPLICATION MATCHES THE ADDRESS OF YOUR PHOTO ID AND YOUR CURRENT PHONE NUMBER. Also, please pay special attention to the wording of Section 18 “Medical History” on the application. The section asks “Have you ever in your life…” had or have certain medical conditions, disabilities or surgeries. Many pilots miss this verbiage and think the FAA means just in the last few years. They want to know “ever”, so please be sure to think back and answer accurately.

❑ SAVE to PDF your completed and entire MedXpress application (not the confirmation page) and email or upload or fax the PDF to us as far in advance of your appointment as possible.

❑ PLAN to bring to your flight physical:

• MedXPress number given on the confirmation page or bottom of the completed application
• Photo ID
• Special Issuance, SODA or LOE documentation you may have from the FAA if you haven’t uploaded it to us
• Disability benefits letter you may have from SSA or VA if you haven’t uploaded it to us
• Signed clinical progress note (if applicable) from your doctor if you haven’t uploaded it to us
• List of the medications (both prescription and non-prescription) and supplements you use if not fully listed on your MedXPress application
• Eye glasses (or contacts) if you use them. We have cases and solution if you only use contacts.
• Full bladder for your urine sample
• Well-rested self – get plenty of sleep the night before
• And avoid caffeine and strenuous exercise the morning of your physical

❑ RELAX, remember we’re here to help you and we’ll see you soon!

In the meantime, here is an excellent “voice of wisdom” from the Aviation Medicine Advisory Service:

12 Tips for Taking Your FAA Medical Exam

Medical Conditions

CACI Medical Conditions

CACI stands for “Conditions AMEs Can Issue”.

If you have any of these medical conditions your AME can issue your Medical Certification if your condition is “medically stable” as outlined on the CACI worksheet and if she has your doctor’s recent clinical progress note supporting that.

So you see, it’s vital that you get us your doctor’s recent clinical progress note BEFORE or at the time of your flight physical. Not having this documentation may likely delay your certification.

CACI Worksheets

(Click on the condition to display the worksheet)

Other Medical Conditions

Special Issuances

If you have any other more serious medical condition not listed above, you may need a “Special Issuance” from the FAA to get your Medical Certification. If you have a condition that falls under Special Issuance criteria and you’ve never had a Special Issuance, the FAA will need to review your flight physical results and medical records before issuing your Medical Certification by Special Issuance. Dr. Dodge will advise and guide you on what you will likely need to provide the FAA.

If you already have a current Special Issuance and your doctor’s recent clinical progress note evaluates your condition as stable, Dr. Dodge will likely be able to issue your Medical Certification under the AME-Assisted Special Issuance provision. This would be without the need for the extensive FAA-decision process you experienced the first time. Here too, it’s vital that Dr. Dodge has that clinical progress note BEFORE or at the time of your flight physical. Please remember to also bring your Special Issuance documentation to your flight physical or upload a copy to us.

By all means, if you have any questions on how your medical condition stands with Special Issuances or continued Special Issuances, get in touch with Dr. Dodge via the form below. She will get back to you shortly with guidance on whether or not any further medical information/documents are needed for your flight physical.

SODA and LOE Medical Conditions

SODA stands for Statement of Demontrated Ability. LOE stands for Letter of Evidence. The FAA issues SODA’s or LOE’s in the case of medical disabilities that are unchanging and where the aviator typically demonstrates that they can perform safely and appropriately. If you have such a condition, the FAA will make the determination to issue a SODA or LOE and Medical Certification.

Here is a more detailed, but clear, overview from the FAA on the SODA/LOE process: SODA — It’s Not Just a Fizzy Drink.

If you have been issued a SODA or LOE, please be sure to bring that documentation to your flight physical or upload a copy to us.

Disability Benefits

If you are receiving disability benefits from the Social Security Administration or the Veterans Administration you will have answered “Yes” to the medical disability question on the MedXPress application. You should also already have a Social Security Proof of Award Letter or a Veterans Administration Rating Decision Letter.

Please be sure to bring a copy of that letter to your flight physical or upload a copy to us.