Login

HCS34-Transportation and Safe Travel Policy (if applicable)

{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

Transportation and Safe Travel Policy

1. Purpose

The purpose of this policy is to ensure that all travel and transportation activities carried out by or on behalf of {{org_field_name}} are safe, compliant with legal standards, and respectful of the rights and needs of the people we support. It provides a structured approach to managing transportation risk, protecting service users and staff, and promoting reliability and dignity during all travel.

As a domiciliary care provider, transportation may be necessary to:

This policy aligns with and should be read in accordance with:

2. Scope

This policy applies to:

The policy covers:

3. Related Policies

This policy should be read in conjunction with:

4. Policy Statement

{{org_field_name}} is committed to ensuring that any transportation or travel arrangement undertaken on behalf of the organisation is safe, legal, and carried out in a way that maintains the dignity, autonomy, and wellbeing of everyone involved. We recognise that safe transport is a key component of person-centred care and often forms an important part of maintaining independence and social inclusion for the people we support.

We also understand that transporting individuals carries additional responsibilities, including safeguarding considerations, insurance compliance, and clear communication. All staff engaged in transportation must follow the principles and procedures set out in this policy.

5. Legal and Regulatory Compliance

When staff drive for work purposes, whether in a company vehicle or their own vehicle, {{org_field_name}} will ensure that transport arrangements are lawful, safe, insured, risk assessed and consistent with the person’s personal plan.

Staff who drive for work must:

{{org_field_name}} will:

Any worker who does not meet these requirements must not undertake driving or transport duties.

6. Consent, Capacity and Authorisation

Transportation must only take place with the person’s agreement, unless there is another lawful basis for the decision and this is clearly recorded. Staff must begin from the presumption that the person can make their own decisions, provide support to help the person communicate their wishes, and use the least restrictive option.

Where there are concerns about a person’s capacity to consent to travel arrangements or specific decisions during travel, staff must act in accordance with the Adults with Incapacity (Scotland) Act 2000, any welfare power of attorney, guardianship order, intervention order, or other lawful authority. Where relevant, staff must also take account of the Mental Health (Care and Treatment) (Scotland) Act 2003 and any applicable legal restrictions or support arrangements.

Where a representative, attorney, guardian, advocate, nearest relative, or carer is involved, their role must be clearly recorded in the personal plan. Staff must still involve the person as fully as possible in all decisions affecting them.

No member of staff may use transport to impose control, punish, intimidate, or restrict a person’s liberty. Any restriction on a person’s movement, supervision level, route, seating position, accompaniment, or access to the community must be necessary, proportionate, legally justified, recorded in the personal plan and risk assessment, and kept under review.

7. Transporting People We Support

Where it has been agreed through a personal plan that transportation is part of a person’s support, this must be:

Where transport forms part of the person’s support, it must be included in the personal plan within 28 days of the service starting, made available to the person and any representative involved, reviewed when requested, when needs change, and at least once every six months.

The individual’s personal plan must record, where relevant:

Travel arrangements must be dignified and discreet. The person’s right to privacy, choice, and safety must be respected at all times.

Staff must:

8. Risk Management and Safety During Travel

A specific travel risk assessment must be completed before a person is routinely transported as part of their support and must be reviewed in line with the personal plan review process or sooner if circumstances change.

The travel risk assessment must consider, where relevant:

Drivers must not begin or continue a journey where conditions make the journey unsafe. Handheld mobile phones must not be used while driving. Calls must only be made when the vehicle is safely parked and the engine is off, except where emergency services must be contacted in accordance with the law.

9. Wheelchairs, Mobility Aids and Equipment

Where a person travels with a wheelchair, walking aid or other equipment, staff must follow the manufacturer’s guidance, any assessed moving and handling plan, and the organisation’s moving and handling policy. Staff must not improvise with straps, restraints or securing methods.

A person who remains seated in a wheelchair during transport must only be transported in a vehicle and position assessed as suitable for that purpose and with the appropriate securing systems in place. Where this cannot be achieved safely, alternative transport arrangements must be made.

Mobility aids and personal equipment must be stored safely so that they do not create a risk to the person, staff, or other road users.

10. Use of Staff-Owned Vehicles

Where staff use their own vehicle for work purposes (e.g., travel between visits or transporting individuals), they must:

The organisation may refuse or withdraw authorisation for use of a staff-owned vehicle where documentation is incomplete, the vehicle is unsuitable for the task, there are concerns regarding cleanliness, safety, reliability or dignity, or where the journey should more appropriately be undertaken by another transport provider.

Where a staff-owned vehicle is used to transport a person we support, the manager must be satisfied and able to evidence that:

Staff should not transport individuals unless this has been pre-authorised in the person’s care plan and the above conditions are met.

Expenses for mileage or parking (where agreed) are reimbursed in accordance with {{org_field_name}}’s Expenses Policy.

11. Public Transport and Taxis

Where appropriate and agreed within a person’s plan, public transport or taxis may be used to support community inclusion or access to appointments.

In these cases:

Staff are reminded that escorting people on public transport requires extra attention to confidentiality and dignity, particularly where disabilities or behaviours may draw attention in public settings.

Where taxis or other third-party transport providers are used, {{org_field_name}} must be satisfied that the provider is suitable for the person’s needs, including accessibility needs where relevant. Booking, collection, escorting and handover arrangements must be clearly documented.

Staff must not share more personal information than is necessary to secure safe transport. Where a person’s health or support information is shared with a transport provider, only the minimum necessary information should be disclosed and this must be justified, proportionate and recorded where appropriate.

12. Staff Travel and Lone Working

Staff who travel between service locations or appointments are considered lone workers while in transit. To manage this safely:

Where staff are working late or in remote areas, additional safety checks may be put in place, including check-in protocols and GPS tracking through care planning apps.

Any use of GPS tracking, electronic monitoring, scheduling data or lone worker technology must be lawful, proportionate, transparent and consistent with the organisation’s data protection policy. Staff must be informed about what is monitored, why it is monitored, who can access the information, and how long it is retained.

13. Equality, Dignity, and Respect

{{org_field_name}} is committed to ensuring that all travel arrangements uphold the individual’s rights to dignity, choice, and equality.

This means:

Transport is a means to promote inclusion—not a barrier. Our policy ensures travel supports the broader goals of independence and wellbeing.

Transport arrangements must make reasonable adjustments for disabled people and must not discriminate unlawfully on the basis of age, disability, race, religion or belief, sex, sexual orientation, gender reassignment, marriage and civil partnership, or pregnancy and maternity.

14. Incident Management and Learning

If a transport-related incident occurs—such as a breakdown, health episode, or road accident—it must be reported immediately to the Registered Manager ({{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}) and documented using the Incident Report Form.

Depending on the nature of the incident, this may also require:

All incidents are reviewed at monthly safety meetings to ensure continuous improvement and organisational learning.

Where an incident has resulted in death, serious harm, unexpected or unintended harm, abuse, neglect, a significant protection concern, or another notifiable event, the Registered Manager must ensure that all statutory notifications, records and follow-up actions are completed without delay.

15. Staff Training and Competency

All staff who are involved in travel or transportation must receive training, instruction or assessed competence appropriate to their role, including:

Where transportation is a core part of an individual’s support plan, staff may receive additional training in moving and handling, communication needs, or medication safety during travel.

16. Policy Review

This policy will be reviewed at least annually, and sooner where there is a change in legislation, Care Inspectorate guidance, SSSC Codes of Practice, transport law, organisational learning from incidents, or feedback from people using the service, staff, carers, families or inspectors. The Registered Manager and Nominated Individual are responsible for reviewing and updating this policy and ensuring all staff are made aware of any changes.

Responsible Person: {{org_field_registered_manager_first_name}}{{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.

Leave a Reply

Your email address will not be published. Required fields are marked *