Aviation Medical Examiner EHR and AI Medical Billing Software

Aerospace medicine physicians examine pilots and aircrew for fitness to fly. XEHR keeps exams, history and self-pay billing organised.

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Chart · Office visit

Lastname, Firstname M. Sample patient · DOB 01/01/1980 · Commercial

Eligible

BP128/82

HR72

BMI26.4

Temp98.6

Progress noteAI Scribe draft

Second-class pilot medical certificate renewal.

Z02.79 Encounter for issue of other medical certificate

ReviewSign note

Diagnosis carried to the claimZ02.79

THE HARD PARTS

What makes aviation medical examiner billing hard

Exams paid by the pilot

Certification exams are not covered by health insurance, so fees must be recorded and collected directly.

Conditions that need reports

Pilots with certain conditions need follow-up reports by set dates to keep their certificate.

Thorough documentation

Exams must be documented completely, because the certification decision depends on them.

WHERE THE WORK HAPPENS

How aviation medical examiner care is delivered and billed

Aerospace medicine physicians work for airlines, the military and as aviation medical examiners in private practice. Certification exams are self-pay; treatment of conditions is billed to health insurance.

What payers check on aviation medical examiner claims

Certification exams are generally not covered by health insurance.
Certification is filed in the regulator’s system.
Treatment of conditions may be billed to health insurance.
Administrative exam codes describe the encounter.
Records must support the certification decision.

Common aviation medical examiner diagnoses ICD-10-CM

Z02.79	Encounter for issue of other medical certificate
Z02.89	Encounter for other administrative examinations
H52.13	Myopia, bilateral
G47.33	Obstructive sleep apnea (adult) (pediatric)
I10	Essential (primary) hypertension

Examples only. The provider chooses the code that matches the documented diagnosis, and XEHR checks it against the note and the payer's rules before the claim goes out.

A VISIT ON XEHR

An aviation medical examiner visit, start to payment

1
Collect history

Medical history and medicines are reviewed and recorded.
2
Examine and test

Vision, hearing and the physical exam are documented.
3
Decide and report

The outcome and any follow-up requirements are recorded.
4
Collect the fee

The self-pay fee is recorded; treatment of conditions is billed to insurance.

How XEHR helps

From the aviation medical examiner visit to the payment

Self-pay fees recordedExam fees are recorded and collected separately from insurance billing.
Due dates trackedFollow-up reports and their due dates are tracked on the record.
Structured examsExam findings are captured in structured templates.
AI that waits for youThe AI drafts notes and prepares claims; your providers sign and your billers approve.

Claim · CMS-1500

Sample claimLastname, Firstname M. · DOS 03/04/2026

Scrub passed

Scrubbed
Submitted
Accepted
Paid

Service	Dx	Units	Charge
Office visit	E11.9	1	145.00
A1c test	E11.9	1	28.00
Total			173.00

ERA postedPayment applied, no re-keying

Agentic AI for aviation medical examiner

AI medical billing for aviation medical examiner practices

XEHR is an agentic EHR: AI agents do the administrative work around every aviation medical examiner visit, and your team approves what matters. How agentic AI works

Before the claim leaves

The claim-check agent looks for

Certification exams are generally not covered by health insurance.
Certification is filed in the regulator’s system.
Treatment of conditions may be billed to health insurance.
Administrative exam codes describe the encounter.

Around the visit

Agents run on their own

Coverage checked before each aviation medical examiner visit
The visit note drafted for the provider to sign
Insurance payments matched and posted
Open claims tracked, denials read and appeals drafted

People decide

Your team stays in charge

Providers sign every note
Billers approve every claim and appeal
Staff submit prior authorizations
Any check can be overridden, with a reason

BUYER'S GUIDE

Questions to ask before you choose an aviation medical examiner EHR

Ask every vendor, including us. The answers show whether a system was built for aviation medical examiner work or only adapted to it.

Ask us on a demo

Can self-pay exam fees be recorded?
Are follow-up reports and due dates tracked?
Are exams documented in structured templates?
Can treatment of conditions be billed to insurance?
Are records access-controlled?

QUESTIONS

Aviation Medical Examiner practices ask us

Does XEHR support aviation medical exams?

Yes. Exams are documented and fees recorded.

Can follow-up reports be tracked?

Yes. Due dates and reports are tracked.

Does XEHR replace the FAA’s system?

No. Certification is filed in the FAA’s system; XEHR keeps the physician’s records and billing.

Is self-pay billing supported?

Yes. Fees are collected and recorded.

Does XEHR support airline medical departments?

Yes. Exams and follow-up are documented.

Can XEHR track special issuance conditions?

Yes. Reports and due dates are tracked.

Can vision and hearing tests be recorded?

Yes. Results are documented.

How much does XEHR cost for an aviation medical examiner practice?

Pricing is published: $189 per provider per month for the Clinical plan, $449 per provider per month for the Practice Suite with billing, or 2.5% of collections for RCM as a Service. Month-to-month, with a BAA on every plan. See pricing.

How long does it take an aviation medical examiner practice to go live?

Small practices are usually live in 2 to 4 weeks, including setup, data migration and training. We agree the plan with you before you sign.

Related specialties

See all specialties

See XEHR set up for aviation medical examiner

A 30-minute walkthrough on a live test environment, with your specialty's templates and billing.

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