How to Arrange a Planned Ambulance Transfer

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, doctor-led ambulance 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.

Important: In a life-threatening situation, call 112. A planned transfer is for non-emergency moves [3]Source: Directorate General of Emergency Health Services — 112 Emergency Health Services — T.C. Sağlık Bakanlığı.

7 Essential Information Items

So the operations team can assign the right ambulance and crew, 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 ambulance class and crew structure:

• 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: Does it fit a stretcher? (in practice generally at least ~70 cm wide and ~200 cm deep is planned, since a stretcher needs roughly its own length of cabin depth)
• 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:

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]Source: Ambulance Stretcher Dimensions and Standards (ISO 1865) — Jiekang Medical
• 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 a Doctor-Led Ambulance Needed?

A doctor is not mandatory on every planned transfer. But in certain clinical situations a physician escort provides a critical advantage.

Standard Transfer (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

Doctor-Led Ambulance (Physician + Paramedic + Driver)

Recommended in the following indications:

Decision process: Based on the information you share, the operations team recommends the ambulance class and crew structure. The final decision is made in coordination with the patient's treating physician [3]Source: Directorate General of Emergency Health Services — 112 Emergency Health Services — T.C. Sağlık Bakanlığı.

SGK and Insurance Information

SGK Coverage

SGK does not cover private ambulance services that the patient requests on their own. 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]Source: Social Insurance and General Health Insurance Law No. 5510 — Article 65 (Travel and Transfer Expenses) — T.C. Mevzuat Bilgi Sistemi.

This means:

• Planned transfer (home to hospital, hospital to home): SGK does not cover
• Discharge transfer: SGK does not cover
• Interhospital transfer: SGK does not cover
• Intercity transfer: SGK does not cover
• Doctor-led ambulance: SGK 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
• Doctor-led ambulance and ICU ambulance 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: cash, credit/debit card (in-vehicle POS), bank transfer/EFT
• 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:

Common Planning Mistakes

• Incomplete patient condition info — the most common error; leads to wrong ambulance/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

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?

On standard transfers, 1 escort is accepted. In ICU ambulances the patient care area is large, so escort capacity may be limited. If a second escort is needed, following in a separate vehicle is recommended.

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 by a standard ambulance?

Generally, stable patients with adequate vitals who need low-flow oxygen (e.g., around ~1-4 L/min) can be transported by a standard transfer ambulance; the ambulance has a portable oxygen system. For patients needing high-flow oxygen, continuous SpO2 monitoring, or titration, a doctor-led ambulance is recommended. This flow value is an operational rule of thumb rather than an established clinical threshold; the final decision on level of care is made together with the patient's treating physician, weighing the acute picture and risk of deterioration [7]Source: EMS Inter-Facility Transport (StatPearls) — StatPearls / NCBI Bookshelf.

Is there an extra fee at night or on weekends?

Nova Ambulans does not apply a surcharge at night, on weekends, or on public holidays. Pricing is based on route, ambulance class, and crew structure; it does not change with time.

Related Posts

• Post-Surgery Patient Transport by Ambulance — What to watch for during post-surgery transfer.
• Planning Home-to-Hospital Patient Transport — A detailed walkthrough of the home-to-hospital planned transfer process.
• What Determines Private Ambulance Costs — Factors affecting ambulance pricing and a transparent fee policy.

For planned ambulance transfers in Istanbul and across Turkey, contact Nova Ambulans at +90 216 339 00 39 or book via WhatsApp.