Clinical Medical Clearance, Built for Group Travel
A secure, clinician-led platform that takes school groups, youth expeditions and corporate travellers from medical declaration to a clear fit-to-travel decision — with safeguarding and duty of care built in.
From medical form to clearance decision — in one place
Collecting medical information for a trip is only half the job. The hard part is reviewing it properly, spotting the person who needs a plan, escalating a safeguarding concern the moment it appears, and being able to prove — later — that you did. The Medical Clearance Portal handles that whole chain.
Parents and guardians complete a structured medical declaration online. Every response is automatically risk-screened and sorted into a clinical review queue, where a clinician can see exactly who is stable, who needs a closer look, and who requires action before travel.
The result is a documented, defensible clearance process that stands up to the expectations of BS 8848, ISO 21101 and ISO 31030 — and, more importantly, keeps young people and travellers safe.
What the portal does
A complete clearance workflow, not just a form.
Structured Medical Declarations
Parents, guardians and travellers complete a guided online health declaration covering conditions, medication, allergies, mental health and mobility — no paper forms, no chasing.
Automatic Risk Screening
Every submission is screened against 32 conditions and sorted as Stable or Higher-Risk, so clinical time goes where it is actually needed.
Clinician Review Queue
A dedicated review workspace with Red/Amber/Green flags, action plans and generated clearance reports — ending in a clear Green (approve) or Red (hold) decision.
Safeguarding Alerts
Indicators such as self-harm, suicidal ideation or abuse trigger a non-negotiable, legally-framed protocol with tracked actions — nothing gets missed or quietly closed.
Trip-Based Organisation
Participants are grouped by trip, with live clearance progress per expedition so trip leaders always know who is cleared and who is outstanding.
Multi-Client & White-Label
Run multiple organisations from one admin suite with configurable questions, templates, invite codes, users and a full audit log — ready to offer under your own brand.
How it works
Invite
Trip is created and participants are invited by secure code. Parents, guardians and travellers get access to complete their declaration.
Declare
A structured, guided medical declaration is completed online — clear questions, no ambiguity, fully consented.
Screen
The portal risk-screens every response automatically and routes it into the clinical review queue as Stable or Higher-Risk.
Review
A clinician reviews flagged cases, builds action plans where needed, and handles any safeguarding alert under a tracked protocol.
Clear
A clear Green or Red fit-to-travel decision is recorded, with a generated report and a full audit trail for duty-of-care evidence.
Security and compliance at the core
Medical information is among the most sensitive data an organisation can hold. The portal is built around that reality: explicit consent, role-based access, a complete audit trail and a secure document vault. It is designed to meet GDPR and the Australian Privacy Act 1988, and to give you the documented evidence that duty-of-care obligations under BS 8848, ISO 21101 and ISO 31030 increasingly demand.
- Explicit, recorded consent for every declaration
- Role-based access — clinicians, staff and admins see only what they should
- Full audit log of every view, edit and decision
- Secure document vault and Microsoft 365 single sign-on for staff
Aligned with the standards that matter
The clearance process maps directly onto participant-fitness, informed-consent and emergency-planning expectations across the leading travel-safety standards.
Participant fitness assessment, informed consent and emergency medical planning for overseas ventures.
Systematic health risk screening within an adventure-tourism safety management system.
Traveller health as a managed category within organisational travel risk management and duty of care.
See the Medical Clearance Portal in action
Explore the live portal, or get in touch for a walkthrough tailored to your trips, travellers or organisation.