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CH210-Minibus Safety, Maintenance, and Operation Policy

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Minibus Safety, Maintenance, and Operation Policy

1. Purpose

The purpose of this policy is to ensure that all minibus transportation provided by {{org_field_name}} is safe, legally compliant, well-maintained, and operated with the utmost care for the wellbeing, dignity, and safety of the people we support. This policy aligns with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, particularly Regulation 12 (Safe Care and Treatment), Regulation 15 (Premises and Equipment), and Regulation 17 (Good Governance). It also supports our duty under road traffic legislation, DVLA guidelines, and health and safety laws to provide safe transport services.

2. Scope

This policy applies to all employees, volunteers, or contractors authorised to operate or support the operation of minibuses used to transport individuals receiving care from {{org_field_name}}. It applies to journeys involving routine appointments, social outings, care-related transport, and any other vehicle use involving the people we support or care staff.

This policy also supports compliance with the wider Fundamental Standards within the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, including Regulation 10 (Dignity and Respect), Regulation 11 (Need for Consent), Regulation 13 (Safeguarding from Abuse and Improper Treatment), Regulation 18 (Staffing), Regulation 19 (Fit and Proper Persons Employed), and Regulation 20 (Duty of Candour), as these requirements apply to transport arrangements that form part of a person’s care experience.

The organisation will also comply with all applicable road traffic and passenger transport requirements relevant to the vehicle and journey type (including driver licensing entitlement and any permit/licensing requirements where transport is provided on a not-for-profit basis or where “hire and reward” may apply).

This policy includes: (a) transport provided by staff drivers and/or escorts, (b) passengers who use wheelchairs (including those travelling seated in their wheelchair), (c) situations where medicines, medical devices, continence products, or emergency equipment are carried during journeys, and (d) infection prevention and control measures for vehicles used to transport people who receive regulated care.

3. Related Policies

4. Policy Statement and Principles

{{org_field_name}} is committed to providing a safe, reliable, and accessible minibus service that meets the mobility needs of the people we support. The minibus and associated transport services are managed in a way that promotes independence, inclusion, and community participation, while protecting individuals from harm. All drivers and escorts must follow this policy at all times and act in accordance with their training and legal responsibilities.

4.1 Vehicle Safety and Roadworthiness

All minibuses used by {{org_field_name}} must be fully roadworthy and comply with DVLA and MOT standards. Vehicles are subject to daily safety checks before use, including brakes, lights, tyres, horn, seatbelts, mirrors, fluid levels, and cleanliness. Any defects must be reported immediately to the Deputy Manager {{org_field_deputy_manager_first_name}} {{org_field_deputy_manager_last_name}} and logged. Vehicles must not be used if any safety concern is present. In addition to daily checks, regular servicing is carried out in accordance with the manufacturer’s schedule and logged with maintenance records.

Where the minibus has passenger lifting equipment (e.g., tail-lift/hoist) or wheelchair restraints and tracking, the Registered Manager will ensure these are maintained and inspected in line with statutory and manufacturer requirements, with clear records of inspection, servicing, repairs, and withdrawal from use where safety is uncertain. All safety-critical defects (including seatbelts, ramps/hoists, wheelchair restraint systems, tyres, brakes, steering, and warning lights) will trigger immediate removal of the vehicle from service until rectified and signed off as safe.

The vehicle must be cleaned to a defined standard between uses, and immediately following any contamination (e.g., body fluids), in accordance with the organisation’s Infection Prevention and Control procedures.

4.2 Driver Competency and Licensing

Only staff who have been approved, trained, and assessed by {{org_field_name}} may operate the minibus. Drivers must:

Copies of drivers’ licences are held on file and regularly reviewed for validity and fitness to drive.

The organisation will keep a driver competency file for each authorised driver, including: licence checks at defined intervals, training certificates (e.g., MiDAS), induction and refresher records, incident/accident history, supervision outcomes, and any reasonable adjustments required to support safe driving practice. This supports safe staffing and governance expectations.

4.3 Risk Assessments and Journey Planning

Before any journey, a transport risk assessment must be completed. This includes identifying individual needs such as mobility issues, seatbelt use, medication requirements, supervision, weather conditions, and route planning. Staff must also assess the safety of the drop-off and pick-up locations. Where service users are accompanied, escort staff must be trained in emergency evacuation, communication support, and safeguarding. Emergency contact numbers and mobile phones must be taken on all journeys.

Risk assessments must explicitly consider: consent and mental capacity for the journey and any restrictions (in line with the Mental Capacity Act and Regulation 11), the need for an escort and appropriate staffing levels, and specific controls for wheelchair users (including whether the person will travel seated in their wheelchair and the safe use of wheelchair tie-down and occupant restraint systems).

Journey planning must include contingency arrangements (weather, delays, breakdown, access/egress risk, and emergency response), with the aim of preventing avoidable harm through proportionate risk control.

4.4 Safeguarding and Dignity During Transport

All transport must be delivered in a way that upholds the dignity, comfort, and safety of individuals. Staff must provide respectful and appropriate assistance with boarding, disembarking, and securing passengers. Seatbelts must always be worn, and restraint systems used where clinically required. Personal care needs during transport must be discreetly managed with planning. Where transport involves children or vulnerable adults, all safeguarding principles under CH13 – Safeguarding Policy apply. Any concerns must be reported immediately.

Staff must remain alert to safeguarding risks during transport (including potential neglect, discriminatory treatment, financial abuse risks during community access, and risks of harm during boarding/alighting). Any allegation, disclosure, or sign of abuse must be acted on immediately in line with safeguarding procedures.

Privacy and dignity must be maintained at all times, including careful communication about personal needs, appropriate seating arrangements, and respectful assistance with mobility aids and personal items.

4.5 Equipment and Accessibility

Minibuses used by {{org_field_name}} must be equipped with appropriate accessibility features including ramps, hoists, handrails, and secure fixings for wheelchairs. Fire extinguishers, first aid kits, and emergency contact instructions must be available on board at all times. Staff must be trained in safe use of equipment and emergency procedures such as breakdown response or evacuation. All mobility aids used must be checked for compatibility and secure installation prior to departure.

4.6 Wheelchair Seated Passengers (WTORS) – Mandatory Controls

Where a person travels while seated in their wheelchair, staff must use an appropriate wheelchair tie-down and occupant restraint system (WTORS) and follow manufacturer instructions. A wheelchair must not be treated as a vehicle seat unless it is designed and risk-assessed for transport. Staff must ensure:

Where safe restraint cannot be provided, an alternative transport arrangement must be made.

4.7 Insurance and Documentation

All vehicles must be appropriately insured for transporting service users, with insurance certificates held on site. The Registered Manager {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} ensures all documentation including MOT, tax, servicing logs, and insurance policies are valid and up to date. A copy of the vehicle logbook, safety inspection sheets, and accident reports are stored securely and reviewed quarterly.

Documentation checks must also include (where applicable) evidence of any required permit or operator arrangements for passenger transport (e.g., Section 19/22 permits) and confirmation that the service is operating within the scope of that arrangement. A single compliance checklist will be maintained and audited at least quarterly.

4.8 Medicines, Clinical Equipment and Confidential Information During Transport

Where medicines or clinical items are carried (including PRN medicines, inhalers, rescue medication, oxygen, mobility aids, or continence supplies), staff must follow the Medicines Management Policy and ensure items are stored safely, are accessible when needed, and are not left unattended in a vehicle. Temperature-sensitive medicines must be transported in line with manufacturer guidance.

Any journey paperwork or passenger information must be kept confidential, shared on a need-to-know basis, and stored securely during and after the journey in line with data protection and confidentiality requirements.

4.9 Incident and Accident Management

All transport-related incidents, accidents, breakdowns or near misses must be reported immediately and recorded in accordance with CH24 – Management of Accidents, Incidents, and Near Misses Policy. First aid must be provided where needed, and the emergency services contacted for serious incidents. A formal investigation will be carried out for all reportable events, and action taken to prevent recurrence. The Duty of Candour Policy (CH35) will apply where harm occurs during transport.

All incidents involving boarding/alighting injuries, wheelchair restraint failures, passenger falls, or near misses with seatbelts/restraints must be reviewed for root cause and shared learning, with actions tracked to completion through governance processes.

4.10 Staff Training and Supervision

All staff involved in transport duties must receive training in:

Training is refreshed at least annually for safety-critical topics (vehicle checks, emergency response, wheelchair safety where applicable) and at least every 3 years for MiDAS (or sooner following an incident, concern, or competency gap), with competency assessment documented.

4.11 Environmental Considerations and Efficiency

{{org_field_name}} is committed to reducing its environmental footprint. Journeys are planned to minimise fuel consumption and emissions, including car-sharing where safe and appropriate. Vehicles are maintained to ensure optimal fuel efficiency, and staff are encouraged to report idling or inefficiencies.

5. Policy Review

This policy will be reviewed every 12 months or earlier if there are legislative changes, regulatory updates, or safety concerns. Governance oversight will include periodic audits of: daily checks completion, servicing and inspection compliance, incident themes and actions, driver file compliance, training/competency, and passenger risk assessments. Audit findings and improvements will be documented and reviewed by management to evidence compliance with Regulation 17 and the Fundamental Standards. Any revisions will be shared with all transport staff, and relevant training updated accordingly.

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.

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