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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Escorting Policy

1. Purpose

The purpose of this policy is to outline how {{org_field_name}} manages the safe and effective escorting of individuals receiving care outside of the care home premises. This includes accompanying residents to medical appointments, community activities, family visits, legal appointments, or any other outing that supports well-being and individual outcomes. The policy ensures that escorting is carried out with dignity, respect, and risk awareness while maintaining the health, safety, and rights of the individual. It aligns with the Regulation and Inspection of Social Care (Wales) Act 2016, the Social Services and Well-being (Wales) Act 2014, and meets the expectations of Care Inspectorate Wales (CIW) in supporting autonomy, choice, and community inclusion.

2. Scope

This policy applies to all staff employed at {{org_field_name}} who may be required to accompany individuals receiving care outside the service, including permanent, bank, agency, and volunteer staff. It also applies to the management of third-party escorts such as drivers, healthcare chaperones, or support workers engaged by the home. The policy covers both planned and emergency escorting, individual and group outings, and the documentation and training required to ensure safety and person-centred support.

3. Related Policies

This policy should be read in conjunction with:
CHW07 – Person-Centred Care Policy
CHW08 – Dignity and Respect Policy
CHW11 – Safe Care and Treatment Policy
CHW13 – Safeguarding Adults from Abuse and Improper Treatment Policy
CHW18 – Risk Management and Assessment Policy
CHW24 – Management of Accidents, Incidents and Near Misses Policy
CHW36 – Initial Assessment and Care Planning Policy
CHW39 – Mental Capacity and Deprivation of Liberty Safeguards Policy
CHW04 – Good Governance Policy

4. Policy Details

4.1 Purpose of Escorting
Escorting individuals is essential to ensure that residents are able to attend healthcare appointments, engage in social and cultural activities, maintain family relationships, and participate in the community. At {{org_field_name}}, we view escorting as a critical function that supports individual well-being, rights, and outcomes. All escorting arrangements must be person-centred, risk-assessed, consent-based, and clearly documented.

4.2 Consent and Capacity
Before escorting takes place, staff must ensure that the individual consents to the outing or appointment. If the person lacks the capacity to consent, a mental capacity assessment must be conducted, and a best interests decision made in accordance with CHW39. The outcome must be recorded in the individual’s care records, and where required, family, representatives, or advocates must be consulted. Where Deprivation of Liberty Safeguards (DoLS) are in place, any restrictions relating to leaving the premises must be taken into account.

4.3 Escorting Risk Assessments
An individual risk assessment must be completed before any escorting takes place. This assessment should consider:
The individual’s mobility, health needs, cognitive function, and emotional well-being
Any known triggers, behaviours, or communication needs
Medication requirements during the outing
Mode of transport and accessibility considerations
Environmental risks at the destination (e.g. hospital, public area, family home)
Staffing ratios and level of support required

This risk assessment must be reviewed regularly and updated after any change in need or following an incident.

4.4 Staffing and Responsibilities
Escorting duties are assigned only to staff who are trained, competent, and familiar with the individual’s needs. When allocating escorting tasks, the Registered Manager must ensure:
The staff member understands the purpose and plan of the outing
They have access to the individual’s care plan and emergency contact information
They carry a charged mobile phone and first aid essentials if appropriate
They are briefed on any medical or behavioural risks and how to respond
The home maintains adequate staffing levels during their absence

Staff must never leave an individual unattended unless this has been specifically risk-assessed and agreed.

4.5 Transport Arrangements
Where the escort involves travel, transport must be safe, appropriate, and accessible. This may include use of:
The home’s vehicle (if applicable), with MOT and insurance checked
A contracted or local authority patient transport service
Taxi services, only those registered and vetted
Public transport, if assessed as appropriate for the individual

Seatbelts or restraints must be used in line with legal requirements and the individual’s care plan. Wheelchairs or mobility aids must be safely secured, and staff must be trained in safe vehicle access and egress procedures.

4.6 Supporting the Individual During the Outing
Staff must support the individual in a way that promotes independence, dignity, and comfort. This includes:
Communicating clearly and positively
Respecting preferences around dress, routines, and choices
Supporting with toileting or meals where required
Ensuring medications are taken as scheduled if the outing spans a medication time
Monitoring the individual for signs of anxiety, fatigue, or distress

All support provided must be recorded in the individual’s notes, including any deviation from the care plan or any issues encountered.

4.7 Safeguarding and Safety
Staff must remain alert to any safeguarding concerns during escorting activities, such as neglect, abuse, or exposure to unsafe environments. If visiting a family home or other private setting, staff must be vigilant and report any concerns to the Safeguarding Lead: {{org_field_safeguarding_lead_name}}, {{org_field_safeguarding_lead_role}}. If the person displays distress, goes missing, or is involved in an incident during escorting, staff must follow emergency procedures, contact the Registered Manager immediately, and complete an incident report as per CHW24.

4.8 Emergency Procedures and Contingency Planning
In the event of an emergency during escorting, such as a medical episode, fall, or environmental hazard, staff must:
Call emergency services if necessary
Administer first aid if trained and safe to do so
Stay with the individual at all times
Inform the Registered Manager or on-call contact: {{out_of_hours}}
Record the event in detail and complete an incident form

A written contingency plan must be developed for individuals with complex needs, including how to manage hospital admission, medication issues, or refusal to return to the home.

4.9 Documentation and Record Keeping
A clear record of each escorted outing must be maintained, including:
Date, time, and destination
Name of escorting staff
Purpose of the outing
Any medications administered during the outing
Observations, concerns, or incidents
Confirmation of safe return

Records must be completed promptly and stored in the individual’s care notes. Any updates to risk assessments or care plans as a result of the outing must be completed within 24 hours.

4.10 Financial and Insurance Considerations
If individuals are required to pay for elements of their outing (e.g. taxi fare, activity cost), this must be agreed in advance and documented in their financial records in line with CHW41 – Managing Service User Finances Policy. Staff must never use their own money or the service user’s funds without proper authorisation. The organisation’s insurance covers staff during escorting duties, and staff must report any accidents or liability concerns immediately.

5. Policy Review

This policy will be reviewed annually, or sooner if there are changes in legal requirements, CIW expectations, or in response to incidents or feedback. It ensures that {{org_field_name}} maintains safe, respectful, and responsive escorting practices that enhance quality of life and promote active participation in community and healthcare systems.

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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.