Mistake 1: Not keeping flight information up to date
Flight delays change all the time. If this information does not reach the transfer team right away, the driver waits for nothing, or the patient is left without a pickup. You need a record that updates live, not a static note.
Mistake 2: Coordination that depends on one person
If all transfer planning lives in one coordinator's memory or phone, the system breaks when that person is on leave or busy. Information should belong to the system, not to one person.
Mistake 3: Hotel and clinic times clashing
If transfer times are not planned together with clinic appointment times, the patient either waits too early or arrives late for the appointment. Appointments and transfers should appear in the same calendar.
Mistake 4: Communication with drivers that is not written down or trackable
Verbal or written instructions given over WhatsApp can get lost or be misunderstood. The information a driver sees should be a clear task list about their own work only.
Mistake 5: No feedback loop
If the clinic team does not learn right away that a transfer is finished, the next steps (welcoming the patient, registration) are delayed. The right team should be informed automatically when each step is done.