HCS34-Transportation and Safe Travel Policy (if applicable)

Registration Number: {{org_field_registration_no}}

Transportation and Safe Travel Policy (if applicable)

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:

Support people to attend appointments, day services, or community activities
Assist with shopping or errands
Enable participation in social or wellbeing-based travel
Ensure staff can attend to care visits efficiently and safely

This policy aligns with:

The Health and Social Care Standards, particularly:
- 1.2: “My human rights are protected and promoted.”
- 1.4: “If I require intimate personal care, this is carried out in a dignified way.”
- 3.14: “I have confidence in people because they are trained, competent and skilled.”
Care Inspectorate’s Quality Framework for Care at Home and Support Services
Road Traffic Act 1988 and associated DVLA guidance
SSSC Code of Practice, which requires workers to work safely, maintain trust, and respect people’s rights

2. Scope

This policy applies to:

All staff employed by {{org_field_name}} who use a vehicle during work
All transport activities involving the people we support
Use of company vehicles, staff-owned vehicles, or public transportation
Journeys undertaken for work purposes, including transporting individuals, equipment, or supplies

The policy covers:

Legal and safety requirements for vehicle use
Procedures for transporting people safely and with consent
Risk management strategies during travel
Staff responsibilities and organisational controls

3. Related Policies

This policy should be read in conjunction with:

Lone Working Policy
Health and Safety Policy
Safeguarding and Protection from Abuse Policy
Risk Assessment and Management Policy
Equality, Diversity, and Human Rights Policy
Incident Reporting and Notification Policy
Confidentiality and Information Sharing Policy

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 use vehicles for work purposes, either their own or a company-provided vehicle, they must:

Hold a full and current UK driving licence appropriate to the class of vehicle driven
Ensure the vehicle is roadworthy, taxed, MOT-compliant, and insured for business use
Inform {{org_field_name}} if any changes occur that affect their ability to drive (e.g., penalty points, health issues, changes in licence status)

{{org_field_name}} maintains a copy of:

Driving licence checks and validations
Evidence of business insurance for all staff using personal vehicles
MOT and tax documentation for any company-owned vehicles

Any staff member who fails to meet legal driving or insurance requirements must not undertake transport-related duties.

6. 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:

Clearly documented with their informed consent
Risk-assessed for both the person and the staff member involved
Delivered by staff trained in safe travel, safeguarding, and manual handling where necessary

The individual’s care plan must record:

Purpose of the travel (e.g., appointment, social event)
Preferred method of transport (private car, taxi, public transport, assisted mobility)
Any specific needs (e.g., wheelchair access, supervision, medication on journeys)
Any sensory, emotional, or behavioural considerations related to travel

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

Staff must:

Assist individuals into and out of vehicles safely and with appropriate support
Never leave the person unattended in a vehicle
Ensure seatbelts are worn at all times (unless exempt by law)
Avoid transporting any individual without consent, a care plan directive, and managerial approval

7. Risk Management and Safety During Travel

To promote safety, {{org_field_name}} ensures that:

A Travel Risk Assessment is completed for all individuals requiring transport support
Staff are instructed on safe vehicle entry and exit procedures, especially for those with reduced mobility
Vehicle first aid kits and mobile phones are available during all journeys
In-car conduct is respectful, non-distracting, and in line with professional boundaries
In the event of an accident, illness, or distress during travel, the driver must pull over safely, provide appropriate support, and contact emergency services or on-call management via {{out_of_hours}} if needed

Any incident or near-miss during travel must be reported using the organisation’s Incident Reporting Procedure and reviewed by the Registered Manager.

8. Use of Staff-Owned Vehicles

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

Obtain and submit proof of business insurance
Ensure the vehicle is regularly maintained and kept clean and safe
Complete and sign the Staff Use of Personal Vehicle Agreement before engaging in work-related travel

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.

9. 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:

The individual’s safety, dignity, and confidence with travel must be considered
Staff must accompany the individual unless assessed as safe to travel independently
Invoices or receipts for booked taxis must be managed through approved providers and documented

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.

10. Staff Travel and Lone Working

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

Staff must maintain contact with the scheduling team or their line manager
Mobile phones should be fully charged and accessible at all times
Unexpected delays or issues must be communicated immediately
Travel routes should be planned in advance, avoiding unnecessary detours or unlit areas

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.

11. 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:

Not making assumptions about transport needs based on disability, age, or ethnicity
Consulting the person and/or their advocate before introducing travel as a support option
Respecting cultural or religious considerations around mixed-gender travel or physical contact
Avoiding any language or behaviour that may make the person feel uncomfortable, rushed, or disrespected

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

12. 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 trigger:

Review of the individual’s travel risk assessment
Notification to the Care Inspectorate, particularly if injury or safeguarding concerns are involved
Follow-up with families or external agencies
Additional training or disciplinary action where appropriate

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

13. Staff Training and Competency

All staff who are involved in travel or transportation are trained in:

Safe loading and unloading techniques for mobility aids or wheelchair users
Managing behaviour or distress during journeys
First aid awareness and emergency procedures
Road safety and route planning
Maintaining professional boundaries during travel

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.

14. Policy Review

This policy will be reviewed on an annual basis or sooner if:

There are legislative or regulatory changes
A serious transport-related incident occurs
There is feedback from staff, service users, or inspectors requiring amendments

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.