By Nurvo Ambulance team · Last updated
Moving a patient from one city to another is very different from a short trip across Mumbai. The journey can take many hours, the patient may be tired or unwell, and the receiving hospital needs to be ready when you arrive. Good preparation makes the difference between a stressful trip and a smooth one.
This checklist covers what families should arrange before a long-distance transfer by road or air. It is general guidance; the treating doctor's advice about the patient's fitness to travel always comes first.
Step 1: Get medical clearance
Before booking anything, speak to the doctor treating the patient. Ask whether the patient is fit to travel the distance involved, whether road or air is more suitable, and which level of ambulance they recommend. Ask whether the patient will need oxygen, monitoring or a ventilator during the journey, and whether a doctor or nurse should travel along.
Ask for this advice in writing if possible, for example as part of the transfer summary. It helps the ambulance provider prepare and is useful for the receiving hospital.
Step 2: Confirm the receiving hospital
Never set off without confirming the other end. Before the day of travel:
- Confirm that the receiving hospital has agreed to admit the patient and has a bed ready for your arrival time
- Note the name and phone number of the doctor or department expecting the patient
- Ask which entrance the ambulance should use and who to call on arrival
- Check whether the hospital needs any forms, deposits or insurance details in advance
Step 3: Gather the documents
Keep all documents together in one folder, with copies on your phone as a backup:
- Discharge or transfer summary from the current hospital
- Recent test reports, and scan films or discs if available
- A written list of current medicines from the doctor
- Referral letter to the receiving doctor or hospital, if one is given
- Patient's ID proof and the attendant's ID proof
- Health insurance card and policy details, if applicable
- Contact numbers for both hospitals and the family
Step 4: Medicines and supplies
Ask the treating doctor which medicines the patient should continue during the journey and when, and carry enough of the prescribed medicines for the whole trip plus a day extra in case of delays. Keep them in their original packaging with the prescription.
Pack personal supplies such as a change of clothes, a light blanket, adult diapers or sanitary items if needed, wet wipes, tissues and a small towel. If the patient uses a device at home, such as an oxygen concentrator or a walking aid, tell the ambulance provider when booking.
Step 5: Choose the attendant
One family member usually travels with the patient. Ideally, choose someone who knows the patient's medical history, can stay calm, and can take decisions or speak to the doctors at both ends.
- Carry a fully charged phone and a power bank
- Keep some cash as well as a card or UPI for small expenses
- Pack water and light food for yourself; long journeys can stretch
- Keep the folder of documents within reach, not in the boot
Step 6: Plan the journey
Discuss the departure time with the ambulance provider and both hospitals. Leaving early in the morning often avoids the worst city traffic, but the right time depends on the patient and the receiving hospital's schedule.
Road journeys usually take longer than map estimates, because of rest stops for the patient's comfort, city traffic at both ends, ghat sections and, in the monsoon, heavy rain. Build in a margin and keep the receiving hospital informed of your progress. For very long distances, or if the doctor advises against many hours on the road, ask about an air ambulance.
Comfort during a long road journey
Hours in a moving vehicle are tiring even for a healthy person. Small things help the patient: a familiar pillow or blanket, regular sips of water if the doctor allows it, and short planned stops where the vehicle can halt safely. Tell the crew about any pain, nausea or discomfort the patient mentions, rather than waiting for the next stop.
Agree on meal and rest breaks for the attendant before you leave, so nobody is caught without food or water on a highway stretch. If the patient has a special diet, carry suitable food with you, as options on the road may be limited.
Step 7: Payment and insurance
Ask for the full charge for the trip upfront, and check what is included, such as oxygen and waiting time. If the patient has health insurance, check with the insurer or the hospital's insurance desk whether ambulance charges can be claimed, and keep the bill and receipts safely.
On the day: a final checklist
Before the ambulance leaves, run through this list:
- Medical clearance and transfer summary in hand
- Receiving hospital informed of the departure time
- Documents folder, ID proofs and insurance papers packed
- Medicines for the full journey, as prescribed
- Attendant's phone charged and contact numbers saved
- Personal supplies, water and snacks packed
If the patient's condition changes before departure, tell the doctor and the ambulance provider; the plan may need to change. Our team can help you plan an outstation transfer from Mumbai; call 9930000788 to discuss the trip.
This guide is general information, not medical or legal advice. Always follow the advice of the treating doctor, and confirm current requirements with the hospital or local authority. In a life-threatening emergency, call us on 9930000788 straight away. If you cannot reach us for any reason, call 108 or 112 immediately.