Air Ambulance Checklist: Medical Reports, Fit-to-Fly and What Families Should Prepare

When a patient needs to move between cities, families are often asked for information at the most stressful moment. Knowing in advance what the medical team and the operator need can save hours. This checklist is written for family members and hospital coordinators arranging an air ambulance in India.

1. The medical summary

The receiving medical crew needs a current, written summary from the treating doctor. It usually covers:

• Diagnosis and current condition, with recent vital signs.
• Oxygen requirement, and whether the patient is on a ventilator.
• Current medications and infusions.
• Mobility: whether the patient can sit, or must lie flat on a stretcher.
• Infection status, if relevant to crew precautions.

The flight doctor reviews this to decide the equipment, crew skill mix and whether the patient is fit to fly.

2. Fit-to-fly assessment

Flying changes cabin pressure and oxygen levels, which matters for some conditions. The treating doctor and the air ambulance's medical team agree that the patient can be moved safely, and on what support. If the patient's condition changes before departure, tell the team immediately; it can change the plan.

3. Both hospitals, coordinated

• Sending hospital: discharge or transfer summary, and a contact who can answer clinical questions.
• Receiving hospital: an accepting doctor and a bed confirmed before the flight leaves.
• Ground ambulances at both ends, bed-to-bed, so there is no gap in care.

4. Identity and paperwork

• Government photo ID for the patient and any accompanying family member.
• Insurance or TPA details if a claim is planned. Check with the insurer early; some policies need pre-authorisation.
• For international transfers, passports and any visa requirements for the destination country.

5. Who can travel with the patient

Most air ambulance aircraft can take one or two companions, depending on the aircraft size, equipment and weight. Tell us how many people need to travel so the right aircraft is chosen.

Choosing the right type of transfer

Not every patient needs a full intensive-care air ambulance. Depending on the condition, options range from an ICU-configured aircraft with a doctor and nurse, to a medically escorted transfer on a smaller aircraft for stable patients. The medical team recommends the level of care after reviewing the summary. Choosing correctly keeps the patient safe without paying for equipment they do not need.

Time: what speeds things up

• A decision-maker on the phone: one family member who can confirm details and approve the plan.
• The medical summary sent early: a photo of a signed summary is often enough to start planning.
• The receiving bed confirmed: flights are rarely dispatched without an accepting hospital.
• Airport choice: the nearest suitable airport with the right operating hours. Some smaller airports operate limited hours, which can affect night transfers.

Costs and insurance

An air ambulance is priced on the aircraft, flying time including positioning, the medical team and equipment, and ground ambulances. Some health policies cover air transfers in defined situations, often needing pre-authorisation. Speak to your insurer or TPA as early as possible, and keep copies of all medical documents for the claim.

For hospital coordinators

A short, clear handover makes a big difference: current vitals, lines and drains, medications due during the transfer window, and the name and number of the treating doctor. Share the receiving hospital's accepting doctor and ward so the medical crew can call ahead.

6. What we need from you to start

1. Patient's city and hospital, and the destination hospital.
2. Condition, oxygen or ventilator needs, and number of attendants.
3. A phone number that is answered at all times.

You can start through our air ambulance page, or call or WhatsApp +91 78400 70024. For background, see air ambulance versus commercial medical transport and access from tier-2 and tier-3 cities.

This guide is general information, not medical advice. The treating doctor and the flight medical team decide what is safe for each patient.