VIP patient logistics: a hotel near the clinic, a personal interpreter and concierge from arrival to discharge
During serious treatment, what a family needs most is not to have to think about anything other than the treatment. Where to sleep, who will translate the doctor's words at eight in the evening, how to pay the clinic invoice and whether it is correct, how mother can fly in tomorrow and where she will stay. The service on this page is one person on site who does all of this on your behalf and who has not told anyone except the clinic who you are.
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One coordinator on siteFrom the airport to discharge, every day, for your family only
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Accommodation within walking distance of the clinicA five-star hotel or an apartment with a kitchen for the family
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Confidentiality in writingNDA on request, bookings in the company's name, nothing published
What the coordinator does every day, and what they never do
The list is specific so that the family knows in advance what it can rely on and what remains with the doctors and the clinic.
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Arrival and transfers
Meeting you at the airport, fast-track clearance where the airport offers it, a private car with a driver to the hotel and to the clinic and back every day and around the city, with transport adapted for a wheelchair or stretcher depending on the patient's condition.
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Accommodation
A five-star hotel or serviced apartment a few minutes from the clinic, a room that takes diet and mobility into account and, for longer stays, a kitchen so that the family can keep to its usual meals.
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Interpreting and clinic administration
The coordinator interprets at every appointment and ward round, reads consent forms and contracts before you do, compares clinic invoices with the cost estimate and handles payments with your approval.
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Family and daily update
Tickets, rooms and airport pick-up for family members, a nanny for the children if the parents are at the clinic, and one message a day in the agreed format for the family back in Georgia, within the limits the doctor allows.
- Never: we do not interfere in treatment, give medical advice or stand in for a doctor or nurse. The coordinator is non-medical staff and is introduced to the clinic as such.
- Never: we take no commission from the hotel, the transport company or the clinic. If any of them offers us a discount, it shows on your invoice, not ours.
What a day with the coordinator looks like
Surgery day at a clinic in Istanbul, with two people accompanying the patient. The times are illustrative, the principle is not: the family never waits for anyone and never has to look for anyone.
| Time | What happens | The coordinator's job |
|---|---|---|
| 06:30 | The patient has been in the clinic since the day before, the family is at the hotel | Calls the family: how the night went, what the night doctor said, when surgery starts |
| 08:00 | The family goes to the clinic | Car at the hotel, takes the family to the surgical unit waiting area, interprets the anaesthetist's final questions |
| 09:00-14:00 | Surgery | Stays with the family, interprets updates from the operating theatre, updates the family in Georgia at the agreed times, arranges lunch |
| 14:30 | The surgeon meets the family | Interprets word for word, puts the family's questions to the surgeon and, with consent, records the conversation so they can listen to it again later |
| 16:00 | The patient is in intensive care, visits are restricted | Explains the visiting rules, arranges a 10-minute visit, takes the family back to the hotel, sends the plan for the next day in writing |
| 19:00 | The clinic invoice arrives | Compares the invoice with the cost estimate, sends any discrepancy back to the clinic's finance department, shows the family only the checked figure |
While the patient is in intensive care, the doctor sets the limits on what the family is told; the coordinator passes on only what the clinic has authorised them to say, and explains this to the family in advance.
Confidentiality: how it works in practice and where its limits are
For public figures, business people and their families, the fact of treatment is often as sensitive as the diagnosis. That is why the rules are written down in advance and signed by every coordinator.
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One person knows
Within our company, the patient's identity and diagnosis are disclosed only to the assigned coordinator and one back-up person. To the hotel and the transport provider, you are the patient whose room is booked in the company's name.
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Nothing is made public
No photos, no locations, no thank-you letters without your consent. In the clinic and around the city the coordinator works from a work phone, and the message history on it is deleted when the service ends.
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NDA on request
A written confidentiality agreement binds the company and the coordinator and covers the fact of treatment, the location and the details. Its limit is what we cannot cover: the clinic's own records and border-crossing data, which exist by law.
Frequently asked questions about VIP logistics
How does VIP logistics differ from a standard medical tourism package?
In three ways: the person, the time and the depth of involvement. In a standard package the coordinator works remotely from Georgia and an interpreter comes to appointments; with VIP logistics a personal coordinator is on site from the airport until discharge, every day, and works for your family alone. They do not just interpret: they deal with every matter involving the clinic administration, invoices, the insurer and the hotel on your behalf, arrange family members' arrival and stay, and update the family back in Georgia every day in the agreed format. The medical side of treatment is the same in both cases: it is carried out by the clinic.
Can you sign a confidentiality agreement (NDA)?
Yes, on request we sign a written confidentiality agreement that binds our company and the specific coordinator and covers the fact of treatment, the diagnosis, the location and the details of the stay. Even without an agreement, we work by the same rules for public figures and their families: the patient's name is disclosed to no one except the clinic, the hotel and transport are booked in the coordinator's or the company's name if you wish, no photos or locations are published anywhere, and the coordinator is also bound to us by a written non-disclosure undertaking. What we cannot cover: the clinic's own records and border-crossing data, which exist by law.
Who pays for the hotel and transfers, and what stops the price from going up?
They are two separate lines. Our fee is the coordinator's daily rate, agreed in advance and multiplied by the length of the stay. Third-party costs, such as the hotel, car, tickets and extra interpreter hours, are paid at the receipted amount, with no mark-up, and every receipt is attached to the invoice. You pay for the hotel or apartment either directly or we pay from a deposit, as you choose, and you always confirm a booking before it is changed. This way the price only changes because you added something, not because something turned up on the invoice. We check clinic invoices separately against the cost estimate and send any discrepancy back to the clinic before it reaches you.
Can you arrange for other family members to come during treatment?
Yes, and this is a normal part of VIP logistics: tickets, a visa if needed, meeting them at the airport, rooms in the same hotel or a second apartment near the clinic, explaining the clinic's visiting rules, because visits to intensive care are restricted everywhere, and a nanny or activities for children if the parents spend most of the day at the clinic. During long treatment, such as a transplant or cancer treatment, we also plan a rota for family members so that someone is always there and nobody burns out. Only you decide who comes and when; we turn that into logistics.
What often goes with VIP logistics
- Medical charter flight When the patient cannot travel on a scheduled flight and the coordinator meets the aircraft on the apron.
- Finding a clinic and a second opinion If the clinic has not been chosen yet: selection criteria and comparing cost estimates.
- Post-operative care in Georgia A caregiver, rehabilitation and a sterile environment at home, once the coordinator has seen you off at the airport.
One person on site, so you only have to think about the patient
Tell us the city, the dates and who is coming. You will receive the plan, the coordinator's rate and accommodation options in writing, with your name kept off every booking if you prefer.