Preparing for a medical transport comes down to four things: book the right level of service, give the transportation company complete details, pack a small bag with the rider’s medications, ID and paperwork, and have the rider dressed and ready at the door a few minutes before pickup. Do those and the trip is usually calm and on schedule. Below is a step-by-step plan, with a packing checklist, for families getting a loved one ready for a non-emergency medical ride.
The first ride is often the hardest, for the rider and for you. A stranger arrives at the door, there’s a ramp or a lift, and your parent or spouse may be nervous about all of it. A little preparation takes most of the uncertainty away.
Step 1: Choose the right level of service
Everything else depends on this. Think about how your loved one moves on a normal day right now, not how they moved a year ago.
- Walks with some help (a cane, walker or steady arm): ambulatory transport. The driver assists door-through-door, from inside the home to inside the clinic.
- Uses a wheelchair or can’t walk more than a few steps: wheelchair transport. The rider stays in the chair, which goes up a ramp or onto a hydraulic lift and is secured with four-point tie-downs. If they don’t own a chair, we can bring one at no extra cost.
- Can’t sit upright for the length of the ride: stretcher transport, bed-to-bed, with at least two crew members.
- Weighs more than 300 pounds: bariatric transport, with specialized vehicles that have wider ramps and roomier interiors.
If you’re unsure, ask the rider’s doctor, nurse or physical therapist. If your loved one was just in the hospital, their mobility may have changed; the discharge team can tell you what they need now.
Step 2: Book early and share the details
Book as soon as the appointment is set. Booking 24 hours ahead guarantees availability, and we need at least three hours’ notice for same-day rides and discharges. You can reserve online or call (703) 304-7889.
When you book, have this information ready:
- Rider’s name, phone number and date of birth
- Pickup address, with apartment number, gate or door codes and the best entrance
- Destination, including building, suite or department
- Appointment time and the time the clinic wants the rider checked in
- Level of service and whether the rider has their own wheelchair (and whether it’s manual or power)
- Steps at either end, and roughly how many
- Oxygen use, and whether the rider will bring a tank
- Whether a family member or caregiver will ride along
- Anything the driver should know: memory problems, hearing or vision loss, anxiety, a pet that needs to be shut away
- How the return trip should work: a set time, a will-call, or a prescheduled wait. With a will-call, calling a little before you’re done gets a driver moving sooner.
Stairs and oxygen affect who and what we send. For a wheelchair rider who can’t manage steps, we send a stair chair team ($75 each way); an ambulatory rider who can walk the steps with the driver’s help pays nothing extra. Riders can bring their own portable oxygen, or we can supply tanks at $35 per 2-liter tank. All private-pay prices are listed on our rates page.
Step 3: Talk the trip through with your loved one
People cope better when they know what’s coming. A day or two ahead, explain:
- What time the vehicle will arrive and what it will look like
- That the driver will come to the door and help them every step of the way
- How they’ll get in: walking with help, rolling up a ramp or lift, or on a stretcher
- Roughly how long the drive will take
- How they’ll get home afterward, and who will call for the ride
For someone living with dementia, keep it short and simple, and repeat it on the morning of the trip. A note by the door (“Car to Dr. Patel at 9:30, driver will help you”) can help. If you can, ride along. A family member or caregiver can usually ride with the rider; just tell us when you book.
Step 4: Pack the essentials the night before
A small, easy-to-carry bag is better than a big one. The driver will help carry it, but space in the vehicle is limited and a stretcher rider needs to keep things light.
Medical transport preparation checklist
Documents
- Photo ID
- Insurance and Medicaid cards
- Appointment details, referral or orders if the clinic asked for them
- A current medication list, allergies and emergency contacts on one sheet of paper
- Advance directive or DNR paperwork, if the rider has one
Health and comfort
- Medications that will be due while they’re away, in original containers
- Glasses, hearing aids and dentures
- Water and a small snack if their diet allows (skip if they’re fasting for a procedure)
- A light sweater or blanket, since waiting rooms and vehicles vary in temperature
- Incontinence supplies and a change of clothes, if needed
- Portable oxygen with enough supply for the whole trip, including waiting time
Practical items
- A charged cell phone and charger
- House key, or make sure someone at home can let them in
- The transportation company’s number saved in the phone
- A small amount of cash or a card for incidentals
Step 5: Get the home ready for pickup
The safest trips start with a clear path. Before the driver arrives:
- Clear the route from the rider’s chair or bed to the front door: loose rugs, cords, clutter and small furniture.
- Turn on outdoor lights for early or evening pickups.
- Shovel and salt steps and walkways in winter.
- Put pets in another room.
- Make sure the wheelchair is in good shape: tires inflated, brakes working, footrests attached.
- Know how the rider will get from the bedroom to the door, especially for a stretcher pickup. The crew will ask.
Step 6: The morning of the ride
Have your loved one dressed, fed if allowed, and ready a few minutes before the pickup time. Comfortable, loose clothing and flat, closed shoes with good grip work best. Follow the care team’s instructions about medications, eating and drinking before the appointment.
If anything changes, such as the rider feeling unwell or the clinic calling to reschedule, call us right away. Dispatch answers 24/7, holidays included. Cancel or change at least two hours before pickup to avoid a fee.
If your loved one develops chest pain, trouble breathing, confusion that’s new or sudden, or any other emergency, call 911. Non-emergency transport is not an ambulance, and our crews don’t provide medical care on board.
Traveling safely in a medical transport vehicle
Once the rider is on board, a few habits keep the trip safe and comfortable:
- Stay buckled. Wheelchair riders are secured with four-point tie-downs on the chair and wear a lap and shoulder belt of their own. Ambulatory riders wear a regular seat belt. Stretcher riders are strapped to the cot.
- Don’t unbuckle or adjust straps during the ride. If something is uncomfortable, tell the driver, who will pull over safely and fix it.
- Keep bags and loose items stowed, not on the rider’s lap.
- Speak up about nausea, dizziness or pain. The driver can adjust the temperature, slow down or stop somewhere safe.
- Stay seated until the driver says the vehicle is ready, and wait for help getting out.
Special situations
Going home from the hospital
Discharge days move fast and often run late. Bring clothes, shoes and a coat to the hospital ahead of time, and ask the nurse to call us when the paperwork is signed. Our hospital discharge page explains how we coordinate with the care team.
Older adults making regular trips
For seniors with ongoing appointments, the same routine each time makes every trip easier. Our elderly transport service is built around that kind of steady, familiar care. For dialysis, standing orders keep the same pickup times every week.
Common questions
What should I pack for a non-emergency medical transport?
ID and insurance cards, a medication list, any medications due while away, glasses and hearing aids, a charged phone, and a light layer. Keep it to one small bag.
How early should my loved one be ready?
Dressed and ready by the door a few minutes before the pickup time. The driver will come in to help.
Can I ride along with my parent?
Usually, yes. Tell us when you book so we can plan the seating.
What if the pickup location has stairs?
Tell us when you book. For a wheelchair rider who can’t manage the steps, we send a stair chair team ($75 each way); ambulatory riders who can walk the steps with help pay nothing extra.
Can my loved one bring oxygen?
Yes. Tell us when you book and bring enough for the whole trip, including waiting time. If you’d rather, we can supply tanks at $35 per 2-liter tank.
Ready to book?
Once you know the level of service, whether ambulatory, wheelchair or stretcher, book the ride online or call (703) 304-7889. H&M Transport will take care of the rest and get your loved one there and back safely.
