The ultimate pre-flight checklist for medical device travelers. Comprehensive packing lists, documentation requirements, and expert tips to ensure stress-free travel with oxygen concentrators, CPAPs, insulin pumps, and other essential medical equipment.

Medical Device Travel Checklist: Never Forget Anything Again

Traveling with medical devices requires meticulous planning and organization. Whether you're flying with a portable oxygen concentrator, CPAP machine, insulin pump, or wheelchair, this comprehensive checklist ensures you'll never forget essential items, documents, or preparations.

6-8 Weeks Before Travel

Medical Consultation & Documentation

Consult Your Healthcare Provider

Schedule appointment to discuss travel plans
Request travel authorization letter on official letterhead
Get prescription copies for all medications and devices
Discuss medication schedule adjustments for time zones
Obtain vaccination certificates if traveling internationally
Request extra prescription refills for extended trips

Required Medical Documentation

Doctor's letter describing medical condition and device necessity
Device prescription with dosage/settings information
Medical ID card or bracelet documentation
Emergency contact information for healthcare team
Insurance cards (health, travel, and device coverage)
Medical history summary for emergency situations

TSA & Airline Notifications

Download TSA Notification Card for your specific device
Review TSA medical device screening procedures
Contact airline 48-72 hours before flight (required for some devices)
Request special assistance if needed (wheelchair, priority boarding)
Confirm device complies with airline battery regulations
Pre-register for TSA PreCheck if eligible with medical devices

4 Weeks Before Travel

Device Preparation & Maintenance

Equipment Inspection

Test all medical devices for proper function
Check device serial numbers and record them
Verify warranty coverage and expiration dates
Clean and sanitize all equipment thoroughly
Replace filters, tubing, or disposable components
Update device software/firmware if applicable

Battery Assessment

Count all lithium batteries and check watt-hour ratings
Verify batteries meet airline limits (typically 100Wh carry-on, 160Wh with approval)
Test battery charge capacity and runtime
Purchase additional FAA-approved batteries if needed
Label batteries with watt-hour rating (use permanent marker)
Check battery expiration dates

Backup Planning

Identify backup equipment sources at destination
Register with device manufacturer's travel support program
Download device manuals in PDF format to phone
Research medical equipment suppliers at destination
Purchase travel insurance covering device damage/loss
Create digital copies of all documentation

2 Weeks Before Travel

International Travel Requirements (If Applicable)

Country-Specific Regulations

Research destination medical device import laws
Check if device requires customs declaration
Verify electrical outlet types and voltage (100-240V compatibility)
Purchase appropriate power adapters (not voltage converters)
Check medication import restrictions and quantity limits
Obtain translated medical documentation if needed

Power & Electrical Planning

Confirm device power requirements (voltage, wattage)
Purchase universal travel adapter with surge protection
Test adapter compatibility with your devices at home
Bring backup power solutions (extra batteries, car adapter)
Research airport/airline in-seat power availability
Pack power strip for charging multiple devices

1 Week Before Travel

Packing Strategy

Carry-On Medical Bag (Never Check This)

All medical devices (POC, CPAP, insulin pump, etc.)
All medications in original labeled containers
All batteries and chargers
Medical documentation packet (originals + copies)
Device cleaning supplies (TSA-compliant sizes)
Backup supplies for 2-3 days beyond trip length
Emergency contact list (doctors, device manufacturers)
Travel insurance information

Checked Luggage (Backup Supplies Only)

Extra masks, tubing, cannulas (if applicable)
Additional cleaning supplies (full-size bottles)
Backup power cords and adapters
Extra medication (separate from carry-on)
Medical supply storage cases
Backup written instructions for device use

Documentation Packet Organization

Doctor's letter (3 copies: carry-on, checked bag, digital)
Prescriptions for all medications and devices
Insurance cards and policy information
TSA Notification Card
Device specifications and FAA approval letters
Emergency contact list with international calling codes
Hotel/accommodation contact information
Local hospital/clinic information at destination

48 Hours Before Travel

Final Preparations

Airline Confirmation

Reconfirm medical device notification with airline
Verify seat assignment (aisle for easy access, near power outlet if needed)
Request disability assistance if needed
Confirm carry-on allowance exemption for medical devices
Print boarding passes and keep digital copies
Review airline's specific medical device policy one final time

Device Testing

Fully charge all batteries
Test each device for 30+ minutes
Verify alarm functions work properly
Ensure all components are packed and accessible
Double-check spare parts (extra cannulas, masks, filters)
Pack device operation manual or save to phone

Medication Review

Count all medications to ensure adequate supply
Organize daily medication in pill organizers
Pack liquid medications in TSA-compliant bags (3.4oz/100ml limit exemption)
Keep temperature-sensitive medications in insulated bags
Bring medication list with generic and brand names
Include medication schedule adjusted for destination time zone

Day Before Travel

Pre-Flight Checklist

Pack & Organize

✅ Medical devices in carry-on (NEVER in checked luggage)
✅ All batteries labeled and in protective cases
✅ Chargers and power adapters easily accessible
✅ Medications in original containers with pharmacy labels
✅ Documentation packet in waterproof sleeve
✅ Backup supplies split between carry-on and checked bag
✅ TSA-compliant toiletries for device cleaning
✅ Hand sanitizer and disinfecting wipes
✅ Backup glasses/contacts if using medical devices

Technology Prep

Charge all devices and batteries to 100%
Download offline maps of destination
Save hotel, hospital, and pharmacy addresses offline
Set up international phone plan or local SIM card
Download language translation app
Save all medical documents to cloud storage
Take photos of all packed items (for insurance claims)

Day of Travel

Airport & TSA Screening

Before Security

Take prescribed medications as scheduled
Use restroom before security (medical devices may delay screening)
Have documentation ready but don't present unless asked
Notify TSA officer about medical devices BEFORE screening
Request private screening if preferred
Allow extra time (30-60 minutes for medical device screening)

TSA Screening Process

Inform officer: "I'm traveling with a medical device"
State device type clearly (CPAP, POC, insulin pump, etc.)
Ask for visual/physical inspection if device can't go through X-ray
Keep medications and devices with you at all times
Request glove change if officer will touch your device
Don't remove insulin pumps or CGMs (can request pat-down instead)

Post-Security

Wipe down medical devices with sanitizing wipes
Repack items securely for boarding
Locate accessible restroom near gate
Identify medical assistance locations in terminal
Charge devices at airport power outlets if time permits
Stay hydrated (especially important for oxygen users)

During Flight

In-Flight Device Management

Setup & Use

Notify flight attendants about device use before takeoff
Store device under seat in front of you (easy access)
Use device per airline guidelines (some allow use during takeoff/landing)
Keep device powered on or easily accessible
Monitor battery levels throughout flight
Have backup batteries ready for long flights

Comfort & Health

Take medications on schedule (adjust for time zones)
Stay hydrated (especially at altitude)
Move/stretch regularly if using mobility devices
Monitor blood sugar, oxygen levels, or other vitals as needed
Use airplane power outlets if available and compatible
Keep medical documentation accessible in seat pocket

At Destination

Post-Arrival Tasks

Immediate Actions

Inspect all medical devices for damage
Test devices before leaving airport
Locate nearest hospital/medical facility
Identify 24-hour pharmacy if needed
Set up device charging in hotel room
Adjust medication schedule to local time zone

Ongoing Device Care

Clean devices daily per manufacturer instructions
Monitor battery performance and charge regularly
Keep devices in climate-controlled environment
Store medications properly (refrigeration if needed)
Track remaining supply quantities
Contact device manufacturer if issues arise

Return Travel Preparation

Pre-Return Checklist

Repack all devices and supplies
Verify no items left in hotel safe or drawers
Check battery charge levels for return flight
Review return flight medical device arrangements
Keep all receipts for insurance/reimbursement
Allow extra time for airport security screening

Emergency Contacts

Essential Numbers to Save

Medical Support

Primary care physician
Specialist managing your condition
Device manufacturer customer support (US & international numbers)
Travel insurance emergency assistance
Local emergency services at destination (911 equivalent)
Embassy/consulate in destination country

Airline & Travel

Airline disability assistance desk
Hotel concierge/front desk
Car rental disability services
TSA Cares helpline: (855) 787-2227

Device-Specific Checklists

Portable Oxygen Concentrator (POC) Travelers

Essential POC Items

✅ FAA-approved POC with approval label visible
✅ AC power adapter and DC car adapter
✅ Minimum 2 fully charged FAA-approved batteries
✅ Extra nasal cannulas (pack 3-4)
✅ Carrying case with shoulder strap
✅ POC user manual (digital or printed)
✅ Pulse oximeter for monitoring oxygen saturation
✅ Doctor's letter specifying oxygen flow rate prescription

POC Battery Calculations

Calculate total flight time including delays (add 3-4 hours buffer)
Determine batteries needed: Flight time ÷ Battery runtime × 1.5
Example: 6-hour flight = 9 hours total ÷ 4-hour battery × 1.5 = 4 batteries minimum
Airlines typically allow 2 charged + unlimited spare batteries

CPAP/BiPAP Travelers

Essential CPAP Items

✅ CPAP/BiPAP machine with power cord
✅ Extra masks (full face and/or nasal)
✅ Heated tubing (if used)
✅ Headgear straps and clips
✅ Filters (disposable and reusable)
✅ Distilled water bottles (small TSA-compliant sizes)
✅ CPAP cleaning wipes
✅ Pressure settings card from doctor
✅ Battery backup for camping/power outages

CPAP Air Travel Tips

CPAP does NOT count toward carry-on limit (per FAA regulation)
Remove water chamber before security screening
Use distilled water only (avoid tap water abroad)
Bring power adapter for international outlets
Consider travel-sized CPAP for easier packing

Insulin Pump & CGM Users

Essential Diabetes Supplies

✅ Insulin pump with backup batteries or charging cable
✅ CGM sensors and transmitter
✅ Infusion sets and reservoirs (3× expected usage)
✅ Insulin vials/pens (split between carry-on and checked bag)
✅ Blood glucose meter and test strips
✅ Lancets and lancing device
✅ Glucose tablets or gel for lows
✅ Ketone test strips
✅ Alcohol wipes and skin prep
✅ Emergency glucagon kit
✅ Insulin storage case (insulated)

Diabetes Travel Tips

Never X-ray insulin or test strips (request hand inspection)
Insulin pumps/CGMs can stay on during screening (request pat-down)
Keep insulin in carry-on (cargo holds freeze medications)
Bring 2-3× expected insulin supply
Set CGM alerts for altitude pressure changes
Pack snacks for unexpected delays

Wheelchair & Mobility Device Users

Essential Mobility Items

✅ Wheelchair/scooter fully charged
✅ Charger and power cord
✅ Battery specifications document (watt-hour rating)
✅ Quick-release joystick (if applicable)
✅ Wheelchair cushion (carry on separately)
✅ Repair kit (Allen wrenches, tire pump, spare tubes)
✅ Tie-down points labeled for baggage handlers
✅ Assembly/disassembly instructions for airline staff

Wheelchair Air Travel Tips

Arrive 2 hours early for battery inspection
Photograph wheelchair before checking (document condition)
Disable power to chair before loading
Request aisle chair for boarding
Keep cushion and joystick with you in cabin
Report damage immediately upon arrival

Printable Quick Checklist

Master Packing List

Documents (Carry-On)

Doctor's letter (3 copies)
Prescriptions for all medications/devices
Insurance cards (health, travel, device)
TSA Notification Card
Device manuals and specifications
Emergency contacts list
Boarding passes and travel itinerary

Medical Devices (Carry-On)

Primary device (POC, CPAP, insulin pump, etc.)
All power cords and adapters
All batteries (labeled with watt-hour rating)
Backup device (if available)
Device carrying case

Medications (Carry-On)

All prescription medications (original containers)
Over-the-counter medications
Emergency medications (EpiPen, glucagon, rescue inhaler)
Medication schedule/list

Supplies (Carry-On)

Device-specific disposables (masks, cannulas, sensors)
Cleaning wipes and sanitizer
Extra batteries/battery backup
Insulated medication storage (if needed)
Backup supplies for 2-3 days

Supplies (Checked Bag - Backups Only)

Extra device supplies and accessories
Full-size cleaning solutions
Additional medications (separated from carry-on)
Extra power adapters and cords

Technology

Phone with international plan/local SIM
Portable chargers/power banks
Universal power adapter
Downloaded offline maps and documents

Expert Tips from MedFly Safe Team

Time-Saving Strategies

Create a Travel Kit: Keep dedicated travel-size supplies ready to go
Digital Documentation: Store all documents in encrypted cloud storage
Pre-Printed Labels: Attach luggage tags with "MEDICAL DEVICE" clearly visible
TSA PreCheck: Expedites security screening for medical travelers
Airline App: Download airline app for real-time gate changes and assistance requests

Common Mistakes to Avoid

❌ Don't Pack Medical Devices in Checked Luggage - Cargo holds can freeze or overheat ❌ Don't Wait Until Last Minute to Contact Airline - Some devices require 48-72 hour notice ❌ Don't Forget Battery Backups - In-flight power outlets may not work ❌ Don't Assume TSA Knows Your Device - Politely explain device function ❌ Don't Skip Device Testing Before Trip - Discover issues at home, not at destination

Pro Traveler Hacks

✅ Pack a backup set of everything in partner's luggage (if traveling together) ✅ Use packing cubes to organize medical supplies by day/type ✅ Bring photos of all equipment for insurance claims if lost/damaged ✅ Set phone reminders for medication times adjusted to destination timezone ✅ Join device manufacturer's traveler rewards program for loaner equipment access ✅ Consider mailing supplies to destination hotel in advance for extended trips ✅ Use hotel safe for medications requiring specific temperature storage

Resources & Support

Helpful Links

TSA Cares: (855) 787-2227 - Assistance for travelers with disabilities
TSA Medical Notification Card: www.tsa.gov/travel/special-procedures
FAA Portable Oxygen Concentrator List: www.faa.gov/hazmat/packsafe
Air Carrier Access Act: www.transportation.gov/airconsumer/passengers-disabilities
MedFly Safe Device Guides: Detailed travel guides for specific devices

Medical Device Manufacturer Support Programs

Most major medical device companies offer traveler support:

Loaner equipment programs
24/7 customer support hotlines
Travel-specific device settings assistance
Worldwide service center locations
Emergency replacement device shipping

Final Thoughts

Traveling with medical devices requires preparation, but it shouldn't prevent you from exploring the world. This comprehensive checklist ensures you have everything needed for safe, stress-free travel.

Remember: You have the right to travel safely with necessary medical equipment. Airlines and TSA are required to accommodate medical devices under federal law.

Print this checklist, customize it for your specific needs, and travel confidently!

Safe travels from the MedFly Safe Team!