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Transportation and Accompanying Service Users Policy

1. Purpose

This policy ensures that all transportation and accompaniment of the people we support is safe, dignified, and person-centred, promoting independence, accessibility, and choice while complying with CQC regulations and the Health and Safety at Work Act 1974.

Our care home is committed to ensuring that:

• People we support are transported safely and comfortably.
• Individuals have the right to access external services, activities, and the community.
• Transport services meet diverse needs, including accessibility for wheelchair users and those with mobility impairments.
• Proper risk assessments, safeguarding measures, and infection control protocols are in place.
• The transportation process complies with Regulation 12: Safe Care and Treatment, ensuring safety at all times​.

2. Scope

This policy applies to:

• All staff responsible for transportation and accompaniment.
• People we support who require transport services.
• Registered Manager, Deputy Manager, and Key Workers.
• External transportation providers working with our care home.
• Family members and advocates who may be involved in transportation arrangements.

This policy covers:

• In-house transport services provided by our care home.
• Use of external transport providers (taxis, ambulances, and community transport services).
• Accompaniment to medical appointments, social activities, and day trips.

3. Legal and Regulatory Framework

This policy aligns with the following regulations and guidance:

• Regulation 9: Person-Centred Care – Ensuring transportation meets individual needs and preferences​.
• Regulation 10: Dignity and Respect – Providing safe and comfortable transport services​.
• Regulation 12: Safe Care and Treatment – Ensuring safe transportation and accompanying practices​.
• Regulation 13: Safeguarding from Abuse and Improper Treatment – Preventing harm during transport​.
• Regulation 17: Good Governance – Keeping detailed records of transportation and risk assessments​.
• The Health and Safety at Work Act 1974 – Ensuring vehicle safety and staff training.
• The Road Traffic Act 1988 – Compliance with all vehicle safety laws.
• The Mental Capacity Act 2005 – Ensuring informed consent for transport decisions.

4. Principles of Safe and Effective Transportation

4.1 Person-Centred Planning for Transportation

• Each person must have a Transportation Plan detailing:
  • Their mobility needs and preferred mode of transport.
  • Support required during transit (e.g., physical assistance, medication, communication needs).
  • Cultural or religious considerations.
  • Consent and capacity considerations under the Mental Capacity Act 2005.
• Transportation plans must be reviewed regularly and updated as needed.

4.2 Ensuring Safety During Transport

• All vehicles used for transportation must be roadworthy, insured, and fitted with appropriate safety equipment, such as:
  • Seatbelts, wheelchair restraints, and ramps/lifts where necessary.
  • Fire extinguishers and first aid kits.
  • Emergency contact details in case of an incident.
• Only trained and authorised staff may transport or accompany individuals.
• A risk assessment must be conducted before each journey, considering:
  • Road conditions, weather, and duration of the trip.
  • Medical needs, including emergency plans for medication or first aid.
  • Risk of distress, confusion, or agitation during transport.

4.3 Use of External Transport Providers

• When using taxis, ambulances, or public transport, the following must be ensured:
  • The provider must be licensed, insured, and meet accessibility standards.
  • Staff must accompany individuals where needed to provide support.
  • Booking details must be recorded, including driver details and estimated arrival time.
• Transport providers must adhere to infection control measures, including vehicle cleaning and PPE use where required.

4.4 Accompanying Individuals to Appointments and Activities

• Individuals should be accompanied where required to:
  • Medical and dental appointments.
  • Social activities, family visits, and religious events.
  • Day trips, holidays, and community outings.
• Accompaniment should be provided by trained staff or approved family members.
• Consent must be obtained before taking individuals out of the care home.

4.5 Infection Control and Hygiene Measures

• Vehicles must be sanitised regularly, particularly after transporting individuals with infectious conditions.
• Staff must:
  • Use hand sanitiser before and after assisting individuals.
  • Ensure high-touch areas in vehicles are cleaned between trips.
  • Follow infection control policies during transport and accompaniment.

4.6 Mental Capacity and Consent for Transport

• Individuals should make their own transport decisions whenever possible.
• If an individual lacks capacity, a best interest decision must be made in line with the Mental Capacity Act 2005.
• Consent for travel must be documented, particularly for overnight stays or long-distance trips.

4.7 Managing Emergencies During Transport

• All vehicles must be equipped with emergency kits (first aid, fire extinguisher, emergency contact list).
• In the event of an accident or breakdown:
  • Staff must ensure the individual’s safety first.
  • Emergency services should be contacted if necessary.
  • The Registered Manager must be informed immediately.
• An incident report must be completed after any transport-related emergency.

5. Staff Training and Responsibilities

5.1 Responsibilities of Staff Involved in Transport

• Drivers must hold a valid driving licence and be trained in:
  • Safe transport of vulnerable adults.
  • Manual handling and assisting individuals into and out of vehicles.
  • Basic first aid and emergency response.
• Accompanying staff must be trained in:
  • Supporting individuals with anxiety, confusion, or agitation during transport.
  • Ensuring comfort and safety throughout the journey.
  • Maintaining dignity and confidentiality.

5.2 Training Requirements

All staff involved in transportation must receive training in:

• Safeguarding and risk assessment for transport.
• First aid and emergency response.
• Mental Capacity Act and consent procedures.
• Safe manual handling of individuals with mobility needs.

6. Monitoring and Compliance

To ensure safe and efficient transport services, the care home will:

• Conduct regular vehicle checks and safety audits.
• Maintain records of all transport bookings, risk assessments, and incidents.
• Seek feedback from people we support and their families regarding transport services.
• Ensure CQC compliance checks are conducted as part of internal audits.

7. Related Policies

This policy should be read alongside:

• CH07 – Person-Centred Care Policy
• CH08 – Dignity and Respect Policy
• CH11 – Safe Care and Treatment Policy
• CH13 – Safeguarding Adults from Abuse and Improper Treatment Policy
• CH16 – Health and Safety at Work Policy
• CH18 – Risk Management and Assessment Policy

8. Policy Review

This policy will be reviewed annually or sooner if legislative, regulatory, or operational changes occur. The Registered Manager is responsible for ensuring that all staff adhere to the latest transport safety guidelines and maintain best practices.

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