Key points
- Most delays on transfer day come from a missing document, not from the aircraft.
- The treating hospital provides the medical summary; the receiving hospital provides acceptance; the family provides identity documents and consent.
- International transfers add passports, visas and sometimes insurer authorisations.
When a transfer is delayed, the cause is often a piece of paper. A discharge summary that has not been signed, a passport that is at home in another city, a consent form waiting for the one relative who is on a flight. This checklist helps families gather what is needed early.
Requirements vary between hospitals, operators and countries, so treat this as a starting point. Your coordinator will confirm the list for your case. For the full process, read how an air ambulance transfer works.
Medical documents
| Document | Usually provided by |
|---|---|
| Current medical summary, including diagnosis, treatment so far and current condition | Treating doctor at the sending hospital |
| Recent test results and imaging reports relevant to the transfer | Sending hospital |
| Fitness to travel assessment | Treating doctor, with the transfer medical team |
| Medication list, including doses and timings | Sending hospital |
| Written acceptance and bed confirmation | Receiving hospital |
| Airline medical clearance form (scheduled flights only) | Completed by the treating doctor, approved by the airline |
Ask the sending hospital for a discharge or transfer summary as early as possible. Hospitals usually prepare it close to departure, but they can often start it the day before.
Identity and travel documents
- Government photo identification for the patient and any accompanying family member. For domestic flights in India, this is usually an Aadhaar card, passport or other accepted photo identity.
- For international transfers, valid passports for the patient and accompanying family member, and any visas or entry permissions the destination requires.
- For a foreign national leaving India, any documents the immigration authorities require at departure.
Consent and authority
- The patient’s consent to the transfer and to sharing medical information, or the consent of the person legally able to give it on their behalf.
- The name and contact details of the family decision-maker.
- For a child, consent from a parent or lawful guardian.
Payment and insurance documents
- If an insurer or assistance company is paying: the policy number, the insurer’s case reference and written authorisation.
- If an employer is paying: written confirmation from the employer.
See does insurance cover air ambulance and repatriation for how insurers usually approach this.
A practical tip
Keep one folder, physical or digital, with copies of everything, and give the coordinator a second copy. On the day, the medical team carries the clinical documents; the family keeps the identity documents.
For transfers into India from abroad, see bringing a patient home to India.
