An EMS helipad and the associated flightpaths are an asset of the hospital and as such, procedures and practices need to be developed by the hospital to ensure the helipad asset is maintained and operated in a manner that ensures its continued safety and availability.
Details of the helipad facility and operating procedures need to be documented in a Helipad Operations Manual. The document is to be prepared in consultation with and approved by the Manager, AAV.
The hospital also needs to appoint a Helipad Manager to be responsible for the continuing safe operation and maintenance of the helipad.
Management of the helipad is required regardless of whether the helipad is located on or off the hospital site.
Responsibility for the management and care of the helipad and associated flightpaths needs to be assigned to a Helipad Manager who should ensure the facility is suitable for helicopter use. The Helipad Manager should also be the contact person for the municipal planning authority or owner of a helipad site (for activities such as maintenance) where the helipad is located outside the hospital site.
The Helipad Manager would also liaise with the Manager, AAV concerning the use and availability of the helipad.
As set out in Appendix A the Helipad Operations Manual should record details of:
• the helipad facility and of the flightpaths
• normal operating procedures
• security
• emergency procedures
• staff training programs
• maintenance practices.
A particularly important part of normal operating procedures is the development of a communications protocol and the training of staff in this regard.
Helipads at hospitals should be inspected daily to ensure the facilities are operational and suitable for use by air ambulance helicopters.
Both on and offsite helipads need to be inspected before each helicopter landing to ensure the facility is available and ready for the inbound helicopter.
Any interruption to the availability of the helipad needs to be notified in accordance with the procedures contained in the Helipad Operations Manual.
When it is known in advance that works or events will affect the availability of the helipad consideration should be given to alternate arrangements that will minimize the effects on the helipad availability.
A detailed survey should be undertaken annually to monitor the presence of obstacles and identify changes such as tree growth within the flightpath envelopes.
The survey results should be presented in a suitable format and include details of the location and relative height of the obstacle. The report should be supplemented by photographs of the obstacles taken from the survey point on the helipad.
The results of the detailed survey should be recorded in the Operations Manual and compared to the previous survey details. Any significant changes to the height of existing obstacles or the presence of new obstacles should be reported to the Manager, AAV.
Consideration should be given to establishing and promulgating a Conditions of Use document for the helipad. The landowner of properties on which the helipad is located should address potential issues such as public liability, professional indemnity and access.
The Helipad Operations Manual should be established and maintained by the Helipad Manager in consultation with and approved by the Manager, AAV.
The manual will need to be reviewed annually and is to include details of the following procedures and practices.
Details of the distribution of the Manual, the control and recording of amendments, contact names and numbers.
The Manual is to include:
• General reference to the operation of the helipad and if necessary any disclaimers or restrictions relating to the availability or use of the helipad.
• Details of authorized users and procedures to follow when applying for permission to use.
Operational details of the helipad including:
• Location
• Latitude and longitude including the WGS84 grid
• Description and dimensions of the facilities; markings, lighting, and wind indicator
• Operational weight limits if applicable
• Access and egress details under normal and emergency conditions
• Operational restrictions such as use of Nightsun lights and “avoid” areas
• Communications frequencies
• Adjacent airspace restrictions and preferred operating directions
• Details of flightpaths and obstacles within flightpaths, including magnetic bearing, distance and height above the helipad for all significant obstacles
• Photographs from the helipad LLA and from the approaches are recommended to assist easy identification of obstacles.
Normal operating procedures should be described and include consideration of:
• Serviceability inspection of wind indicators and lights
• Staff details and responsibilities
• Procedures for notifying and responding to an arriving helicopter
• Communications between hospital and helicopter and hospital and ambulance control, including radio operating procedures and phraseology
• Helipad ground access control including inspection and securing helipad before helicopter arrives, procedures during start-up of the helicopter and inspection of helipad after departure
• Records of helipad use including purpose, frequency and duration
• Loading and unloading procedures, including safety of personnel and equipment within helipad boundary
• Procedures for hot unloading (rotors turning).
The Emergency Procedures section of the manual should document the following information:
• Definition of emergency situations
• Notification procedures in the event of an emergency
• Response procedures in the event of an emergency
• Rescue guidelines
• Fire fighting guidelines
• Accident site security procedures
• Helipad evacuation plans and routes
• Coordination arrangements with other hospital emergency plans
• Personnel accounting procedures
• Emergency contacts list.
Details of the training programs for hospital staff in normal and emergency procedures including:
• Safety around helicopters and the control of public in the vicinity
• Safety briefings for hospital personnel
• Procedures to review safety measures and practices
• Training programs for new staff
• Currency training for experienced staff
• Accreditation of staff for helipad operations
• Fire fighting and evacuation drills and training.
Procedures and practices to ensure the continuing availability of the helipad, including:
• Inspection and reporting procedures
• Notification to AAV in the event of the helipad not being available
• Standard markings
• Non-serviceability markings
• Details of suppliers for equipment and spares
• Details of annual approach surveys and helipad condition reports.
The Helipad Operations Manual should be established and maintained by the Helipad Manager in consultation with and approved by the Manager, AAV.
The manual will need to be reviewed annually and is to include details of the following procedures and practices.