How to Arrange a Planned Ambulance Transfer
How to arrange a planned ambulance transfer: difference from 112 emergency calls, 7 essential information items, stretcher vs wheelchair selection, physician accompaniment criteria, SGK and insurance info, timing tips, and common planning mistakes.
- Medical review
- Nova Ambulans Sağlık Kurulu (Medical Board)Prepared with input from the Medical Board. AI-assisted draft.
- Published
- Reading time
- 9 min
Key takeaways
- A planned transfer is different from a 112 emergency call; it requires advance information sharing and organized health logistics.
- Stretcher or wheelchair selection depends on the patient mobility status, surgery type, and travel distance.
- SGK generally does not cover private ambulance services; check current terms with SGK. Private insurance may reimburse partially or fully depending on the policy.
- Sharing accurate information upfront is the most effective way to prevent wrong crew assignment and operational delays.
In this article (10 sections)
A planned ambulance transfer is a scheduled medical transport that requires advance coordination, unlike a 112 emergency call where dispatch happens immediately based on urgency. Planned transfers cover situations like hospital-to-hospital moves, post-surgery discharge transport, oxygen-dependent cases, bedridden patients, and intercity patient relocations.
This guide walks through the planned transfer process step by step: the information you need to share, stretcher vs wheelchair selection, physician accompaniment criteria, SGK/insurance status, timing recommendations, and common planning mistakes.
How It Differs from a 112 Emergency Call
Confusing these two services leads to delays and wrong expectations. Understanding the core differences is the first step to choosing the right service.
| Criterion | 112 Emergency Call | Planned Ambulance Transfer |
|---|---|---|
| Purpose | Life-threatening emergency, immediate response | Pre-planned transfer |
| Timing | Immediate | Date and time scheduled |
| Hospital choice | Nearest suitable hospital (112 directs) | Your preferred hospital |
| Cost | Free under SGK | Paid (patient/family pays) |
| Information sharing | Limited (emergency info) | Detailed (clinical + logistics) |
| Crew assignment | Nearest available crew | Crew matched to patient condition |
| Building access plan | Assessed on scene | Planned in advance |
| Service provider | Government (Provincial Health Directorate) | Private ambulance company |
Important: In a life-threatening situation, call 112. A planned transfer is for non-emergency moves 3.
7 Essential Information Items
So the operations team can set the right crew and equipment configuration, the following information should be shared. Missing or incorrect information can cause wrong crew assignment and operational delays.
1. Patient Condition and Mobility Level
The patient's current health status, diagnosis, and mobility capacity is the most critical information. It directly determines the crew and equipment configuration:
- Bedridden, able to sit, or able to walk with assistance?
- Level of consciousness: alert, cooperative, confused
- Chronic illnesses and active treatment
2. Pickup Point Details
Building access information is the stage that saves or wastes the most time:
- Address: Full address, building name, door number
- Floor: Which floor, is there an elevator?
- Elevator capacity: Is it large enough for a stretcher to fit? (A stretcher needs roughly its own length of cabin depth; share the measurements when you call.)
- Stairs: If there is no elevator or the stretcher does not fit, stair width and number of floors
- Building entrance: Door width, ramp availability, parking access
3. Destination Information
- Hospital name and city: Full institution name
- Department: Where the patient will be delivered (emergency, ICU, clinic, outpatient)
- Admission/appointment time: The receiving institution's admission time must be known
- Contact person: The person to reach at the destination hospital (if any)
4. Medical Support Requirements
- Oxygen use: Continuous oxygen need, L/min dosage
- SpO2 monitoring: Need for continuous oxygen saturation tracking
- ECG monitoring: Cardiac monitoring need
- IV infusion: Fluid/medication therapy continuing during transit
- Aspiration risk: Swallowing difficulty or impaired consciousness
5. Post-Surgery Status or Movement Restriction
Surgery type determines the carrying method and positioning support:
- Orthopedic surgery (hip, knee, spine): Special positioning support
- Abdominal surgery: Limited sitting tolerance
- Brain surgery: Head position may be critical
- Chest surgery: Semi-upright position may be required
6. Escort Information
- Number of escorts and whether they travel in the ambulance or a separate vehicle
- Documents the escort will carry (ID, patient file, discharge summary, medication list)
7. Transfer Type
- Intracity or intercity
- One-way or round-trip
- Estimated return time (if round-trip)
Stretcher or Wheelchair?
This decision is made according to the patient's clinical condition. The table below helps the decision process:
| Criterion | Stretcher Preferred | Wheelchair Suitable |
|---|---|---|
| Sitting tolerance | Low or none | Present, can sit comfortably |
| Fall/dizziness risk | High | Low |
| Post-surgery position | Position support needed (hip, spine) | Can be transported seated |
| Long-distance transfer | Stretcher preferred (comfort + safety) | Suitable for short distance |
| Oxygen/IV need | Safer on a stretcher | Oxygen cylinder can be attached |
| Bedridden status | Stretcher mandatory | - |
| Altered consciousness | Stretcher mandatory | - |
| Obesity/heavy patient | Bariatric stretcher may be needed | Bariatric chair may be needed |
Stretcher Transition Planning
If a stretcher will be used, building access becomes especially important:
- Building with elevator: Is the elevator big enough for the stretcher? A reference (ISO 1865) stretcher is approximately 190 x 56 cm (length x width); real stretcher dimensions vary by model (width increases with side rails and a mattress) 6
- Building without elevator: A stair stretcher or carry sheet can be used; extra personnel may be required
- Narrow corridors: If the maneuvering space is insufficient, a folding or scoop stretcher may be preferred
When Is Physician Accompaniment Needed?
A doctor is not mandatory on every planned transfer. But in certain clinical situations a physician escort provides a critical advantage. All Nova Ambulans vehicles are ICU-equipped Emergency Ambulances (Acil Yardım Ambulansı); a physician is added on request.
Paramedic Crew (Paramedic + Driver)
Suitable for patients with the following profile:
- Clinically stable
- Requiring a stretcher but not continuous monitoring
- No active medication management, or simple oral medication only
- Alert and cooperative
Physician Accompaniment (Physician + Paramedic + Driver)
Recommended in the following indications:
| Indication | Why a Doctor Is Needed |
|---|---|
| Cardiac patient requiring ECG monitoring | Arrhythmia interpretation and intervention |
| Respiratory patient at risk of SpO2 drop | Oxygen titration and emergency decision-making |
| Blood pressure instability | Antihypertensive/vasopressor management |
| Active IV drug therapy | Dose adjustment and complication management |
| Risk of altered consciousness | Neurological assessment |
| Recent discharge from intensive care | High risk of clinical deterioration |
| Long-distance transfer (>3 hours) + moderate risk | Need for prolonged clinical monitoring |
Decision process: Based on the information you share, the operations team recommends the crew and equipment configuration. The final decision is made in coordination with the patient's treating physician 3.
SGK and Insurance Information
SGK Coverage
SGK generally does not cover private ambulance services that the patient requests on their own; check current terms with SGK. However, within the SGK referral system, ambulance fees for interhospital transfers carried out with a medical-necessity report may be partially covered up to the minimum tariff. Emergency ambulance service under SGK is provided through the 112 system 1.
For transfers the patient requests on their own, this general rule typically means:
- Planned transfer (home to hospital, hospital to home): SGK generally does not cover
- Discharge transfer: SGK generally does not cover
- Interhospital transfer: SGK generally does not cover
- Intercity transfer: SGK generally does not cover
- Physician-accompanied transfer: SGK generally does not cover
Private Health Insurance
Private health insurance ambulance coverage depends entirely on policy terms:
- Some complementary health insurance plans may cover the ambulance fee partially or fully
- There may be a coverage difference between a planned transfer and an emergency call
- Physician accompaniment and ICU patient transport may not be within coverage
- Our recommendation: Confirm your policy coverage with your insurer before receiving service
Payment and Invoicing
- All services are invoiced
- Payment: card (physical POS in the ambulance, or virtual POS / payment link), bank transfer/EFT, cash, or corporate invoicing
- Documents needed for insurance reimbursement are provided as standard (invoice, service report, crew/vehicle details)
Booking Timing
Same-day service is possible, but early booking improves operational quality:
| Situation | Recommended Timing |
|---|---|
| Planned discharge | At least 1 day in advance |
| Interhospital transfer | At least 1 day in advance |
| Intercity transfer | 2-3 days in advance |
| ICU patient transport | 2-3 days in advance |
| Routine follow-up transfer | 1 day in advance |
| Urgent planned transfer (same day) | Possible; subject to availability |
Common Planning Mistakes
- Incomplete patient condition info — the most common error; leads to wrong crew assignment (e.g., a case reported as "stable" but actually needing continuous oxygen being met with a standard crew)
- Not confirming the receiving institution's admission time — outpatient appointment, ICU admission procedure, or operating-room schedule directly affect the transfer time
- Not providing building access info — floor, elevator size, stair width, and door width gaps can seriously delay the operation
- Choosing on price alone — the lowest bid often signals missing license/qualification certificate, insufficient staff, missing medical equipment, or KVKK (data-protection) non-compliance
How Nova Ambulans Handles Planned Transfers
All 7 of our ambulances are Emergency Ambulances (ALS, ICU-equipped) as standard; a doctor accompanies the transfer on request. Since March 2022 our operations system has recorded more than 10,500 patient transfers, and more than 1,600 inter-hospital transfers since 2025; we have served more than 140 hospitals (data as of 23 October 2026, rounded down). We transfer patients within Istanbul and between any two provinces of Türkiye. Between 24 July and 22 October 2026, 95% of the 1,902 answered calls to our switchboard were picked up within 30 seconds (median wait 6 seconds). To plan a transfer, call 0216 339 00 39 or message us on WhatsApp at 0549 461 34 00.
Frequently Asked Questions
What is the difference between a planned transfer and an emergency call?
An emergency call (112) is made instantly, in life-threatening situations, and directs the patient to the nearest suitable hospital. A planned transfer is health logistics organized in advance, carried out on a specific date and route. In a life-threatening situation, always call 112.
Will a private ambulance take the patient to the preferred hospital?
Yes. Unlike 112, private ambulances can transport the patient to the health institution you prefer. The receiving institution's admission status is confirmed before transfer.
Can an escort travel in the ambulance?
Per regulations, one family member can ride in the front cabin of the ambulance. Newborns, infants and small children can be carried in the mother’s arms. If a second family member needs to come along, following in a separate vehicle is recommended. For ICU transfers, this arrangement is confirmed with you during planning, together with the crew and equipment.
Can a same-day ambulance be arranged for a surgery-day discharge?
Subject to availability, same-day service may be provided. However, since the discharge time on surgery day is often not certain in advance, we recommend contacting us when surgery is planned and confirming once the time is finalized.
Can an oxygen-dependent patient be transported without physician accompaniment?
Generally, stable patients with adequate vitals who need low-flow oxygen (e.g., around ~1-4 L/min) can be transported with a paramedic crew; all our vehicles carry a portable oxygen system. For patients needing high-flow oxygen, continuous SpO2 monitoring, or titration, physician accompaniment is recommended. This flow value is an operational rule of thumb rather than an established clinical threshold; the final decision on the crew and equipment configuration is made together with the patient's treating physician, weighing the acute picture and risk of deterioration 7.
Is there an extra fee at night or on weekends?
See our Pricing page for the current tariff and terms; the price is shared in writing at the first call. Pricing is based on route and crew structure.
Sources
Numbers in the text refer to the sources below.
- Social Insurance and General Health Insurance Law No. 5510 — Article 65 (Travel and Transfer Expenses) (opens in a new tab)T.C. Mevzuat Bilgi Sistemi, May 31, 2006
- AAFP Clinical Recommendations for Acute and Chronic Conditions (opens in a new tab)American Academy of Family Physicians (AAFP)
- Emergency and Critical Care (opens in a new tab)World Health Organization (WHO)
- Warning Signs of a Heart Attack (opens in a new tab)American Heart Association
- EMS Inter-Facility Transport (StatPearls) (opens in a new tab)StatPearls / NCBI Bookshelf
Nova Ambulans Sağlık Kurulu (Medical Board)
Periodically reviewed by our editorial board of emergency physicians, paramedics and clinical coordinators.
This content is informational only and does not replace professional medical evaluation. In emergencies, call 112 or +90 216 339 00 39.
