Medical ride planning checklist

Use this page when speaking with the clinic, rider, companion and transport provider. Print it or copy the sections you need. Complete personal details privately rather than posting them publicly.

1. The appointment

Date: ____________________

Required arrival time: ____________________

Clinic, department and appointment contact: ____________________

Exact destination address, building and entrance: ____________________

Instructions affecting travel or an accompanying adult: ____________________

Confirm whether the expected appointment end time is reliable or only an estimate.

2. The pickup

Pickup address and entrance: ____________________

Pickup time or agreed window: ____________________

Steps, elevator, access restrictions or waiting location: ____________________

Person meeting the vehicle: ____________________

Pickup contact number: ____________________

Make sure the provider knows where the rider will actually be waiting, not only the street address.

3. Assistance and equipment

Help needed between the home and vehicle: ____________________

Help needed entering or leaving the vehicle: ____________________

Mobility equipment and relevant dimensions requested by the provider: ____________________

Will the rider remain in their wheelchair during travel? ____________________

Companion name and travel arrangement: ____________________

Assistance the provider has confirmed: ____________________

Ask the clinical team and a suitable provider to determine arrangements when medical support, transfers, stairs or lying-down travel are involved. Do not improvise lifting.

4. The return

Scheduled return or pickup requested when ready? ____________________

Who requests the return, and how? ____________________

Return contact number: ____________________

Where the rider waits: ____________________

What happens if the appointment runs late? ____________________

Who receives the rider at home, and who has the key? ____________________

Confirm the return separately even when it appears to be part of the outward booking.

5. Cost and booking terms

Provider and booking reference: ____________________

Total quoted price: ____________________

Both directions included? ____________________

Waiting, extra stops, equipment or companion charges: ____________________

Change and cancellation terms: ____________________

Payment responsibility or confirmed authorization: ____________________

Keep the quote or confirmation. Ask questions before assuming that a benefit or referral covers this particular journey.

6. If the plan changes

Provider dispatch/contact: ____________________

Clinic contact: ____________________

Companion or family contact: ____________________

Agreed delay check-in time and backup steps: ____________________

For a medical emergency, call local emergency services rather than waiting for a scheduled ride.

7. After the first journey

Was the assistance appropriate? Did both handoffs work? Was the return clear? Was the final price understood? What should change next time?

Notes for the next booking: ____________________

Read the full transportation guide · Prepare for hospital discharge