Gather the details before you call
Write down the exact pick-up address with the floor and any entry code, the destination with the department concerned, the date and time of the appointment, and a number reachable on the day. Those few lines prepared in advance let us give you an answer on the first call instead of going back and forth.
Describe the access honestly
A narrow staircase, a lift too small for a stretcher, a street where the vehicle cannot pull up: these are not details, they are what determines the equipment and the crew required. Mentioning them at the booking stage means they can be planned for. Discovering them on site wastes everyone's time, starting with the patient's.
Plan ahead for a hospital discharge
As soon as a discharge date is mentioned, even tentatively, start arranging the journey home. Check that someone will be at the address, that the bed is reachable and that the route through the home is clear. Discharges cluster into a few hours of the day, and demand is heavier then than at any other time.
For a journey between cities, start from the arrival time
On a long journey, work back from the time the patient has to have arrived. Consider whether a return is needed the same day and whether someone is waiting at the destination. An inter-regional journey is much easier to arrange when it is flagged a few days ahead.
Keep medical records separate from the transport request
A transport request is about a journey: two addresses, a date, access conditions. Medical material goes directly to the professionals concerned or between facilities. Keeping the two channels apart protects your health information and stops it going astray.