Proper planning is the difference between a smooth transfer and a stressful one. When you're asked to arrange a long-distance transport, you'll wear four hats. Download the medical transportation checklist and patient information sheet to keep everything in one place.
Step 1: Information manager
What information do I need to begin?
The patient's medical condition decides the type of transport required, and the distance decides whether a long-distance ground ambulance or a fixed-wing air ambulance fits best.
Which medical records should I gather?
- Attending physician's standing orders (medications, personnel and special equipment)
- Attending physician's transport orders
- Recent nursing progress notes
- The patient's medical history
- The current medication administration record (MAR)
Are release forms required?
Confirm the patient discharge form is signed by the appropriate hospital staff, the patient and/or family. We also recommend a signed HIPAA medical records release, so records can be shared with the ambulance providers and the receiving facility.
Step 2: Logistics expert
Emergency or non-emergency?
This guide covers non-emergency, long-distance transfers (generally more than 100 miles). The patient must be stable enough to travel; unstable patients are rarely cleared for long-distance transport, even with advanced life support on board.
Which type of transport fits?
| Option | When it fits |
|---|---|
| Long-distance medical van (ambulette) | Disabled or elderly patients who don't need ambulance-level care; the most economical option |
| Long-distance ground ambulance (BLS/ALS) | Patients who need monitoring, for moderate distances |
| Air ambulance | Longer distances, or patients who need ICU-level care in transit |
| Commercial flight with a medical escort | Stable patients who can sit upright, with airline medical clearance |
Licensing to check
Air ambulance flights must be operated by an FAA-certified Part 135 air carrier. Many states also license air and ground ambulance services; check with the state health department for providers in your area. See how to find a licensed ambulance.
Step 3: Patient advocate
- Decide how the patient will travel: ground ambulance, air ambulance or commercial flight with an escort.
- Confirm the medical personnel, equipment and medications required.
- Ask the attending physician whether the transfer is a medical necessity, and document it.
- Compare providers on licensing, medical crew, equipment availability and cost.
- Confirm payment: private insurance or Medicare, with authorization in writing.
Step 4: Liaison for family members
A long-distance medical transfer is stressful for families. Staying reachable and giving them clear information about the plan eases their concerns. In many cases a family member can travel with the patient, by ground or air; confirm with the transport provider.
Our flight coordinators work with case managers every day, 24/7/365. Call 1-800-827-0745 and we'll help with any part of the plan.
Common questions
Which records are needed for a long-distance patient transfer?
The attending physician's standing orders and transport orders, recent nursing progress notes, the patient's medical history and current medication administration record (MAR), plus the accepting facility and accepting physician's contact details.
Is a HIPAA release needed before transport?
It's strongly recommended. A signed HIPAA release lets pertinent medical records go to the ground and air ambulance providers and the receiving facility without delay.
When is a long-distance transfer considered non-emergency?
When the patient is stable enough to travel and the move isn't a first-responder emergency. Unstable patients are rarely cleared for long-distance ground or air transport.
Last reviewed October 2026 by the Air Ambulance Central flight coordination team.