{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Transportation and Accompanying Service Users Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} provides a safe, reliable, and person-centred transportation and accompanying service for service users. This policy ensures that transportation and support provided while accompanying service users align with their needs, dignity, safety, and independence while complying with legal and regulatory requirements.

This policy is in accordance with:

• The Regulation and Inspection of Social Care (Wales) Act 2016 – Governs the provision of social care services, including the safe transportation of service users【32】.
• The Social Services and Well-being (Wales) Act 2014 – Promotes a person-centred approach to care, ensuring service users can access their community, appointments, and essential services.
• Care Inspectorate Wales (CIW) Regulations – Requires regulated care providers to implement robust risk assessments and safeguarding measures for transportation and accompanying service users【35】.
• The Road Traffic Act 1988 – Establishes legal obligations for driving safely and ensuring vehicles used for transport meet safety standards.
• The Health and Safety at Work Act 1974 – Places a duty on employers to ensure a safe working environment, including while transporting service users.

2. Scope

This policy applies to:

• All employees involved in transporting or accompanying service users.
• Service users who require transportation for medical appointments, social outings, and essential activities.
• External transport providers, family members, and volunteers involved in service user transport.

It covers:

• Eligibility and criteria for transportation
• Staff roles and responsibilities
• Risk assessments and safety procedures
• Vehicle maintenance and insurance requirements
• Accompanying service users safely
• Emergency procedures during transport
• Training and competency requirements

3. Eligibility and Criteria for Transportation

• Transportation and accompanying support is available to service users identified in their care plan as requiring assistance.
• Requests for transportation must be assessed and approved based on:
  • Medical appointments (GP, hospital, specialist care).
  • Social activities to prevent isolation.
  • Essential shopping or errands.
  • Community engagement and family visits.
• Service users who can travel independently with public transport or taxis may be supported with accompaniment rather than direct transportation.

4. Staff Roles and Responsibilities

4.1 Responsibilities of Care Staff Providing Transport

• Only authorised and trained staff are permitted to transport service users.
• Staff must conduct pre-journey safety checks (seat belts, wheelchair restraints, fuel levels).
• Staff must support service users to enter and exit the vehicle safely, using adaptations such as ramps, hoists, or step assistance.
• Staff must report any safety concerns to the Registered Manager immediately.

4.2 Responsibilities of Staff Accompanying Service Users

• Accompanying staff must monitor the service user’s comfort, well-being, and emotional needs throughout the journey.
• Staff should ensure clear communication with service users, explaining travel arrangements and destinations.
• Staff must be trained in safeguarding, de-escalation techniques, and emergency response procedures.

4.3 Responsibilities of the Registered Manager

• Ensure all vehicles used for transport are safe, insured, and fit for purpose.
• Conduct regular training for staff on transportation safety.
• Ensure all risk assessments are completed and reviewed regularly.

5. Risk Assessments and Safety Procedures

5.1 Transport Risk Assessments

Before any journey, a comprehensive risk assessment must be completed, covering:

• Medical needs (oxygen, medication, seizure risk).
• Mobility support required (wheelchairs, walking aids).
• Cognitive impairments (dementia, confusion, anxiety).
• Emergency contact details.

Risk assessments are reviewed regularly and updated if a service user’s needs change.

5.2 Seatbelt and Accessibility Safety

• All service users must wear a seatbelt unless medically exempt.
• Wheelchair users must be securely fastened using approved wheelchair tie-downs.
• Hoists and ramps must be checked before use to ensure safety.

5.3 Lone Working and Safety Precautions

• Staff must not transport a service user alone without prior approval and risk assessment.
• Check-in procedures must be followed when travelling long distances.
• A communication system (phone or GPS tracker) must be in place for staff accompanying service users.

6. Vehicle Maintenance and Insurance Requirements

• All vehicles used for transporting service users must be fully insured, taxed, and have a valid MOT.
• Company-owned vehicles will be regularly serviced and maintained to ensure roadworthiness.
• Staff using personal vehicles for service user transport must provide valid insurance documents confirming business use coverage.
• Wheelchair-accessible vehicles (WAVs) must meet accessibility standards, and staff must be trained in their operation.

7. Accompanying Service Users Safely

7.1 Supporting Service Users During Journeys

• Staff must engage with service users positively, reducing any travel-related anxiety.
• Service users must be comfortably seated, hydrated, and appropriately dressed for the weather conditions.
• Staff must be attentive to signs of distress, agitation, or discomfort and provide reassurance.

7.2 Ensuring a Safe Environment

• The vehicle must be well-ventilated and free from clutter.
• Emergency contact numbers and first aid kits must be available in all transport vehicles.
• No unauthorised individuals should be present in the vehicle during transport.

8. Emergency Procedures During Transport

8.1 Breakdowns or Accidents

• In the event of a vehicle breakdown, staff must:
  • Ensure the service user is safe and comfortable.
  • Call roadside assistance and inform management immediately.
  • If necessary, arrange alternative transport.
• In the event of a road traffic accident:
  • Check for injuries and call emergency services (999) if required.
  • Notify the Registered Manager and document the incident.
  • Complete an incident report and provide relevant insurance information.

8.2 Medical Emergencies During Transport

• If a service user becomes unwell or distressed:
  • Pull over safely and assess the situation.
  • Call 999 if immediate medical attention is needed.
  • Administer first aid if trained to do so and stay with the service user.
  • Inform the Registered Manager and family members as soon as possible.

9. Training and Competency Requirements

• All staff involved in transport and accompanying must complete:
  • First Aid and Emergency Response training.
  • Manual handling and mobility assistance training.
  • Transport safety and safeguarding training.
• Staff using wheelchair-accessible vehicles (WAVs) must complete additional training on securing wheelchairs and assisting service users safely.

10. Monitoring and Compliance

• The Registered Manager ensures compliance with CIW transport safety standards【35】.
• Regular audits of vehicle safety, staff competency, and incident reports will be conducted.
• Service user feedback will be collected to improve transportation services.

11. Related Policies

This policy should be read in conjunction with:

• Lone Working and Staff Safety Policy (DCW23).
• Risk Management and Assessment Policy (DCW18).
• Emergency and Business Continuity Plan (DCW19).
• Safeguarding Adults from Abuse and Improper Treatment Policy (DCW13)【34】.

12. Policy Review

This policy will be reviewed annually or sooner if required by legislative changes, CIW regulations, or operational needs.

---

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.