In the midst of a medical crisis, when a doctor tells you your loved one needs an air ambulance transfer, your mind likely races in a dozen directions at once. Questions flood in: What do I need to do? What information should I have ready? How quickly must this happen? In these overwhelming moments, having a clear guide can be the difference between feeling helpless and feeling prepared to help.
This checklist is a practical tool designed to help you gather what’s needed efficiently so your family member can receive transport without unnecessary delays. Each piece of information serves a specific purpose in ensuring safe, appropriate, and coordinated care.
Why Information Matters: The Foundation of Safe Transport
Arranging medical air transport involves coordinating multiple complex systems simultaneously:
- Medical teams must understand the patient’s condition to bring appropriate equipment and personnel
- Pilots must plan safe routes and ensure aircraft capabilities match the mission
- Receiving facilities must prepare for the patient’s specific needs
- Insurance companies require documentation for authorization and coverage
Each question asked serves your loved one’s care and safety. The information allows dozens of professionals to coordinate seamlessly around your family member’s needs.
Patient Medical Information: The Clinical Picture
The flight medical team needs to understand who they are caring for and what challenges they may manage during transport.
Patient Identification Basics
- Full legal name (exactly as it appears on ID and insurance)
- Date of birth
- Current weight
- Weight affects aircraft limits, medication dosing, and equipment selection
Current Medical Condition and Diagnosis
- Primary diagnosis
- When symptoms began
- Recent changes in condition
Early timing matters—some transport options are only available immediately after an incident.
Vital Signs and Clinical Stability
- Blood pressure
- Heart rate
- Respiratory rate
- Oxygen saturation
- Temperature
- Level of consciousness
This information is typically provided by hospital staff but knowing it’s required helps facilitate communication.
Current Medical Support and Interventions
- Ventilator use
- Oxygen support
- IV medications
- Cardiac monitoring
- Other life-sustaining therapies
The air ambulance team prepares specifically for these needs.
Recent Procedures, Surgeries, or Imaging
- Recent surgeries and timing
- CT scans, X-rays, MRIs
- Blood transfusions or other major interventions
All of this informs timing, staffing, and monitoring needs.
Medication and Allergy Information: Critical Safety Details
Medication information ensures continuity of care and prevents dangerous interactions.
Current Medications
- IV medications with doses and infusion rates
- Oral medications taken recently
- Sedation or pain medications
- Antibiotics
- Cardiac or blood pressure medications
Home Medications
- Chronic medications taken before hospitalization
- Bring pill bottles if possible or a written list with:
- Medication name
- Dose
- Frequency
Allergies
- Medication allergies
- Latex or adhesive allergies
- Food or environmental allergies
- Type of reaction (rash vs. breathing difficulty)
This information is usually collected by the sending hospital and shared with flight staff, but families can supplement missing details.
Location and Facility Information
Precise facility details prevent confusion and delays.
Current Location
- Hospital or facility name
- Full address (city and state)
- Unit, floor, and room number
- Helipad availability or ground ambulance needs
Example: St. Mary’s Hospital, North Tower, 4th Floor ICU
Receiving Facility
- Exact hospital name
- Full address
- Department or unit accepting the patient
- Receiving physician’s name (if known)
Transport coordinators will confirm logistical details with both facilities.
Key Contacts
- Sending facility:
- Attending physician
- Charge nurse
- Unit phone number
- Receiving facility:
- Accepting physician
- Contact information
Insurance and Financial Information
While medical necessity comes first, financial information helps prevent delays.
Insurance Details
- Primary insurance company
- Policy and group numbers
- Policyholder name and date of birth (if different)
- Insurance phone number (especially authorization or emergency line)
- Photos of insurance card (front and back)
Secondary Insurance
- Medicare, Medicaid, or supplemental policies
- Claim or ID numbers
Financial Questions to Clarify
- Has authorization been granted?
- Expected out-of-pocket costs
- In-network vs. out-of-network status
- Payment plans or financial assistance options
Family Contact Information: Staying Connected
Clear communication is essential during transport.
Primary Contact
- Full name
- Relationship to patient
- Best phone number
- Backup phone number
- Email address
Secondary Contacts
- At least one additional family member with full contact details
Arrival and Travel Plans
- How you plan to reach the receiving hospital
- Estimated arrival time
- Need for travel recommendations if flying
Legal Decision-Maker
- Power of attorney or healthcare proxy documentation (if applicable)
Legal and Documentation Requirements
Certain documents are required for transport to proceed.
Identification
- Government-issued ID for the patient
Medical Records
- Recent imaging
- Lab results from the last 24–48 hours
- Operative notes
- Transfer summaries
Hospitals manage most records, but confirming nothing is missed is helpful.
Consent Forms
- Consent for treatment and transport
- Signature from legal decision-maker if patient cannot consent
Advance Directives
- DNR orders
- Living wills
- Copies must travel with the patient
Special Considerations
Some situations require additional planning.
International Transport
- Passport and visa information
- Medical travel insurance
- Embassy contacts
- Language translation needs
Pediatric Patients
- Parent or guardian consent
- Comfort items
- Pediatric-specific medical needs
- Car seat requirements for ground transport
Disabilities or Special Needs
- Communication methods
- Mobility limitations
- Assistive devices
- Sensory sensitivities
- Specialized equipment needs
Bariatric Patients
- Accurate weight and body dimensions
- Specialized equipment requirements
- Receiving facility capabilities
Infectious Disease Considerations
- Confirmed or suspected infections must be disclosed immediately
This ensures proper precautions—not transport denial.
Creating Your Personal Checklist
Practical steps that help: - Photograph insurance cards, IDs, and medication bottles - Create a contact list on your phone - Write down key medical details - Designate one family member as the “information coordinator”
If possible, prepare in advance by keeping a folder with: - Insurance information - Medication lists - Emergency contacts - Advance directives
Preparation reduces stress if transfer becomes necessary.
What Happens Once Information Is Gathered
Typically, the air ambulance service will: - Conduct a medical review - Coordinate insurance authorization when possible - Select aircraft and crew - Plan routing and timing - Coordinate with both facilities - Prepare specialized equipment
Urgent cases can move forward in under an hour when information is clear.
When Information Is Incomplete
In true emergencies, transport proceeds even if details are missing.
- Provide what you know
- Say when you don’t have information
- Trust professionals to fill gaps quickly
Missing details should not delay life-saving care.
Supporting Yourself During the Process
Helpful strategies include: - Asking someone to assist you - Taking notes or recording information - Asking questions more than once - Taking brief moments to pause and breathe
Hospital staff, social workers, and transport coordinators are experienced in guiding families through crises.
The Bigger Picture: Information as Advocacy
Every detail you provide directly supports patient safety: - Weight affects medication dosing - Allergy details prevent reactions - Insurance information avoids financial delays
Organizing information is a powerful way to advocate for your loved one’s care.
Looking Ahead
Information needs continue after takeoff: - Admission plans - Visiting hours - Parking and lodging - Ongoing communication with the receiving facility
Keep your notes and documents accessible—they’ll remain useful throughout recovery.
The Practical Reality
Air ambulance transfers happen every day. Families navigate this process during frightening moments, but your role isn’t to be perfect—it’s to communicate clearly, gather what you can, and ask questions.
This checklist is a tool to help you help the professionals caring for your loved one. Even in crisis, your efforts matter.
Your loved one needs comprehensive care—and part of that care is coordination.
Reach out to Global Air Ambulance care coordinators at 800-948-1220.
We’re here to make the process seamless and as stress-free as possible.