Flight Communications Specialist

Vanderbilt University Medical Center•Nashville, TN

About The Position

The Flight Communications Specialist works in Vanderbilt LifeFlight’s 24-hour Flight Communications Center. The role notifies pilots and flight teams when transports are requested, follows aircraft during helicopter and/or fixed-wing missions, and coordinates communications among flight crews, hospitals, scene locations, hangars, and other agencies. The specialist assesses and prioritizes transport requests, relays pertinent operational information, and maintains safety as a priority while adapting to a rapidly changing, high-pressure environment and managing multiple tasks. The position works 12-hour shifts, either 6 a.m.–6 p.m. or 6 p.m.–6 a.m.; schedules may vary according to staffing needs. The specialist documents flight and patient-transport information, coordinates transport details and transfer-center activity, maintains databases and reports, and follows applicable FAA Part 135 and Vanderbilt LifeFlight policies and procedures.

Requirements

High school diploma or GED.
Less than one year of experience level stated.
Certified Flight Communicator - CommLink certification.
Emergency Medical Technicians Basic licensure.

Responsibilities

Monitor cameras at air medical bases and the VUH and Monroe Carell Jr. helipads.
Monitor flight routes, weather, estimated time en route, maps, and scene locations by longitude and latitude.
Prioritize and share accurate, pertinent information, including wind advisories and helipad triage, with appropriate teams while prioritizing crew and aircraft safety.
Communicate with flight crews by radio to follow aircraft progress and position.
Document flight communications and transport information accurately in dispatching software and network databases.
Notify involved agencies and coordinate air transports.
Contact other flight services when aircraft are unavailable and coordinate transports when other flight services bring patients.
Answer incoming calls using a multi-line telephone system and communicate using radio systems.
Perform flight-following procedures for all aircraft during missions according to FAA and Vanderbilt LifeFlight policies.
Document detailed medical information about patient condition and transport activity as a legal record.
Coordinate medical transport details with aviation, medical, and communications departments, requesting agencies, and other appropriate resources.
Maintain working knowledge of applicable FAA Part 135 rules and regulations and comply with current policies and procedures.
Notify administration personnel or appropriate agencies about incidents, accidents, or emergencies according to established procedures.
Educate callers about air medical transport services, including aircraft, medical crew, and ground ambulance arrangements.
Assist Coding & Billing with account follow-up as needed.
Receive transfer-center support requests, identify receiving hospitals and accepting physicians, and coordinate transfer-center transports.
Maintain statistical databases and spreadsheets for month-end reporting, business development review, and marketing analysis.
Provide courteous customer service, remain calm under pressure, think clearly and logically, and make problem-solving decisions based on available information.