As we understand the process today, each agency holds part of the picture and a charter is arranged one call at a time. Please correct us where it differs.

Families cannot check progress between calls

No shared record of who agreed to what, and when

No measure of how long each step takes

Family

Calls Samoa Airways, then waits for call backs with no way to check progress.

Samoa Airways

Must confirm funding, airport readiness and an ambulance before the aircraft leaves Maota.

Ministry of Health

Decides on funding and the medical escort from the details passed on to it by phone.

Airport Authority and ambulance crews

Need notice to open the airport, light the runway or meet the aircraft with an ambulance.

Families use a public website or WhatsApp. Each agency signs in to its own dashboard, and all of them work on the same charter record.

Families

Request a flight in five short steps and follow it on a tracking page. No account or login needed.

Samoa Airways

Three roles: admin, dispatcher, viewer. Confirms or rejects, assigns aircraft, records delays and landings.

Ministry of Health

Authorises, declines or asks for information. Starts charters itself, already authorised. Sets escort and equipment.

Airport Authority

Sees flights only for its assigned airports. Confirms readiness. Gets handling needs, not diagnosis, notes or contacts.

Ground transport

Covers pickups on Savai'i, transfers on Upolu, or both. Tracks each ambulance leg in nine steps.

Translator

Sees only the Translations screen, where the Samoan text for the public pages and WhatsApp messages is written.

01

The family sends a request

Web form or WhatsApp. Reference MC-M888MM comes back, short enough to read out by phone.

02

Samoa Airways and the Ministry respond

Samoa Airways acknowledges. If the Ministry is paying, it authorises, declines or asks a question.

03

Confirmation alerts the other agencies

When Samoa Airways confirms, both airports get a notice and ambulance legs are requested if needed.

04

Everyone gets ready

Samoa Airways sets the aircraft and times. Each airport confirms it is ready. Crews assign an ambulance.

05

Flight and handover

Departure, landing and hospital handover go on the shared timeline. The family follows each step on this tracking page.

Sample data; figures are illustrative.

Public site at samoamedair.dev

The red button opens the form. The "within 30 minutes" line is draft wording for Samoa Airways to confirm.

Five short steps

Patient, condition, contacts, flight and payment, then a review. Each step is checked before moving on.

Same questions on WhatsApp

A chat with buttons and lists asks the same questions and sends status updates back to the family.

Track without logging in

The reference opens a status page showing the patient's first name and each step reached.

Language switch on every page

Built into every public page. The Samoan text is still to be written in the app by a native speaker.

Samoa Airways: a new critical request

Four agency checkpoints, route and fare, with Acknowledge, Cancel, Forward and Print. This sample is a private charter, so the Ministry has no step.

Ministry of Health: a request awaiting it

Authorise, ask for information, decline with a reason, or mark as a private charter. The Ministry can also start a charter itself.

Sample data; figures are illustrative. Two different sample requests; names are fictitious.

01

Notice when Samoa Airways confirms

Both airports see the flight on their dashboard. An email follows once a mail server is connected.

02

Acknowledge, then confirm ready

Each airport has its own card. Each step records the time and the name of the staff member.

03

Assistance suggested from the case

Stretcher loading, wheelchair, and night opening with runway lighting before 6 am or after 6 pm. Fire cover is ticked by hand.

04

Report an issue

A short note, such as runway lights out of service, goes to Samoa Airways, the Ministry and ground transport.

Airport Authority: flights to act on

Route, patient initials, handling needs and escort type. No diagnosis, medical notes or contacts.

Sample data; figures are illustrative.

Ground transport: one card per island

Sample data; figures are illustrative. Pickup on Savai'i and transfer on Upolu, each with its own progress bar, ambulance and crew.

Scoped to an island

Accounts cover pickups on Savai'i, transfers on Upolu, or both.

Requested on confirmation

If the patient is on a stretcher, cannot walk or is under care, legs are requested when Samoa Airways confirms.

Nine steps per leg

Requested, acknowledged, ambulance assigned, ready, dispatched, at pickup, on board, arrived, completed.

No payment details

Crews see the patient, condition and contacts they need. Fares and payment are removed.

Reports: charter timeline by agency

Sample data; figures are illustrative. The bar is the median time from request; the line shows 9 in 10 charters.

Find the slow step

Each checkpoint names the agency that owns it, so a delay can be traced to one desk.

Request to landing

Completed charters in half-hour bands. In the sample, 78% landed within two hours of the request.

Monthly summary in WS$

Requests, response times, charter value and the Ministry-funded share, month by month.

Weekly demand and CSV export

Requests per week by urgency, and every request in the period as a spreadsheet.

The server removes hidden fields before sending, so they never reach the agency's browser or email.

These parts run today in demo mode with sample cases at samoamedair.dev. The newer report charts on slide 9 are on our latest build only.

Family form, case reference and tracking page

All four agency dashboards and the shared timeline

Reports, CSV export, users and activity log

WhatsApp chat, in a simulator

Email: not connected

Each email is saved to a file instead of sent. Needs a mail server and each agency's address list.

WhatsApp: not connected

Needs a Samoa Airways WhatsApp Business number and an approved template for later updates.

Samoan text: not written

The switch and translation screen work. A native speaker needs to write and review the text.

Hosting: demonstration set-up

Before real patients: demo mode off, unique secrets, backups, a security review and named accounts.

01

Immediately

Agree and configure

Name a lead at each agency

Agree consent, data owner, retention and hosting with the Ministry

Agree night cover and how unanswered alerts escalate

Set fares, phone numbers, alert email lists and named accounts

02

Weeks 2 to 4

Connect and prepare

Connect email and the Samoa Airways WhatsApp number

Write and review the Samoan text

Hosting, backups, unique secrets, demo off, CSV for named staff only

Update the public demo, security review, train each desk

03

From month 2

Live pilot and review

Real requests from Savai'i, with the phone process kept as backup

Monthly report to the Ministry and Samoa Airways

Go or no-go at three months against the targets agreed in phase 1

What we ask

Named leads at the Ministry, Samoa Airways, the Airport Authority and each island's ambulance service. Ministry decisions on consent, data and hosting. Current yearly charter numbers and response times as a baseline. Pilot targets agreed together.

What does the pilot cost?

Indicative costs are set out in the written proposal: a one-off set-up and training fee, then monthly hosting and support.

Costs outside our fee

WhatsApp needs Meta business verification; Meta charges for some messages. Mail servers bill separately.

Where the data is held

One container and one data folder, so it can be hosted in Samoa or with a cloud provider. The Ministry chooses.

Who owns the data, and exit

We propose the Ministry owns it. Records are plain JSON files with a CSV export, so all of it can be handed over.

Third parties that see data

The host, the mail provider and Meta for WhatsApp. Emails to Samoa Airways and the Ministry include medical details.

Who staff call for help

We propose a named support contact during the pilot, with out-of-hours cover agreed in writing before go-live.