Building a Centralized Platform for Medical Air Transfer Coordination
How XodeacTech helped KOI Health Solutions bring structure, speed, and visibility to one of the most fragmented and time-critical workflows in emergency healthcare.
The challenge we inherited
Medical air transport is life-critical by definition. When a patient needs an air ambulance, every minute of delay in coordination is a minute of deteriorating condition. The United States alone processes nearly 400,000 air medical transports per year. Studies show that patients with critical trauma or cardiac emergencies transported via air ambulance have approximately 30% higher survival rates compared to ground transport when transfers happen on time.
The problem is that most of the time, they do not happen on time because of communication.
Research from the National Institutes of Health found that over 70% of medical transfer delays are caused by inefficient communication and fragmented information flow between the parties involved: hospitals requesting the transfer, air ambulance operators managing the flight, maritime medical teams handling disembarkation, and insurance providers who need visibility into every step.
These parties were operating across phone calls, email threads, fax transmissions, and separate internal systems that did not talk to each other. A hospital coordinator would contact an air ambulance operator who needed patient records from a physician who was relying on a separate system that required manual export. By the time all parties had the information they needed, time had passed that could not be recovered.
KOI Health Solutions identified this coordination gap as the solvable part of the problem and commissioned XodeacTech to build TranSAir: a centralized platform designed specifically for patient air transfer management that could serve hospitals, air ambulance operators, maritime medical teams, and insurance providers within a single shared system.
What we found
What we built
The foundation of TranSAir is a shared case record that all authorized parties can see and act on. When a transfer case is opened, every stakeholder — the requesting hospital, the air ambulance operator, the receiving facility, and the insurance provider — has access to the same information in real time. There is no version fragmentation from parallel email threads. There is one case, one record, one current state that everyone works from.
Rather than requiring any party to call another to find out where a transfer stands, TranSAir provides real-time dashboards that surface the current status of every active case. Hospital coordinators can see whether the air ambulance has departed. Operators can see whether the receiving facility has confirmed readiness. Insurance teams can monitor case progression without interrupting the clinical teams managing the transfer. The dashboard was built to give each user role exactly the information relevant to their responsibility, not a generic data dump.
Communication between parties happens inside the platform rather than outside it. This means every message related to a transfer case is attached to that case record and timestamped — creating an auditable communication trail that replaces the scattered phone logs and email threads that previously served as the only record of coordination activity. Email integration ensures that parties who are not logged into the platform at a given moment still receive notifications for actions that require their response.
The Patient Trip Builder is the structured intake workflow that ensures every transfer case is documented completely at the point of creation. Required fields, validation rules, and structured data formats mean that a case cannot be opened with missing information that will create delays downstream. Flight details, patient medical information, receiving facility confirmation, and insurance authorization are all captured in a standardized format that every downstream party can read without interpretation.
Routine coordination tasks that previously required manual follow-up were automated within the platform's workflow engine. Status transitions trigger notifications to the relevant parties. Pending actions surface on the relevant dashboards without requiring a coordinator to remember to follow up. The reporting layer captures operational data across all cases — transfer times, communication response rates, delay patterns — giving KOI Health Solutions and their partners the structured data needed to identify where the process still has room to improve.
Delivered outcomes
“XodeacTech built exactly what we needed for TranSAir — a platform that could handle the coordination complexity of medical air transfers without adding complexity for the people using it under pressure. The real-time visibility and structured case management changed how our stakeholders work together.”
The most dangerous inefficiencies in healthcare are not the ones that cause obvious failures. They are the ones that cause delays that feel normal because everyone has learned to work around them. Medical air transfer coordination had been broken in the same way for long enough that the workarounds — the phone calls, the follow-up emails, the manual status checks — had become standard practice. TranSAir replaced the workarounds with a system built for how the coordination actually needed to work. That is the difference between digitizing a broken process and solving the underlying problem.
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