When a loved one falls seriously ill or is injured far from home, figuring out how to get them back safely can feel overwhelming. In a moment that’s already full of stress and uncertainty, navigating medical logistics, paperwork and transport options is the last thing most families are prepared for.

That’s where we come in. At TAF Medical Assistance  - our medical flights division - we’ve helped countless families arrange safe, efficient medical flights tailored to each patient’s needs. Whether it's an emergency evacuation or a carefully planned transfer, our team is here to guide you every step of the way.

But how exactly does it work when a family member gets ill abroad?

In this article, we’ll walk you through the process of arranging a medical flight - from the first phone call to the patient’s safe arrival. Clear, practical and written from experience, this guide is for anyone suddenly faced with getting someone they care about home.

Not every medical situation calls for an air ambulance, but when time is critical or commercial travel isn’t safe or possible, a medical flight can be the best option. Whether it’s a sudden accident during a holiday or a planned transfer for continued care, the goal is always the same: to get your loved one where they need to be, as safely and quickly as possible.

Some of the most common situations we handle at TAF Medical Assistance include:

• A serious injury while travelling abroad
• Sudden illness far from home or in a country with limited medical facilities
• The need to transfer a patient to a hospital in another country for specialized treatment
• Medical repatriation following surgery or long hospital stays
• A stable but vulnerable patient who cannot tolerate long-distance ground transport

We also support planned transfers between medical facilities, often across borders, when patients require continued treatment or rehabilitation closer to family. In each case, we assess the situation carefully to determine the safest and most efficient way to carry out the transfer – by air ambulance, commercial escort, or even by specialized ground transport if appropriate.

When a medical situation arises and a patient needs to be moved, the first step is reaching out to a team that knows how to handle it. Contacting a provider like TAF Medical Assistance ensures you're speaking directly with experts who understand both aviation logistics and patient care.

You don’t need to have all the answers upfront. What helps us most in those first minutes is a clear picture of:

• The patient's current location and condition
• The name and contact details of the treating hospital or doctor
• The destination you're hoping to reach
• Any medical documents that may already be available

If the patient is insured or covered by a travel assistance provider, we can often coordinate directly with them. But we’re just as ready to assist if you’re organizing the transport independently.

Our team is on call 24/7 to offer guidance, assess the situation, and start putting together a plan. The earlier you reach out, the more smoothly we can get things moving.

Once you’ve contacted us, the next step is determining the most appropriate way to transport the patient. This starts with a medical assessment, which can be done remotely or, in some cases, in person. We work closely with the treating doctors to understand the patient's current condition, stability, and specific medical needs during transport.

From there, we help you decide which type of transport makes the most sense:

• Air ambulance flights: Fully equipped aircraft with onboard medical staff, ideal for critical or unstable patients who need continuous monitoring or life support.
• Commercial medical escort: A cost-effective alternative for stable patients who can travel with a medical professional on a regular airline flight.
• Specialized ground transport: For patients who don’t require air travel, but still need medical support en route over long distances within Europe.

Choosing the right type of flight depends on more than just the distance. We consider the patient’s medical status, the urgency of the transfer, comfort, budget, and any logistical limitations. Every case is different, and we’ll always walk you through the options so you can make an informed decision.

Once the transport plan is in place, we handle everything behind the scenes to make it happen. This is where our aviation experience and medical know-how come together to create a seamless operation.

Depending on the type of transport, our team will:

• Arrange the appropriate aircraft or book a seat on a commercial flight
• Organise a fully qualified medical team, including doctors, nurses or paramedics as needed
• Secure all required permits, documentation and clearances
• Coordinate ground ambulances at both departure and arrival points
• Liaise with hospitals, airports, airlines and border authorities
  
  

We also make sure medical equipment and medication are onboard and tailored to the patient’s condition. Every detail, from oxygen levels to stretcher placement, is carefully planned in advance.

Throughout the process, you’ll have a direct line to our team. We provide updates, answer questions, and are always just a phone call away. It may feel like a lot is happening in the background - and it is - but we’re here to make sure you don’t have to worry about any of it.

A medical flight is more than just transportation, it’s a continuation of care in the air. Whether it’s an air ambulance or a commercial medical escort, the patient is accompanied by trained professionals who monitor and support them throughout the journey.

On board, the medical crew will:

• Monitor vital signs continuously
• Administer medication or oxygen as needed
• Keep the patient comfortable and reassured
• Be prepared to respond to any changes in condition

The aircraft itself is equipped based on the patient’s needs. In an air ambulance, this can include stretchers, ventilators, infusion pumps and other advanced medical equipment. For commercial flights, arrangements are made to secure space for medical devices and ensure discretion and safety.

Many families ask whether they can accompany the patient. In most cases, the answer is yes. Depending on the type of flight and aircraft, one or sometimes two companions may be able to join. We’ll always clarify this early in the planning stage, so you know what to expect.

Our goal is to make the flight as smooth and stress-free as possible, both for the patient and for you.

Once the flight touches down, the job isn’t finished yet. What happens after landing is just as important as everything leading up to it - and we make sure that part runs just as smoothly.

We arrange for a medical ground ambulance to meet the aircraft directly on the tarmac or as close as possible. The patient is carefully transferred from the plane and accompanied by medical staff throughout the journey to the receiving hospital or care facility.

Before the flight, we’ve already been in touch with the hospital on the receiving end, so they’re fully informed and ready to continue treatment. We also provide them with a full medical handover, including documentation and updates from the in-flight team.

If a family member is traveling with the patient, we make sure they’re informed every step of the way and can often arrange transport for them too if needed.

Our role is to make sure the transition from air to care is seamless, safe and handled with the same attention to detail as every other step of the journey.

One of the first questions we often hear is, “Who pays for a medical flight?” And understandably so - medical transport can be complex, and costs vary depending on the situation.

In many cases, travel insurance or international health insurance will cover some or all of the cost of a medical evacuation. If you’re unsure, we’re happy to help you navigate the paperwork and speak with insurers on your behalf. We’ve worked with dozens of major assistance companies and know the process inside out.

For those without insurance coverage, or for situations where reimbursement is limited, we always aim to offer the most cost-effective solution without compromising safety. That could mean choosing a commercial flight with a medical escort instead of an air ambulance, or even a fully equipped ground transfer if the patient’s condition allows it.

Our goal is full transparency. You’ll receive a clear quote up front, and we’ll walk you through the options so you can make the best decision based on medical need, timing and budget.

If you’re reading this in the middle of a crisis, know this: we’ll help you focus on your loved one, while we handle the rest.

Learn more about the cost of medical flights in out detailed blog here

Arranging a medical flight for a loved one is never something you expect to do. But when the time comes, it’s reassuring to know you’re not alone. At TAF Medical Assistance, we’re here to guide you through the process with clarity, care and professionalism.

From the first call to the final handover, our team handles every detail with the urgency and attention it deserves. Whether it’s an air ambulance, a commercial medical escort or a ground transfer across Europe, we’ll help you choose the right solution and make it happen quickly and safely.

If you ever find yourself needing to arrange a medical flight, you can reach us 24/7. We're ready to help, whenever you need us.

• medical@the-aviation-factory.com

• +32 (0) 32 39 60 00 (available 24/7)
  
  

Or learn more about medical services here.

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