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Tips for Case Managers to Plan Air Ambulance Transport

A case manager’s job can be hectic, especially when it comes to coordinating air ambulance transport. Even the most experienced ones may only coordinate a few of these every year. So it may be difficult to be informed on all the details necessary in planning a successful transport. Maybe you got all the details of their medical needs correctly but forgot to verify the patient’s insurance coverage. Or maybe you missed out on verifying the certifications of the air ambulance company. There are plenty of details one should remember when coordinating transport via an air ambulance and here’s a tip to help you out.

Assess the Various Needs

Before a patient avails air ambulance transport, you need to contact the discharging physician for medical reports and also ascertain the reason for transport. You will need to establish the date of transport and coordinate with the accepting facility. The process of assessing needs also involves recapping the patient’s current condition and determining their life support needs. Before you move on to the next step, you need to identify the payer – whether it’s the insurance company, patient or patient advocate, or facility.

Collect estimates for Air Ambulance Transport

The next step requires you to secure air ambulance estimates, which involves determining an estimated cost of the transport and details of the service. This means determining the aircraft type, whether or not the service is bed-to-bed, etc. You will need to verify a few things including insurance coverage, personnel qualification, and whether or not the entity is an operator. Another certification you need is for the entity in terms of industry associations and FAA Part 13 certificate. Don’t forget to provide transport parameters and verify everything in writing.

Before executing transport, make sure you secure an itinerary from the operator and coordinate with the floor. Verify details like pickup time, transport/discharge orders, and receiving facility. Keep the receiving facility updated on the patient’s condition for a smooth transport.