Information Generally Required for a Medical Transfer
You do not need all of this to make the first call. This is what typically has to come together before a transfer can be confirmed, so nothing surprises you halfway through.
Speaking to someone is usually the fastest way to start.
Our medical transfer desk is staffed 24 hours. You do not need complete information to make the first call, the current location of the patient and where they need to go is enough to begin.
Patient information is treated as sensitive. Medical detail and uploaded reports go only to the clinical and operations coordinators handling the case, are never placed in web addresses, and are never shared with advertising or analytics platforms.
Clinical information from the treating team
The clinical picture drives every other decision: aircraft type, oxygen provisioning, crew configuration and timing. This information comes from the treating hospital rather than from the family, and we will request it directly with the appropriate authorisation in place.
A current medical report or discharge summary from the treating team
Current level of support, ventilation, infusions, oxygen requirement, monitoring in use
Working diagnosis and relevant history bearing on the flight
Medications, equipment in use, and anything that must continue in the air
Any fit-to-fly assessment the treating clinicians have completed
Infection-control considerations relevant to shared cabin space
Receiving facility and bed
A named receiving facility with an identified bed and an accepting clinician is not paperwork. It is the condition on which the transfer depends. Without it, a plan can be prepared but not confirmed.
Where the destination hospital has not yet been chosen, that is often the fastest thing to progress while the operational side is being worked in parallel.
Receiving hospital name and department
Accepting clinician and their contact point
Confirmed bed availability and any conditions attached to acceptance
Ward, ICU or high-dependency destination, which affects the ground leg
Consent and authorisation
We need clear authority to act, and clear authority to receive medical information. In practice that means identifying who is instructing the transfer and, where the patient cannot give consent themselves, who is legally entitled to do so.
Identity of the instructing party, family, hospital, insurer, assistance company or employer
Patient consent, or the substitute decision-maker where the patient cannot consent
Authority for the treating hospital to release clinical information to the transfer coordinator
Confirmation of who is responsible for payment
Travel documents and border requirements
For international movements the travel documentation matters as much as the clinical file, and it is a common source of avoidable delay. A patient who left home for a short holiday may have documents that no longer suit a medical repatriation.
Passports with adequate validity for the patient and any accompanying family member
Visas or entry authorisations for the destination and for any technical stop where required
Medical crew travel documents for the ports involved
Landing and overflight permits, arranged operationally by us
Customs, immigration and quarantine notification at the arrival port
Where a patient has died overseas, the separate documentation set applying to repatriation of remains
Insurance and funding details
Where a travel insurer, assistance company, employer or government client is funding the movement, the approval step is very often the longest part of the process. Providing the reference details early is the single most effective way to shorten a timeline.
Policy number, insurer name and case or claim reference
The assistance company file reference where one is engaged
Any pre-authorisation limits or conditions already advised
For private funding, confirmation of the responsible party and payment method
How we handle sensitive information
Medical information is shared only with the parties who need it to make the transfer happen, the sourced medical crew, the operator where operationally required, the receiving facility, and any funding party you have authorised. Uploads go through the secure request form rather than as open email attachments.
Patient identifiers are never placed in web addresses, and we do not pass patient information into advertising or analytics systems. If you would rather discuss a case entirely by phone, that is completely workable.
Documentation we coordinate
Clinical file handling
Requested from the treating team with authorisation, shared on a need-to-know basis.
Secure upload
Reports and summaries uploaded through the request form, not open email.
Permits and clearances
Landing, overflight and arrival-port formalities arranged operationally.
Insurer liaison
Case references and pre-authorisation progressed alongside the operational plan.
Consent clarity
Instructing party and decision-maker identified before we act.
Privacy discipline
No patient identifiers in links, and none passed to advertising analytics.
Medical transfer & repatriation desk
Request a medical transfer
You do not need a complete clinical picture to contact us. Tell us where the patient is and where they need to go, and a coordinator will start assessing options, aircraft, clinical configuration, crewing, clearances and ground ambulance, while the rest of the information is still being gathered.
Enough to start
Where the patient is now
City or country, and the facility type if you know it
Where they need to go
City, country, or receiving hospital if already arranged
Rough timing
Today, within 24 hours, or later this week
How they are travelling
Seated, wheelchair, stretcher, or intensive care, an estimate is fine
Helpful, but can follow
A medical report, discharge summary or fit-to-fly assessment, uploaded securely
Treating team or transfer-desk contact, so our clinical coordinator can speak with them directly
Insurer, assistance company or funding arrangement, if one applies
Receiving hospital acceptance, where that is still being organised
Clinical acceptance and aircraft availability are confirmed after review by the clinical team and the receiving facility. Contacting us does not by itself confirm a flight, a crew or acceptance of the patient.
Privacy: patient details and uploaded reports are handled as sensitive information, stored in restricted storage, and passed only to the coordinators and clinicians working the case. They are never written into web addresses, advertising platforms or analytics events.
Urgent charter? Our ops desk is staffed 24/7.
Aircraft options within the hour and a written quote with an indicative wheels-up window.
Representative mission profiles drawn from recurring work. Identifying details, operators, hospitals, routes, aircraft tail numbers, are intentionally omitted.
International · Repatriation
Long-range stretcher repatriation across the Pacific
A complex case with ventilator and infusion support required movement from a regional Pacific facility back to a domestic tertiary centre. Aviall configured a long-range jet with a critical-care medical fit-out, coordinated bed-to-bed handover with both treating teams, and managed customs and immigration at each stop.
Outcome
Bed-to-bed transfer completed without clinical deterioration en route.
Neonatal · Critical
Neonatal transfer to a tertiary paediatric centre
A neonate requiring escalated care had to be moved from a regional hospital to a metropolitan paediatric tertiary centre. Aviall coordinated an aeromedical aircraft and a specialist retrieval team, with isolette-compatible loading and parent transit on the same airframe.
Outcome
Patient delivered to receiving NICU within the clinical window agreed by both teams.
Remote · Mining medevac
Trauma extraction from a remote mine site
An incident at a remote mine site required immediate movement of a trauma patient to a metropolitan trauma centre. Aviall launched on the standing medevac protocol, with a clinical team mobilised in parallel and the receiving trauma team pre-briefed before take-off.
Outcome
Patient on the operating table at the receiving centre well inside the planned window.
Medical report or discharge summary, current level of support
Destination
Named facility, accepting clinician, confirmed bed
Authority
Instructing party, patient or substitute consent, information release
Travel
Passports, visas, entry authorisations where applicable
Funding
Insurer, policy number and case reference, or private payer
Channel
Secure upload via the request form, or by phone if preferred
Frequently asked questions
No. A phone call with the patient's location, the intended destination and the current level of care is enough to start. The documentation is assembled while the operational planning runs in parallel.
Single point of clinical accountability from the call to bed-to-bed handover. Our retrieval team had everything they needed before wheels-up.
Aeromedical retrieval lead · Tertiary hospital network
The case management discipline matched our internal standards. That is unusual in the assistance market.
Operations director · International medical assistance company
Aircraft selection was driven by the patient's clinical picture, not by what was on the apron. That is the right way around.
Critical-care physician · Repatriation case
Have a transfer to arrange?
Tell us where the patient is and where they need to go, that is enough to start. Our medical desk is staffed 24 hours. Attach an existing RFQ, packing list or photos straight from your phone, partial detail is enough to start.
