Process for Conduct of Medical Examination by DGCA Empaneled Examiner

The aviation industry thrives on safety, precision, and compliance. At the heart of this system lies the medical fitness of aviation personnel—pilots, student pilots, and air traffic controllers. The Directorate General of Civil Aviation (DGCA), through its Directorate of Medical Services, ensures that only medically fit individuals are entrusted with aviation duties. One of the key functions in this system is the medical examination conducted by DGCA empanelled examiners. This process is digitized and streamlined through the eGCA portal, which acts as a single-window system for applications, approvals, and license renewals. In this blog, we’ll break down:

• The objectives and importance of DGCA medical examinations.
• Eligibility and scope of Class 1, 2, and 3 certifications.
• The step-by-step process flow followed by examiners.
• The forms and documentation involved.
• Roles and responsibilities of pilots, examiners, and DGCA assessors.
• The validation rules and best practices applicants should know.

By the end, you will have a clear picture of how DGCA medical examinations are conducted and what to expect when you undergo one.

Training Objectives

The medical examination module has four main objectives:

1. Identify the pre-requisites for issuance or renewal of a medical assessment.
2. Define the end-to-end process for medical assessment.
3. List the different sections of the medical form.
4. Apply the validation and business rules that govern assessments.

Introduction to DGCA Medical Examinations

The Directorate of Medical is tasked with approving and issuing Class 1, 2, and 3 medical certifications for:

• Pilot applicants
• Air Traffic Control Officers (ATCOs)

These certifications are mandatory pre-requisites for license issuance. Without medical clearance, no flying license or ATC approval can be issued. This training specifically highlights the procedure for Class 2 candidates, which applies to holders or applicants of:

• Private Pilot’s License (Airplane/Helicopter)
• Student Pilot’s License (Airplane, Helicopter, Glider, Balloons, Microlights)
• Pilot’s License (Microlight)
• Flight Radio Telephone Operator’s License (FRTOL & FRTOL-R)

Key Point: Every candidate must obtain medical clearance each time they wish to get or renew their license.

Process Flow: DGCA Medical Examination (9 Steps)

Every empanelled examiner follows a standard nine-step process on the eGCA portal:

1. Examiner Login

• Examiner logs in with ID, password, and captcha.
• Applicants must have submitted and revalidated the application on the same day.

2. Search Application

• Examiner searches using eGCA ID or Application ID.
• Applicants must show appointment SMS/email and the registered ID proof.

3. Import Application

• Examiners import the application into their worklist.
• Only imported cases can proceed to assessment.

4. Verify Identification

• The examiner checks ID (Aadhaar, Passport, Driving License, etc.).
• The system confirms successful verification.

5. Re-Verify Application

• The examiner confirms that details match the applicant’s declarations.
• Same-day revalidation is mandatory.

6. Conduct Examination

Examination includes:

• General medical exam: height, weight, blood pressure, heart, lungs.
• Eye exam: visual acuity, color vision, depth perception.
• ENT exam: ears, nose, throat, balance, hearing.
• Aviation medicine (optional): hypoxia, stress, altitude effects.

7. Medical Opinion

Examiner records result:

• Fit
• Temporary Unfit
• Permanent Unfit

8. DGCA Review

• DMS-CA reviews the examiner’s opinion.
• DGCA confirms or updates status.

9. Status Update

• Final outcome appears under Medical Applications → Other tab.
• Applications expire after 30 days if not processed.

Forms Involved in DGCA Medical Examinations

When you undergo a DGCA medical examination, everything happens digitally on the eGCA portal. Both you (the applicant) and the examiner interact with a series of standardized forms. These forms make the process transparent, consistent, and easy to track. Here’s a breakdown of the forms and what each one is used for:

Form	Purpose	Filled by
Basic Details	Personal information (name, eGCA ID, ID proof)	Applicant
Medical Declaration	Health history, lifestyle habits	Applicant
Search Application	Finds application	Examiner
Verify Applications	Confirms applicant’s ID	Examiner
Medical Examination	Records general health check	Examiner
Eye Examination	Vision and color vision	Examiner
ENT Examination	Hearing and balance	Examiner
Aviation Medicine (optional)	Flying-specific checks	Examiner
Medical Opinion (CA-35)	Final fit/unfit status	Examiner & DGCA

  Why this matters:

• As an applicant, you now know exactly what each form does and what to expect during your medical appointment.
• As an examiner, you get a structured workflow with no scope for skipping critical checks.
• As DGCA, this ensures uniformity and accuracy across all medical assessments.

 

Form Details: Introduction

Before we look at the individual medical forms, it’s essential to understand how the eGCA system handles information.

1. Shared Visibility
   • All the details you (the applicant) submit during registration and medical declaration are automatically visible to the examiner assigned to conduct your medical exam.
   • After the examiner records results and observations, these are in turn visible to DGCA officers who review and finalize your medical status.
   • This ensures a chain of accountability — applicant → examiner → DGCA.
2. No Hidden Information
   • Nothing is hidden at any stage.
   • Applicants, examiners, and DGCA officers all interact with the same digital record, making the system transparent and reliable.
3. Digital e-Forms
   • Every step of the medical process is documented in standardized electronic forms (e-forms).
   • These forms replace paper records, reduce errors, and make the process more trackable.
   • From basic details to the final “Fit/Unfit” opinion, everything is captured digitally.

In the next sections, we’ll explore each of these e-forms in detail so applicants know what to expect and examiners know what to prepare for.

Revalidation of Medical Application – A Critical Step

Before you meet the examiner on the day of your appointment, you must complete a step called revalidation on the eGCA portal.

• What is revalidation? Revalidation is simply confirming that your application and medical declaration are up to date on the same day as your medical exam.
• Why is it important? Without revalidation, your application will not appear in the examiner’s worklist. This means your medical exam cannot proceed.
• How do you do it?
  1. Log in to the eGCA portal.
  2. Go to the Medical section.
  3. Select your application and click Revalidate.
  4. Once successful, you’ll see the message: “Your application has been validated successfully.”
• When should you do it? Always on the day of your medical appointment, before visiting the examiner.

Note: If you revalidate even one day before your exam, the system will ask you to do it again. This is a safeguard to ensure that the examiner works with the most current declaration.

Sections of the DGCA Medical Examination Form

When you meet a DGCA empanelled examiner for issuance or renewal of your medical certificate, the process is systematic and structured. The eGCA portal guides both applicant and examiner through specific sections of the medical form. Here’s what examiners see — and what applicants should expect.

• History Details
  • Past medical history, surgeries, and lifestyle habits (smoking, alcohol, etc.).
  • Helps examiners identify any background risks.

• Basic Details

• • Personal details such as name, eGCA ID, ID proof, and contact information.
  • Confirms the correct applicant is being assessed.

• Medical Declaration
  • Health declaration submitted online before the appointment.
  • The examiner re-verifies it against applicant statements

• Investigation Reports

• • Blood tests, ECGs, and other uploaded reports.
  • Examiner reviews before continuing.

• Medical Examination

• • General health: height, weight, blood pressure, heart, lungs, and vital signs.

• Eye Examination

• • Vision, color perception, and depth perception.
  • Critical for pilots and ATCOs.

• ENT Examination

• • Checks ear, nose, and throat.
  • Ensures hearing, balance, and communication are not impaired.

• Aviation Medicine (Optional)

• • Specialized checks (e.g., oxygen tolerance, altitude effects).
  • Required only in specific flagged cases.

• Medical Examination Opinion

           Examiner records the outcome:

• • Fit – cleared for certification
  • Temporary Unfit – needs follow-up or re-exam later
  • Permanent Unfit – not eligible for aviation duties

Why this is important:

• As an applicant, knowing these sections helps you prepare for the checks in advance (like carrying recent lab reports or eye test results).
• As an examiner, it ensures you don’t miss any critical step in the structured workflow.
• For DGCA, it guarantees standardization across all empanelled examiners.

Form Details: Introduction

Before diving into individual e-forms, here are some key points:

• All information submitted by applicants is visible to medical examiners.

• Any reports or records entered by examiners are also visible to DGCA officers.

• The system ensures full transparency between applicant → examiner → DGCA.

In the next sections, we will review the different types of e-forms used in the DGCA medical examination process.

Why this rewrite works better:

• Short, direct sentences (reduces reading grade level).

• Converted vague language into clear bullet points.

• Introduced keywords like DGCA medical examination process and e-forms.

• Removed unnecessary filler like “In the following few screens” (since this is now web content, not slides).

Step 1: Examiner Login on eGCA

The first step in conducting a DGCA medical examination is for the empanelled examiner to log in to the eGCA portal.

• Examiners use their unique eGCA ID and password to access the system.
• A captcha code is required to prevent automated logins.
• Once logged in, examiners can access the Medical Applications List, search for applicants, and begin the medical assessment process.

 Important Note for Applicants: This step is entirely examiner-driven, but it’s critical that you have already submitted and revalidated your application on the portal. If not, the examiner will not be able to see your case in their worklist. This login step forms the gateway for examiners to access your medical records and initiate the process flow (search, verification, examination, and final opinion).

Step 2: Search Medical Application

After the applicant submits their medical application, the examiner must locate it on the eGCA portal.

Process for Examiners:-

1. Log in to the eGCA portal using examiner credentials.

2. From the Medical menu, click Search Medical Application.

3. Enter the applicant’s eGCA ID or Application ID.

4. Click Submit.

Important for Applicants:-

• Carry your appointment SMS/email.

• Bring the same ID proof used during registration; it will be needed for verification.

Step 3: Import Application

Once the application is found, the examiner must import it into their worklist before proceeding with the examination.

Process for Examiners:-

1. Select the correct application in the system.

2. Click Import Application.

3. Confirm by selecting OK in the prompt.

The application will now appear in the examiner’s Medical Applications List for further processing.

Rules and Best Practices for Importing Applications:-

• Class 1 examiners: Can import Class 1, 2, and 3 medical applications.

• Class 2 examiners: Can import only Class 2 applications.

• Class 2 examiners with over 3 years of experience: May also import Class 3 applications.

• Applications can be imported only if the applicant revalidates on the same day of the appointment.

     

Step 4: Verification of Applicant Details

Once the application has been imported, the examiner must verify the applicant’s identity before proceeding with the medical exam.  How Verification Works:

• The examiner asks the applicant to provide the verification number.
• This number is the same as the ID used during registration (e.g., Aadhaar number, Passport number, Driving License number).
• The examiner enters this number into the system.
• Once validated, the application opens up and is ready for further processing.

Successful Verification If the details match, the portal displays: “Application verified successfully.” At this point, the examiner can access all the forms and sections of the medical examination (history, investigations, ENT, eye exam, etc.).  Important Note for Applicants:

• Always carry the same ID proof you used while registering in the eGCA portal.
• If your ID proof does not match, the examiner cannot proceed with your medical assessment.

 This step is important because it eliminates mismatches and ensures that only the rightful applicant’s data is being examined.

Step 5: Conducting the Medical Examination

After the applicant’s details have been verified, the examiner proceeds to conduct the actual medical examination through the eGCA portal. How Examiners Access Applications

• The examiner clicks on the Medical Applications List tab.
• Applications that are ready for examination will show a status of “Pending with Examiner.”
• The examiner clicks View against the applicant’s case to re-verify the medical declaration and open the full application.

Statuses You May See

• Pending with the Examiner – The examiner needs to conduct the medical assessment.
• Approved – Medical assessment already finalized by DGCA.
• Declared Temporary Unfit – Applicant requires a re-exam after a specified period.
• Declared Permanent Unfit – Applicant permanently disqualified on medical grounds.
• Rejected by DGCA – Application has been rejected due to discrepancies or failure to comply.

What Happens Next Once the examiner opens your application, they move through the examination form sections (History, Investigations, Medical, Eye, ENT, Aviation Medicine, and finally the Medical Opinion). Each result is recorded digitally in real time.  Tip for Applicants: Always double-check your medical declaration before revalidation. Any mismatch during this stage may cause delays or require re-examination.

Step 6: Examiner Declaration and Re-Verification

After opening the applicant’s case from the Medical Applications List, the examiner must re-verify the applicant’s Medical Declaration. What Happens Here:

1. The examiner clicks on the Medical Declaration tab
2. At the bottom of the page, they check the box for the Examiner Declaration.
3. The examiner clicks “Re-Verify Medical Application.”
4. A confirmation box appears — the examiner clicks OK to proceed.
5. The system displays the message: “Medical Application has been successfully reverified.”

Important Notes

• If the examiner clicks Cancel Application, the application is updated with a Cancelled Status, and the applicant will need to reapply for medical.
• Re-verification ensures that the information provided by the applicant matches the identity proof and declarations on record.

Step 7: Examination Sections

The medical assessment is divided into five key sections, each focusing on different aspects of the applicant’s health. The examiner works through these sequentially on the eGCA portal:

1. Medical Examination
   • General health check-up including height, weight, blood pressure, heart, lungs, and other vital parameters.
2. Eye Examination
   • Tests for visual acuity, color vision, and depth perception.
   • Essential for pilots and ATCOs where vision accuracy is critical.
3. ENT Examination
   • Assesses the health of the ears, nose, and throat.
   • Ensures hearing ability, balance, and communication are unaffected.
4. Aviation Medicine Examination (optional)
   • Specialized aviation-related checks such as oxygen tolerance, effects of altitude, and response to stress in aviation conditions.
   • Used where needed or for specific cases flagged by DGCA.
5. Medical Examination Opinion
   • The examiner records the final status of the applicant’s fitness:
     • Fit – Cleared for aviation duties.
     • Temporary Unfit – Requires follow-up or re-exam after a set period.
     • Permanent Unfit – Disqualified on medical grounds.

Step 8: Saving Progress and Uploading Reports

During the examination, the eGCA system provides flexibility to both examiners and applicants by allowing applications to be saved as drafts. Save as Draft Feature

• Each section of the examination form (Medical, Eye, ENT, etc.) has a “Save As Draft” button.
• Examiners can save partially filled information, and the application will then be visible in either:
  • the Draft List tab, or
  • the Medical Application List tab.
• This prevents data loss and allows examiners to complete the process step-by-step.

Uploading Investigation Reports

• If an applicant has undergone any specialized medical tests (e.g., blood tests, X-rays, ECG, audiometry, etc.), the results can be uploaded directly under the relevant section.
• The system accepts common file formats (JPG, PNG, PDF, BMP) with size limits, ensuring smooth document submission.
• Specialized opinions from other doctors, if required, can also be attached.

Why this Matters

• For Examiners: They can complete the process gradually and avoid errors.
• For Applicants: It ensures all relevant medical documents are on record, making the assessment transparent.

Step 9: Medical Examination Opinion (Final Submission)

Once all the examination sections have been completed, the examiner provides the final medical opinion.  What the Examiner Does:

• Marks the Application Status as one of the following:
  • Fit – Applicant is medically cleared.
  • Temporary Unfit – Applicant requires further evaluation after some time.
  • Permanent Unfit – Applicant is disqualified on medical grounds.
• Adds Diagnosis (if any), remarks, and professional recommendations.
• Each section also allows recommendations; these are auto-carried into the Medical Examination Opinion screen.
• The examiner clicks Submit to finalize.

 What Happens Next:

• Once submitted, the application moves to the Directorate of Medical Services (Civil Aviation) [DMS(CA)] for review.
• Recommendations and status get displayed in Form CA-35, the official medical assessment form.

Note for Applicants:

• After submission, you cannot modify your application.
• Always ensure that all documents, test reports, and declarations are accurate before this step.

Step 10: Print Preview of Application

Before or after submission, the examiner has the option to preview the entire medical application.

How It Works:

• At the end of the application form, the examiner clicks Preview.
• This displays all applicant details (basic details, medical history, test results, and medical opinion) in a consolidated format.
• The examiner can then:
  • Print – Save the application as a PDF copy for record-keeping.
  • Close – Go back to the form if corrections or further checks are needed.

Why It’s Important

• Ensures transparency by letting both examiner and applicant review the submitted details.
• Prevents errors before final submission to DGCA.
• Acts as a final audit trail for examiners, applicants, and DGCA officers.

Note: The preview option is available both before and after submission for additional flexibility.

Step 11: Viewing Conducted Medical

Once the examiner submits the medical application, it is sent to DGCA for review. However, examiners can still access submitted applications in read-only mode for reference. How to View Conducted Medical

• The examiner navigates to the Medical Applications List tab.
• Switches to Other under the filter option (instead of “Examination To Be Conducted”).
• This displays a list of applications that have already been conducted and submitted.
• By clicking View, the examiner can open the application in read-only format.

Application Statuses You May See

• Approved – Declared Fit by DGCA.
• Declared Temporary Unfit – DGCA has temporarily withheld clearance until further examination.
• Declared Permanent Unfit – DGCA has permanently disqualified the applicant on medical grounds.
• Pending – Application is still under review with DGCA.
• Rejected – Application rejected due to incomplete information or discrepancies.

Why This Matters

• Provides examiners with a clear record of completed medicals.
• Allows DGCA to maintain transparency in decision-making.
• Ensures applicants can track their case progression consistently.

 

Step 12: Viewing CA-35 and Final Medical Assessment

Once the examiner has submitted the application and DGCA has reviewed it, the final outcome of the medical assessment is generated. How to Access It

• The examiner (and applicant) can go to the Medical Applications List tab and switch to Other to see completed cases.
• By clicking View, the application opens in read-only mode.
• Under the Medical Examination Opinion section, the final decision is displayed.

 Types of Outcomes

• Fit – Applicants can download the official Medical Certificate (CA-35).
• Temporary Unfit – Applicants placed in the Temporary Unfit category may, depending on the circumstances, need to complete further medical tests and submit a fresh application after the prescribed period.
• Permanent Unfit – Applicant receives an Unfitness Letter, disqualifying them on medical grounds.
• Pending – Still under DGCA review.

Why This Step Matters

• For Applicants – This is the official outcome of your medical clearance, a prerequisite for license issuance or renewal.
• For Examiners – Provides a clear closure to the assessment process.
• For DGCA – Ensures all cases are formally documented and traceable.

Conduct of Medical Examination by DGCA Empanelled Examiner 

Roles and Responsibilities in the DGCA Medical Examination

The DGCA medical assessment process involves three main stakeholders, each with specific responsibilities to ensure the process is smooth, transparent, and compliant with aviation safety standards.

Pilot (Applicant)

• Submits a request for medical assessment to the Directorate of Medical Services (DMS).
• Visits medical centers or empanelled examiners to undergo the medical examination.

Medical Center / Examiner

• Views medical applications submitted by applicants.
• Verifies applicant details and cross-checks ID proof against the system.
• Conducts and completes the medical examination, including all required sections (General, Eye, ENT, Aviation Medicine if applicable).
• Issues the medical certificate after successful examination, subject to DGCA’s final review.

Medical Assessor (DGCA Official)

• Reviews medical applications submitted by examiners.
• Completes the final medical request validation.
• Renews or denies the medical assessment based on the results and supporting evidence.

Why these roles matter:

• The Pilot initiates and participates actively in the process.
• The Medical Examiner/Center ensures accurate, honest, and complete reporting.
• The DGCA Medical Assessor ensures uniformity and compliance across all applications, making the final call.

Validation and Business Rules for DGCA Medical Applications

To maintain standardization and transparency, DGCA has defined a set of validation and business rules for medical examinations. Both examiners and applicants must comply with these to ensure smooth processing.

 Key Rules:

1. Search Restrictions
   • An examiner can search the e-application using the eGCA ID or eApplication ID.
   • Only one search is allowed at a time.
2. Rotation of Examiners
   • An examiner cannot examine the same pilot consecutively.
   • For example, if Examiner A conducts the assessment this year, they cannot re-examine the same pilot for the next two years.
   • The same examiner is only allowed again in the fourth year.
3. Validity of e-Application ID
   • An e-application ID is valid for 30 days from the date of submission.
   • If the medical assessment is not completed within this time, the application is auto-rejected.
4. Revalidation Rules
   • If an applicant revalidates their application a day or more before the appointment, the system will prompt: “Applicant has revalidated earlier, please revalidate again on the day of medical.”
   • Applicants must revalidate on the actual day of examination for it to be accepted.
5. Medical Parameter Alerts
   • If any medical parameters are outside the specified range, the field is highlighted in red.
   • Examiners marking a parameter as abnormal must also highlight it in red for DGCA’s review.

Support and Assistance

If applicants or examiners face difficulties while using the eGCA portal or during the medical application process, DGCA provides dedicated support. Helpline Contact Details

• Toll-Free Number: 1800-11-3422
• Email: egcasupport@dgca.nic.in

Raise a Support Request

• Users can log into the eGCA portal and navigate to the Support Request section.
• This allows applicants and examiners to raise technical or process-related queries directly through the system.

DGCA ensures that both applicants and examiners have the necessary assistance, making the entire medical assessment process smoother and more reliable. Troubleshoot options

• In case of network loss or application taking too much time to load, then “Refresh” the application.
• At the time of “Search”, the Application ID or eGCAID should not contain space.
• If the DMS(CA)/Medical Assessor wants some re-examination for a particular section(Medical/Eye/ENT/Aviation Medicine), they will “Send Back” to the examiner. 

  Examiner can find that applications under “Examination to be Conducted” section and only the particular section would be available to edit.   Suggestion URL: Process for Pilot to Apply for Issuance of Class 2 Medical Assessment