How It Works

How the BookMediFly Process Works

See how one fixed-wing medical flight request can help replace hours of calls, repeated details, and scattered provider responses.

Scene 1 of 5 · The traditional way

The traditional way takes time

Multiple calls Repeated trip details Hours of searching Scattered responses
Scene 1 · The traditional way
The traditional way takes time
A case manager juggles browser tabs of operator listings, a calendar flipping from Sep 1 to Sep 3, a ringing phone showing "Calling Provider B", and four sticky notes (Provider A "$80k w/ ground", Provider B "no ground, sounds like a broker", Provider C "same as B, broker?", Provider D "follow up needed"). A patient notes sheet reads "8 lbs · NICU · concerned family · birth weight 5 lbs". A fixed clock's red second hand keeps spinning.
Scene 2 · One request
Enter transport details once
One clean request form: From Orlando, Florida — To Ireland — Date 09/10/2026 — Transport Type Level 3 + NICU — Patient Weight 9 lbs — Additional Traveler 1 family member, 125 lbs — Payment Direct Pay (selected) or Insurance — Notes field with red helper text "No PHI required. Non-identifying transport notes only." Button reads "Submit Request" (ready, not yet submitted). Illustrative example.
Scene 3 · Provider matching
Participating fixed-wing providers review the request
The submitted request — Orlando, FL → Ireland, 09/10/2026, Level 3 + NICU, patient 9 lbs, 1 family member (125 lbs), Direct Pay — fans out to four participating fixed-wing operators: Providers A, C, and D are In-Network (green); Provider B is Out-of-Network (yellow). Matching is by route, availability, transport needs, and fixed-wing only.
Scene 4 · Provider responses
Compare quote options side by side
Three illustrative response cards. Response A (Learjet 45XR / N452LF) carries the "FASTEST RESPONSE" banner above the card header. Response B (King Air 200 / N818KA) is the no-ground, Out-of-Network option at $47,050. Response C (Citation Bravo / N621CB) is the highlighted "LOWEST QUOTE" at $32,100 — In-Network, Tier 2 Silver, includes ground transport, capabilities Bariatric and Ventilator. A "Show more quotes" affordance sits beneath. Actual responses vary.
Scene 5 · Coordinated transport
Selected provider coordinates transport
A map of the US east coast (with a recognizable Florida peninsula) on the left, Atlantic Ocean across the middle, and Ireland on the right. A ground vehicle runs Orlando Hospital → MCO, a refined fixed-wing medical aircraft flies the dotted route across the Atlantic facing the direction of travel, and a second ground vehicle runs Ireland Airport → Destination Hospital. A "SELECTED PROVIDER · Coordinating Transport" badge recaps "Response C — Citation Bravo · $32,100 · In-Network · Tier 2 Silver" and connects to the route with a teal dashed line.

BookMediFly is a software platform. Transportation, medical coordination, pricing, and flight operations are handled directly by the selected provider.

BookMediFly connects medical transport requesters with participating FAA Part 135 fixed-wing air medical operators. Pick your path below.

Request Medical Transport

Hospitals, case managers, transfer centers, discharge planners, patients, and families.

Provide Medical Transport

FAA Part 135 air medical operators joining the network as affiliates.

Request Medical Transport

For hospitals, case managers, transfer centers, discharge planners, patients, and families.

  1. 1. Submit transport request

    Share basic flight details — departure, destination, date. Please do not enter diagnosis, medical records, or sensitive patient details anywhere on BookMediFly.

  2. 2. Receive provider quotes

    Certified operators in your matching coverage area review the request and respond with quotes.

  3. 3. Compare options

    Review pricing, aircraft, and timing side-by-side. Every responder is FAA Part 135 verified.

  4. 4. Select provider and coordinate directly

    Pick the best fit and coordinate medical clearance, logistics, and payment with your chosen operator.

Get a Quote

Provide Medical Transport

For FAA Part 135 air medical operators joining the affiliate network.

  1. 1. Join the network

    Apply with your FAA Part 135 Operating Certificate, insurance, and coverage areas. We verify before you go live.

  2. 2. Receive matching requests

    Get notified when transport requests match your geographic coverage and aircraft capability.

  3. 3. Submit quotes

    Respond with pricing and availability through your affiliate dashboard. Decline cleanly when it’s not a fit.

  4. 4. Coordinate directly after selection

    When the requester selects you, coordinate medical clearance, flight planning, and payment directly.

Join the Network

Trust & Security

FAA Part 135 Verified

Every operator holds a current FAA Part 135 Operating Certificate, verified at onboarding and monitored for expiration.

Privacy Protected

Minimal information at quote stage. Please do not enter diagnosis, medical records, or sensitive patient details anywhere on BookMediFly. If additional details are needed for a complex trip, a vetted fixed-wing medical transport provider may follow up directly by phone or email.

Secure Platform

Information is transmitted through secure connections, with audit trails covering platform actions.

Frequently asked questions

Is BookMediFly an aircraft operator?

BookMediFly is a software platform that helps coordinate quote requests with vetted fixed-wing medical transport providers. We do not operate aircraft directly.

Is this for helicopters or emergency transport?

No. BookMediFly is for scheduled fixed-wing air ambulance quote requests. It is not for 911-style emergencies, helicopter dispatch, or ground ambulance transport.

Is it free to request and book?

Yes. It is always free to request and book through BookMediFly, with no obligation to choose a provider. We encourage you to compare options, including quotes you may receive directly from other providers. Any transport payment is handled directly with the vetted fixed-wing medical transport provider you choose.

Who is BookMediFly built for?

BookMediFly is built for families, hospitals, case managers, discharge planners, and care teams arranging scheduled fixed-wing medical transport.

What should I enter in the quote form?

Start with the basic trip details, such as pickup city and state, destination city and state, expected travel date, and requester contact information. Please do not enter diagnosis, medical records, or sensitive patient details anywhere on BookMediFly. If additional details are needed for a complex trip, a vetted fixed-wing medical transport provider may follow up directly by phone or email.

How much does an air ambulance cost?

Cost depends on aircraft type, route, distance, medical needs on board, and whether insurance is involved. Quotes come directly from vetted fixed-wing medical transport providers, so the most reliable price for your specific trip is the one returned in response to your request. BookMediFly does not publish a price range because every trip is different.

How quickly will I hear back?

Response time depends on the route, timing, aircraft availability, payment type, and case complexity. Routine fixed-wing medical transports may have more available providers. Complex cases, such as NICU, bariatric transport, insurance coordination, or specialized medical needs, may have a smaller list of vetted fixed-wing medical transport providers able to review the request. If additional details are needed, a provider may follow up directly by phone or email.

Does insurance cover air ambulance?

Some insurance plans may cover medically necessary fixed-wing transport, but coverage varies widely by carrier, plan, and trip. We recommend confirming benefits, prior-authorization rules, and out-of-network exposure directly with your insurer before booking. BookMediFly does not bill insurance.

What if my case is complex (NICU, bariatric, ICU, international)?

Complex cases, such as NICU, bariatric transport, ICU-level care, insurance coordination, or international trips, may have a smaller list of vetted fixed-wing medical transport providers able to review the request, so response time can vary. If additional details are needed, a provider may follow up directly by phone or email. Please do not enter diagnosis, medical records, or sensitive patient details anywhere on BookMediFly.

What happens after I submit a request?

Your request is shared with relevant vetted fixed-wing medical transport providers. One or more may follow up directly by phone or email with quotes or additional questions. BookMediFly does not operate aircraft and does not handle transport payment — any payment is arranged directly with the provider you choose.