Medical Flight Booking Checklist

Patient identity and movement needs

These details help identify the patient, confirm loading requirements, and prevent avoidable changes later in planning.

• Full legal nameUse the name shown on identification and facility records.
• Date of birthNeeded to match records and provider documentation.
• Current height and weightApproximate information can start the request, but the provider may require confirmation.
• Current mobilityWalking, wheelchair, stretcher, bed-confined, or assistance needed for transfers.
• Positioning restrictionsAny provider-documented need to remain flat, elevated, immobilized, or positioned in a specific way.
• Identification or passport statusEspecially important for an international itinerary.

Current clinical information

The prospective transport provider uses current information to decide whether it can accept the patient and what medical personnel, equipment, medications, and precautions are required. The treating team should supply or confirm these details.

• Diagnosis or reason for transportA concise current description, not a self-diagnosis.
• Current condition and recent changesInclude any material change while planning is underway.
• Airway and breathing supportOxygen delivery, ventilator, tracheostomy, suction, or other current support.
• Monitoring in useWhat the treating team is monitoring now and any transport recommendation.
• Lines, drains, pumps, or devicesList devices that must remain in place during transfer.
• Current medications and infusionsUse the current facility medication record when requested.
• Infection or isolation precautionsShare any active precautions identified by the treating facility.
• Treating clinician or nurse contactA person who can answer current clinical questions.

Records that may be requested

Requirements vary by provider and patient. A clinical reviewer may request a face sheet, recent physician or nursing note, history and physical, medication administration record, recent vital signs, relevant test results, transfer summary, or other documents needed to understand the present condition. Send only what the provider requests through its approved process.

Origin and pickup information

• Facility or pickup locationFull name, street address, city, state or region, and country.
• Unit, floor, room, or pickup pointInclude access instructions if the patient is at a residence.
• Sending contactCase manager, discharge planner, nurse, physician, or other operational contact.
• Discharge or release statusConfirm what the sending facility still requires before the patient can leave.
• Ground ambulance requirementConfirm whether the proposal includes pickup from the exact location.
• Access limitationsStairs, elevators, gated access, bariatric movement needs, or other site constraints.

Destination and receiving acceptance

• Receiving locationFull facility or residence name and address.
• Hospital acceptance statusConfirm whether the receiving physician and facility have accepted the patient when admission is required.
• Receiving contactPhysician, transfer center, unit, admissions contact, or responsible person at a residence.
• Bed or unit statusNote whether a specific unit or bed assignment is known and who will reconfirm it.
• Arrival ground ambulanceConfirm the exact endpoint covered after the aircraft lands.
• Delivery accessEntrance, stairs, elevator, receiving desk, after-hours process, or equipment needed at destination.

Timing, decision-maker, and payment contacts

• Requested date or windowState whether timing is clinically time-sensitive, scheduled, or flexible.
• Condition-change contactWho should be called if the patient's condition changes before departure.
• Primary family or customer contactName, phone, email, relationship, and time zone.
• Authorized decision-makerIdentify who can approve the transport and sign required agreements.
• Payment or payer contactSelf-pay contact, insurer, assistance company, hospital, or other authorizing organization.
• Companion requestState whether a family member or other companion hopes to travel. Approval depends on the aircraft, patient, crew, payload, and provider policy.

What to check in the written proposal

Do not treat a price sent by text or phone as a complete itinerary. Review the written scope and ask for clarification where responsibility is unclear.

• Named aircraft operatorLegal operator name, aircraft type, and operational-control disclosure.
• Medical provider and planClinical acceptance status, crew roles, and relevant equipment.
• Route and aircraft assumptionsAirports, expected stops, and material conditions behind the schedule.
• Ground segmentsPickup and delivery endpoints plus the providers or coordinator responsible.
• Price inclusions and possible additionsWhat is covered, what is excluded, and what circumstances could change the amount.
• Payment, cancellation, and change termsRead the applicable agreement before authorization.
• Update contactKnow who provides status updates and how to report a patient or itinerary change.
• Final handoff planConfirm who receives the patient and clinical report at the destination.

For a detailed side-by-side review, use What Is Included in an Air Ambulance Quote?

What you do not need before the first call

You do not need to choose an aircraft, decide the medical crew, locate the nearest airport, or interpret aviation rules. Those decisions belong to the prospective medical transport provider and aircraft operator. You also do not need to wait until every record is assembled. Start with the four basic items at the top of this page and identify who can provide the rest.

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