Chaperone Policy 

Scope:
This policy applies to all medical examinations and assessments conducted within this Aviation Medical Examiner (AME) practice, including Class 1, Class 2, LAPL, and Cabin Crew medicals, and associated follow-up or specialist reviews.

Policy Statement

This practice is committed to maintaining the highest standards of safety, dignity, and professionalism for pilots, aircrew, ATCOs, and other aviation personnel.

In line with GMC guidance on intimate examinations and chaperones, a chaperone will always be offered when an intimate or sensitive examination is required.

A chaperone may also be present as part of standard AME operating procedures, even where the examination is not intimate, to ensure transparency, professionalism, and protection for both the patient and the examiner.

Definition of a Chaperone

A chaperone is a trained member of staff who has received instruction on their role, including:

• Supporting patient dignity and comfort
• Observing the examination impartially
• Raising concerns where necessary
• Documenting attendance appropriately

Only trained staff may act as formal chaperones. A friend or family member may accompany a patient but does not replace a trained chaperone.

Patient Rights & Consent

Patients have the right to:

• Accept or decline a chaperone
• Request a chaperone at any time
• Request a chaperone of a preferred gender (accommodated where feasible)
• Pause or stop the examination at any time

If a chaperone is declined, this will not affect the patient's medical assessment or certification process.

Documentation Requirements

For any examination where a chaperone is offered or present, documentation must include:

Requirement                                                                             Action

Offer of chaperone                                                                   Recorded in medical record (accepted/declined)

If present                                                                                      Name and role of chaperone recorded

If declined                                                                                    Statement noting chaperone offer and patient refusal

Concerns raised                                                                         Document and escalate per safeguarding/professional guidance

Where a chaperone is considered clinically or professionally necessary and the patient declines, the AME may defer or reschedule examination unless immediate completion is essential.

Procedure

1. Explain the examination and why a chaperone is being offered
2. Offer a chaperone before the examination begins
3. Document acceptance or refusal
4. Ensure the chaperone:
   • Stands in a position to safely and appropriately observe
   • Remains present until the examination concludes
5. Record attendance and any relevant observations

Training & Governance

• Chaperones must be trained in their role and understand boundaries, safeguarding duties, and confidentiality
• Posters/website statements inform patients of this policy
• Policy reviewed annually or following updates in CAA or GMC guidance

References

• GMC: Intimate Examinations and Chaperones
• UK Civil Aviation Authority medical standards
• Circle Health Group Safeguarding statement
• GMC Information Governance and Confidentiality Standards
• CAA Safeguarding Procedure & Policy

Verification

This document forms part of the clinic’s compliance framework and is available for review by:

• Civil Aviation Authority (CAA)
• General Medical Council (GMC)
• Circle Health Group governance (where applicable)
• Internal or external auditors