NA82-Vehicle Use and Travel Policy (for community placements)

Registration Number: {{org_field_registration_no}}

Vehicle Use and Travel Policy (for Community Placements)

{{org_field_name}}

1. Purpose

The purpose of this policy is to ensure the safe, legal, and efficient use of vehicles by staff of {{org_field_name}} when undertaking community-based placements or assignments that require travel between multiple sites or to service users’ homes. This policy establishes the responsibilities of staff and management in relation to vehicle use, travel safety, insurance, documentation, and fitness to drive. The safe and responsible use of vehicles is fundamental to protecting the wellbeing of service users, staff, and the wider public and ensures that the agency meets its obligations under The Health and Safety at Work etc. Act 1974, The Road Traffic Act 1988, The Management of Health and Safety at Work Regulations 1999, The Highway Code, and the Care Quality Commission (CQC) Fundamental Standards.

2. Scope

This policy applies to:

All registered nurses, healthcare assistants (HCAs), and temporary workers employed or engaged by {{org_field_name}} under zero-hours or flexible contracts who are required to drive for work-related purposes
All office-based staff required to undertake business travel
The Director and supervisors responsible for monitoring safe travel and vehicle use
Any vehicle, whether privately owned, hired, or provided by client organisations, used by staff for community placements

3. Related Policies

Health and Safety Policy
Incident and Accident Reporting Policy
Confidentiality and Data Protection Policy
Code of Conduct
Lone Working Policy
Supervision and Appraisal Policy

4. Policy Statement

{{org_field_name}} is committed to ensuring that all staff who drive as part of their work do so in a safe, responsible, and legally compliant manner. Staff must ensure that all journeys are planned, vehicles are roadworthy, and that they are medically fit to drive. The agency will ensure that all drivers are aware of their responsibilities and that risk assessments and supervision processes are in place to support safe travel. The Director will be responsible for the oversight and implementation of this policy.

5. Responsibilities

Director
The Director will:

Implement and review this policy at least annually
Verify that all staff who drive for work have a valid driving licence and appropriate insurance
Maintain records of driver documentation and training
Support staff through training, supervision, and incident investigation
Ensure systems are in place for reporting and managing vehicle-related incidents
Promote safe travel practices as part of staff induction and supervision

All Staff
All staff using vehicles for work must:

Hold a full, valid UK driving licence or an approved equivalent
Have appropriate insurance that covers business use where a private vehicle is used
Maintain their vehicle in a roadworthy condition, complying with legal requirements including MOT certification, tax, and insurance
Drive safely and in compliance with The Highway Code and applicable traffic laws
Ensure that they are medically fit to drive
Report accidents, near misses, and concerns regarding vehicle use or travel safety to the Director immediately
Not drive if under the influence of alcohol, drugs, or medication that may impair driving ability
Avoid using mobile phones or other devices while driving unless using legally approved hands-free equipment

6. Driving Documentation

Before undertaking any work-related driving, staff must provide {{org_field_name}} with:

A copy of their driving licence (photocard and counterpart if applicable)
Proof of vehicle insurance, specifically confirming business use cover
MOT certificate (if the vehicle is over three years old)
Evidence of valid road tax
The Director will verify documentation and maintain records securely in line with the Data Protection Act 2018 and UK GDPR.

7. Vehicle Safety and Maintenance

Staff are responsible for ensuring that any vehicle they use for work-related purposes is:

Roadworthy and regularly maintained
Fitted with functional seat belts for all passengers
Compliant with tyre tread and pressure requirements
Free from obvious defects or hazards
Stocked with essential safety equipment where appropriate (e.g., warning triangle, first aid kit, torch)
Staff must carry out visual safety checks prior to travel and report any defects promptly.

8. Safe Driving Practices

All staff must adhere to the following:

Comply with speed limits and traffic regulations at all times
Wear a seat belt and ensure all passengers do the same
Avoid distractions such as using a handheld mobile phone or eating while driving
Plan routes in advance to minimise stress and the risk of becoming lost
Allow sufficient time for journeys to avoid rushing
Drive according to the conditions, adapting to weather, traffic, or road hazards
Avoid undertaking excessively long journeys without suitable breaks
Never drive when feeling unwell, fatigued, or impaired in any way

9. Use of Client Vehicles

Where staff are authorised to use vehicles provided by client organisations, they must:

Follow client-specific vehicle policies and procedures
Complete necessary vehicle induction or familiarisation sessions
Carry out pre-use safety checks
Report any concerns or incidents involving the vehicle directly to the client and {{org_field_name}}
Treat the vehicle with respect and adhere to infection control procedures where applicable (e.g., cleaning between patient transport)

10. Lone Working Considerations

Where staff are required to travel alone to community placements:

They must follow {{org_field_name}}‘s Lone Working Policy
Inform the agency or client of their estimated arrival and departure times
Maintain communication with the client or agency when appropriate
Avoid entering environments where they feel unsafe and report concerns immediately
Carry a charged mobile phone for emergency use

11. Insurance Requirements

Staff using their own vehicles for work purposes must:

Hold motor insurance that explicitly covers business use (not just social, domestic, and commuting)
Notify their insurer of their intended work-related travel
Provide the agency with proof of cover
Staff are responsible for any additional premium costs incurred as a result of business use. {{org_field_name}} will not permit staff to drive for work purposes without valid insurance.

12. Reporting Incidents

Any incidents involving vehicle use (including accidents, near misses, or driving offences) must be reported:

To the client (if applicable)
To the police (if legally required)
To the Director of {{org_field_name}} without delay
Staff must cooperate fully with any subsequent investigations. The Director will:
Record and investigate the incident
Determine whether further action (e.g., additional training, temporary suspension from driving duties, disciplinary action) is necessary
Share learning with staff to improve future practice

13. Health and Fitness to Drive

Staff must:

Notify {{org_field_name}} immediately of any health condition, injury, or medication that may affect their ability to drive safely
Comply with DVLA guidance on medical fitness to drive
Refrain from driving if unfit due to fatigue, illness, or the influence of substances
The Director will assess the impact of any health disclosures and make appropriate adjustments in consultation with the staff member.

14. Environmental Considerations

Where possible, staff are encouraged to:

Share transport where appropriate and safe
Use public transport if feasible
Plan routes to reduce travel distances and emissions
{{org_field_name}} will promote environmental responsibility as part of its commitment to sustainability.

15. Training

All staff required to drive for work purposes will receive:

Information on this policy during induction
Periodic refresher guidance as part of supervision or training updates
Additional support following incidents or identified concerns about driving safety
The Director will ensure that all training remains up-to-date and reflects changes in legislation or best practice.

16. Supervision and Support

The Director will:

Discuss vehicle use, travel safety, and lone working as part of supervision and appraisal
Provide additional guidance to staff who are new to community placements or who raise concerns
Ensure that staff feel supported to raise issues regarding vehicle safety, travel risks, or personal circumstances affecting driving

17. Monitoring and Quality Assurance

The Director will:

Monitor incidents, complaints, and feedback relating to vehicle use and travel
Review driver documentation annually or sooner if circumstances change
Audit compliance with this policy as part of the agency’s quality assurance programme
Implement learning and improvements where required

18. Director’s Oversight

The Director is responsible for:

The implementation and governance of this policy
Ensuring that all staff are trained, competent, and supported to undertake safe work-related travel
Managing incidents relating to vehicle use
Maintaining up-to-date knowledge of relevant legislation and best practice
Ensuring that the policy is reviewed annually and revised when necessary

19. Policy Review

This policy will be reviewed annually by the Director or earlier if there are legislative changes, operational developments, or learning from incidents.

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.