Give your assistance desk a usable China-side work order, with named decisions, payment dependencies and a traceable handover.
Start with the desk reference and authorised case manager. Define whether ChinaMedTransfer is being asked to coordinate one ground leg, receiving liaison, airport interface or several linked tasks. Confirm who handles the international flight and escort. Where another supplier is already appointed, send the interface contact rather than assuming that the local coordinator can instruct that supplier.
A practical brief separates confirmed facts, provisional plans and decisions still needed. Record the flight and local date, meeting and destination addresses, patient mobility, support specified by the clinical team, companions and luggage. State who may accept a revised quote. If a flight changes after approval, send a revision against the same case reference with a timestamp; do not rely on a second email chain being noticed as the current instruction.
Ask which entity should receive the guarantee or purchase order and for which service. Clarify currency, invoicing entity, authorisation cap, excluded expenses and any prepayment requirement in the actual quotation. A GOP offered by the desk remains subject to recipient acceptance. Proof of payment helps reconciliation but does not by itself confirm dispatch. Keep payment status and operational booking status as separate fields.
Define updates around real decisions: local feasibility, outstanding airport confirmation, receiver ready, booking released, patient received and handover closed. If the receiving hospital changes, identify who may approve the new destination and any added scope before treating the change as accepted. If contact is lost, follow the escalation route agreed for the assignment rather than assuming an unlimited standing authority.
The closing record should identify the agreed endpoint, handover time, receiving contact or role, material exceptions and documents still due. It need not reproduce the medical record. Any invoice correction or additional charge should remain tied to the accepted scope and subsequent approvals. Send the first brief through the linked intake resource; use the RFQ if the desk needs written commercial comparison before appointing a provider.
Send the route, local date, required support, receiving status and payer contact. Exchange detailed records through an agreed authorised follow-up channel; sending an email does not confirm a booking.