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   AME-MRO DataBase ®    
By Airman Medical Service Co., Inc.

Pilot Medical Reminder Notices

We offer two Pilot Medical Reminder Notice Services:

  1. The Turnkey service described below, and
  2. An Automated Internet service.

The Airman Directory contains the following useful information:

  • Airman Type (Pilot, CFI, CTO, Mechanic, etc.
    (This System will deal only with Pilots & CTOs)
  • Airman's mailing address in the standard form.
  • We have added County name and code data to the file. *
  • Medical Certificate Class (1st, 2nd or 3rd).
  • Date of last Exam and the expiration date for the class.

With this information, we can determine pilots with 3rd class medicals who are over 40 years old and tell when a 1st class Medical Certificate will lapse to 2nd class.

The first step is to define your Domain for the selection of Pilot records: Class of Medical Certificates and Market Geography. You can select any or all Medical Certificate classes. Then you can create a Market Territory in any of several ways:

  1. Whole states; makes since in RI or DC, not in CA or TX
  2. List of one or more counties
  3. One or more 3-digit Zip Code prefixes **
  4. 5-digit Zip Code range; e.g. 80201 to 80255
  5. Lits of 5-digit Zip Codes

Numbers 2 & 3 above are the easiest, however, may get an area larger than you want, leaving Numbers 4 or 5 as alternatives.

You can adjust your territory and selection criteria at six-month intervals. The cost for the first six-month period is based on a calculation of Medical Certification expirations in your territory.

Medical Certificate expirations will vary from month-to-month within any given territory definition. The variation is typically seasonal with the greatest number in the spring and early summer and the least in Nov., Dec. and Jan. Seasonal variation is more pronounced in the northern states than in the "Sun Belt".

The next step is to provide us with brief message and description of your practice. We then, print a quantity of Post Cards with your Name, Address, Phone No. and customized message sufficient to meet your six-month mailing requirement.

Between the 20th and 25th of each month we:

  1. Select the Pilot's from your territory whose Medical Class and date of last Exam indicate that they will require a medical examination during the next month.
  2. Print the Pilot Names and Addresses on your cards.
  3. Apply the First Class postage.
  4. Take the cards to the Post Office by the 30th of the month.
  5. Send you a list of the Pilots who will receive your cards.

During the 5th month of your subscription, your will receive a Renewal Notice showing the exact number of card mailed, with a debit or credit to your account depending on the original estimate, and an estimate for the next six-month period.

The cost of this service is only 60 cents per card; paid every six months (See How to Subscribe for details)

We offer an alternative Automated Internet Service where you get the pilot data from us and print the labels in your office. (See Automated Internet Service)

Which service to use?? The decision criteria is relatively easy. The benefit of the Turnkey Service is; you stay in the Medical Business and we do all of the List Management and mailing work. At 60 cents per card and a nominal cost of $60 per Exam (usually more), a 1% response is break even. If you are well located and not over priced, our experience (12 years at over 15,000 cards per month) is on the order of a 3 to 4% response. It works !!

If, however, you have available staff to do 3 to 5 hours work each month with no incremental cost or the need (desire) to use a unique or specialized mailing piece (personalized letter or large Flyer), then the Automated Internet Service is clearly the answer.

* The County data is necessarily imperfect since the Zip Code and County boundaries do not match. Typically, there are multiple Zip Codes within a county. However, in the worst case there is a Zip Code in TN that contains 6 counties and there is one in New England that crosses a state line. In most cases, the imperfection is trivial. However, in rare cases you may send reminders to a pilot on the "near edge" of an adjacent county.

** Zip Codes have several parts: PPPSS-4444 xx. Zip 4 has been around for a while and typically (but not always) relates to a specific carrier's route. The "delivery point" (xx) is only included in the Bar Code. We can ignore these two elements. The PPPSS, 5-digit code is of interest. The PPP represents a contiguous geographic area which can be divided into up to 100 desecrate 5-digit Zip Codes. A quasi exception is the "donut" PPP, where a growing city is "cored" by inserting a new PPP at the city center, leaving the original PPP as a donut around the city center. In many cases, one or more PPPs are an ideal way to define a territory.

Airman Medical Service Co., Inc.

Phone: (800) 888-3575; E-Mail:

 AME-MRO DataBase is a registered trademark of Airman Medical Service Co.,
Copyright 1997 - 2000. Airman Medical Service Co., Inc. All Rights Reserved.