An inter-facility transfer is a medical move from one healthcare location to another. It might be a transfer from a hospital to a skilled nursing facility, from a rehabilitation center back home, or from a small community hospital to a larger medical center with specialized capabilities. If you or a family member has been told that a transfer is needed, understanding the process can reduce anxiety and help you prepare for a smooth experience.

Before the Ambulance Arrives

The sending facility coordinates with the private ambulance company on timing, the patient’s current condition, and any equipment that must travel with the patient. A transfer packet is assembled that includes a summary of the patient’s diagnosis and treatment so far, a current medication list, recent lab results, and advance directive documents if applicable. This packet travels with the patient and is handed to the receiving facility upon arrival.

Family members should confirm where the patient is going, what time the transfer is expected, and who at the receiving facility will be the point of contact upon arrival. If you are driving separately to meet the ambulance at the destination, give yourself extra travel time. Ambulances do not always take the same route as civilian vehicles and may arrive earlier or later than expected depending on traffic and patient condition.

During the Transfer

Once the patient is loaded, the ambulance crew monitors vital signs at regular intervals throughout the ride. For basic life support transfers, this typically means blood pressure, heart rate, and oxygen saturation checks every fifteen minutes. For advanced life support transfers, the crew may also monitor cardiac rhythm continuously, manage IV medications, and have intubation equipment readily accessible.

The ride itself is designed to be as smooth as possible. The driver avoids sudden stops, sharp turns, and rough road surfaces. If the patient is in pain, the crew can administer medication within their scope of practice. Many private ambulance companies allow one family member to ride along, which can be a great comfort to the patient and to the family member who does not want to be separated during the move.

Arrival at the Receiving Facility

When the ambulance reaches the destination, the crew completes a formal handoff with the receiving nursing or medical staff. This handoff includes a verbal summary of the patient’s condition during transport, any medications administered en route, and a review of the transfer packet. The patient is moved from the ambulance stretcher to a bed in the receiving facility, and the crew confirms that the patient is stable before departing.

For transfers that cover long distances or cross state lines, long distance medical transportation services provide crews trained in extended transport protocols, including rest stops, meal assistance, and crew rotations. Patients transferring specifically from nursing homes should also review our guide to private ambulance services for nursing home transfers for details on what to prepare in advance.

Questions to Ask Before the Transfer

Before the ambulance arrives, ask the sending facility whether the transfer is BLS (basic life support) or ALS (advanced life support), as this affects what crew and equipment are on board. Confirm with the ambulance company whether a family member can ride along. Verify insurance coverage for the transfer, since Medicare, Medicaid, and most private plans cover medically necessary inter-facility transports. And ask about estimated travel time so you can plan accordingly at the other end.

Contact Aros Medical Transportation to discuss an upcoming transfer and get answers to your specific questions about equipment, crew qualifications, and billing.