General Information
- Screening appointment: you will be traveling alone for your screening appointment. In very rare cases and only when required by the clinic will your partner accompany you.
- Overnight stay: If there is no need for overnight stay, your screening appointment will be same day travel
- Transportation: For screening travel, we will be arranging Uber/Lyft transportation. There will be no rental car provided. If you wish to have a rental car, you can arrange this and get reimbursed once you have returned from the appointment.
- Transfer Companion: You MUST have a companion accompany you for your transfer.
**Your companion must be at least 21 years old and have a valid driver’s license**
- Childcare: Please arrange the necessary childcare for this appointment, clinics do not allow any children to be present.
- Booking Errors: We are human and errors do happen, please review you’re booking information for any errors that might have occurred in the booking process.
Please inform our office if the booking information is not correct within 24 hours from the time the information was provided to you. This will give our office ample time to make the necessary adjustments
Flights
- Transfer Travel: You must travel one day prior to the transfer date. There are no exceptions.
- Last Minute Arrangements: Often times the clinic provides appointments and calendars last minute. Due to this, your travel arrangements could be very last minute, we appreciate your flexibility and understanding as this is out of our hands.
- Booking Travel Time Frame: Many flights and hotels are nonrefundable therefore, all travel will be booked no earlier than one week prior to your departure date; this insures all dates are confirmed and final.
- Checking In: You MUST check in online 24 hours before your departure as all flights are being overbooked. If you don’t have a seat number assigned or you didn’t receive other instructions from the airline upon arrival at the gate you may not be able to get on the flight.
- Airport Arrival: Arrive at the airport at least 2 hours prior to your departure or return flight.
- Documents needed: Make sure you have your itinerary number or record locator available, along with a valid ID.
- Airline: Please be aware of which airline you are flying with, as your flights may be with different airlines throughout your trip.
Car Rental
- Names: For your transfer, the car rental is under your name and your companion’s name needs to be added.
**Your companion must be at least 21 years old with a valid Drivers license to drive the car rental**
- Car Payment: Your car reservation is not prepaid for. We will be sending the total estimated amount to your bank account prior to departure so you are able to make a payment. Please keep the final receipt and send a copy to your case coordinator for reimbursement.
- Credit Card or Debit card: The card used to pay for the rental MUST be matching the name on the reservation.
- Car Rental location: Please be aware the car rental office may not be located at the airport. In some cases you may need to take a shuttle from the airport.
- Airport Arrival: Arrive at least 2 hours prior to your return flight to insure you have enough time to return your car rental.
Hotel
- Hotel Room: rooms are chosen based on availability and allowed amount per night, per your legal contract. You are not able to choose your own.
- Distance from Clinic: If there is availability, the hotel will be located no more than 10 miles away from the clinic. If there is no availability, the distance maybe up to 20 miles. We appreciate your flexibility and understanding.
- Credit/Debit Card: credit or debit card must be provided for your hotel reservation, as you are responsible for incidentals. Credit or debit card used for incidentals has to be under the same name as the reservation. If you do not have one please let us know in advance.
- Hold Amount: hold amounts vary from hotel to hotel, but you must have at least $150.00 available on your card for this purpose.
- Hold Amount Returned: If a hold is placed on your card and there are no incidentals, the funds will be returned to your account within 48 hours after check out.