The Civil Aviation Authority (CAA) medical records system - Cellma can be accessed as a service via the CAA Customer Portal. This online system has replaced all existing paper-based application forms and also allows applicants to view their own medical record and to track the progress of applications and referrals to the Authority.
There is a one page CAA Customer Portal Registration quick guide for your reference.
There is also further guidance in the Cellma applicant guide. This guide will help you to navigate the new system and take you through the steps for applying for a Class 1, Class 2, Class 3, LAPL, and a Self Declaration.
Applicable to all who hold a Medical Certificate for a Class 1, Class 2, Class 3, or LAPL applying for or renewing a medical certificate. Also applicable to all who wish to make, amend or withdraw a medical self-declaration.
Anyone holding a medical certificate or wishing to make a medical self-declaration will need an online Civil Aviation Authority (CAA) Customer Portal Account to access the new medical service. It is now no longer possible to use an Avoka form for a medical self-declaration.
We have been sending out individual emails and SMS reminder messages two to three months before the individual's medical certificate expiry date. The email will include instructions on how to create a CAA portal account (if you do not already have one) and apply for the medical service.
- without a valid CAA portal account there could be delays issuing your next medical certificate
- please access the Customer Portal Registration Guide to proceed
- portal registration will take a minimum of 10 days to process
To allow us to prioritise medicals that are due for renewal you should apply for a CAA Customer Portal account and medical service if your medical certificate expires (or you have a medical examination planned) in the next two months.
My self-declaration page does not include my name and/or unique reference number
If the printable self-declaration confirmation page does not include the pilot's name and/or unique reference number, it is therefore not visibly associated with the pilot. While there is no legal obligation to carry the medical self-declaration page, we understand that some pilot's wish to keep this with their licence for the purposes of evidencing their credentials. In addition, we do appreciate some pilot training organisations providing self-hire perform a basic check of the pilot's credentials as part of due diligence.
We therefore propose that the pilot print and countersign the medical self-declaration page with the following:
'I confirm this pilot medical declaration print out is applicable to me and is correct'
CAA Reference Number
This enables a check of the signature against that of the pilot's licence for assurance purposes if required.
Applying for your next Medical Certificate
Unless you completed your medical examination before the launch of the new system, you will need to apply for a medical certificate through the CAA Customer Portal instead of completing a paper application form when you see your Aero Medical Examiner (AME). You will still be issued with a paper medical certificate by your AME and you can still go to your GP should you require a LAPL (just fill in your LAPL form first via Cellma).
Following the launch of Cellma, the CAA charges for your Medical Certificate application is now paid directly to the CAA instead of being incorporated into the charges that your AME has to pay to the CAA (this is not a new charge). The charge, which applies to Class 1, 2, and 3 medical certificates, will be payable by credit or debit card when you complete the online application form, using the secure World Pay payment site. The amount payable for the affected certificates is published in the CAA Scheme of Charges.
The introduction of Cellma does not impact on how you book your medical appointment. You should continue to book your appointment with you AME in the usual manner. The changes mean that you will no longer complete a paper medical certificate application form when you attend your medical assessment with your AME. You will instead need to complete the online application form in Cellma, accessed via the CAA Customer Portal and new 'Medical' service, in advance your appointment with the AME.
Visiting an AME certificated by a EASA member state (but not the UK CAA) for your next medical
From 1 January 2021 EU medical certificates issued by non-UK EU AMEs may be 'recognised' by the UK but only if the AME's approval certificate was valid on or before 31 December 2020 and had not expired, been suspended or revoked when the medical examination was performed. You will need to apply for a medical certificate through the new system and therefore are required to create a portal account. Once your application is completed, you will be able to print off a copy of the application to take to your non-UK AME . To be recognised by the UK, all the forms and tests relating to the medical, the medical certificate, and the current approval certificate of the AME must be sent to the UK CAA Medical Department. From 1 January 2023, examinations and assessments performed by EU AMEs will not be recognised unless a separate AME or AeMC approval has been granted by the CAA to perform UK medicals.
Creating a CAA Customer Portal Account
The Customer Portal Registration Guide will help you through the process of creating your account.
You will be asked to create a unique Username and Password, and to activate your account. You will then need to apply to use the new Medical Service. Under “Apply To Use These Services”, click on the Medical link. This will prompt you to verify your identity, by entering your personal details including your CAA reference number and uploading copies of two pieces of documentation; an identity document, such as a passport, and a proof of residential address, such as a utility bill. This extra verification is required due to the information held being critical medical details. Once you have verified your account, there is no further action to take.
How we use your information
The UK Civil Aviation Authority's (CAA's) Medical Department collects and stores your name, address, email address, telephone number and medical data for the purpose of overseeing fitness of Pilots and Air Traffic Control Officers (ATCOs), and for formulating guidance on medical standards. This incorporates all medical examinations associated with the initial issue, and revalidation or renewal of medical certificates for both private and commercial pilots and air traffic controllers. A medical fitness assessment encompasses the physical, mental and psychological fitness of aviation personnel.
The Medical Department also undertakes research into aircrew health and many other aspects of flight safety including the health of air traffic controllers.
Why we process your personal information
The processing of your personal information is necessary for compliance with a legal obligation to which we are subject.
Who sees your personal information and why
The CAA takes data protection very seriously and is fully compliant with the requirements of GDPR. We assure you that any personal data you submit will be held securely. Please read our general privacy notice for further information. We keep a complete record of who has access to your data and any actions made against your record. Enforcement action will be taken against any misuse or inappropriate access to your data.
Limited CAA staff use the Cellma medical records system to access your data in order to complete their routine, working functions. Aeromedical Examiners (AME), AME administrative and clinical staff, and other health professionals including cardiologists, optometrist and ophthalmologists all have access to your data in Cellma. In all cases, users only have the level of access required to undertake their role in supporting regulatory, certificatory and enforcement functions. Access to Cellma is regularly monitored and audited by the CAA.
Cellma is provided by RioMed, a UK-based company, which also has offices overseas.
All of the CAA medical data, including a full backup, is stored within the UK. A small number of CAA and RioMed IT staff have controlled access to your information for the purpose of system support. Technical system support provided by RioMed is performed by their India office. They do not have routine or regular access to your data. Access will be made on a case-by-case basis with necessary safeguards in place. The usual reason for accessing the system will be to fix a technical problem.
In the event that we do transfer personal data to outside of the UK, we ensure that there are appropriate safeguards in place to certify that it is adequately protected as required by data protection legislation.
We will also disclose personal information to other bodies or individuals when required to do so by, or under, any act of legislation, by any rule of law, and by court order.
We need to share some of your non-medical personal data with Worldpay, based in the UK, for the purpose of processing payments. The CAA does not process or store any of your payment card data. The processing of your personal data is necessary for the purposes of our, or our third party's contract and does not affect your fundamental rights and freedoms as a data subject.
To ensure secure customer identity and access management, multi-factor authentication is used. The CAA uses Azure Active Directory B2C. Azure Active Directory (Azure AD) B2C is Microsoft's business-to-consumer identity management service. Your username and phone number is required during the authentication process. No other personal data is shared during the authentication process.
Authentication is based on creating a unique username and password that provides access to the account information we hold. All those that register (Class 1, Class 2, Class 3, LAPL and medical healthcare professionals) for new 'Medical' service(s) will also need to go through a multi-factor authentication step to access Cellma and their personal medical records.
Accessing your personal data and medical record in Cellma.
To access your own personal medical record and to track the progress of applications and referrals to the Authority, you will need to have an identification check. This identification check can be carried out either face to face with an Aeromedical Examiner (AME) or at the CAA Medical Department when you attend for an appointment with a CAA consultant.
You will be able to view data recorded on your Cellma record once this “ID Verification” step is completed by the AME/CAA in Cellma. Prior to this you will be able to submit new applications and view these in Cellma.
We retain your personal information as follows:
|Medical Licensing held by UK CAA|
|Commercial Pilot (incl. all those who have ever held a professional licence)||70 years||Ongoing medical certification. Epidemiological and aviation health research purposes|
|Other Professional Licence holders||70 years|
|Private Licence holders||10 years after last certificate expiry or death|
Aeromedical Examiners (AMEs)
All AMEs are expected to load the results of their medical assessments directly into the Cellma system. Below are a number of downloadable documents which will assist.
- Terms and Conditions - full terms and conditions must be accepted by all AME Online users before they can proceed with using the system.
- IT Terms and Conditions
- External Health Professional Code of Conduct
- CAA Approved Interpretative Software for ECG Machines - gives you details on acceptable software for computer reading of ECGs, when loading online.
This takes you through the whole process, from checking you have the required equipment to printing off a medical certificate.
If you require a copy of the manual, you will need to email email@example.com.
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