The importance of client/resident-specific transportation care procedures

Ensuring that all individuals have access to reliable and safe transportation is paramount. A well-structured Client/Resident Transportation Care Procedure is essential for meeting this need, providing a framework that addresses the unique needs of each client/resident.

Evaluation of needs

An effective ICTP begins with a thorough assessment of the client’s/residents' needs by an appropriately qualified staff member. This involves understanding the frequency of their travel, the destinations they need to reach, and any specific requirements they may have, such as wheelchair accessibility. By identifying these needs, your organization can tailor their services to ensure that every individual receives the appropriate support.

Safety and training

Ensuring that all transportation staff are adequately trained to manage the specific needs of your clients/residents is essential. This training includes emergency procedures, effective communication techniques, and understanding the unique challenges these individuals may face. Proper training for all your drivers and aides helps create a safe and supportive environment for all passengers.

Monitoring and evaluation

An effective transportation procedure is not static; it requires ongoing monitoring and evaluation on at least an annual basis. Regular reviews help assess the plan's effectiveness, identify areas for improvement, and ensure that the services provided continue to meet your clients'/residents’ needs. This continuous improvement process is key to maintaining high-quality transportation services.

Transportation care procedure checklist

Best practice is to create a standard ICTP form to assist you in assessing your clients’/residents’ transportation needs and providing essential information for your drivers and aides. Some of the core content an ICTP should include:

Client information

• Client's/residents name, photo, and emergency contact information
• Specific details about the client's/resident’s physical, mental, and cognitive disabilities/diagnoses
• Preferred communication language, methods and any communication aids used
• Known triggers or behaviors of concern and how to manage them
• Elopement risk

Medical information

• List of current medications and administration instructions
• Allergies or sensitivities
• Special medical instructions or precautions
• CPR status

Ambulation, mobility and adaptive equipment

• Requirements: wheelchair, walker, gait belt, etc.
• Instructions for the use and securement of the mobility device
• Any additional equipment needed during transport (e.g., oxygen tanks, assistive devices)

Safety procedures

• Emergency procedures tailored to the client's/resident’s needs
• Evacuation plan in case of an emergency
• Procedure for handling unexpected behaviors or medical situations

Transportation details

• Regularly scheduled pick-up and drop-off times and locations
• Special instructions for pick-up and drop-off (e.g., who to contact upon arrival)
• Route details, including any necessary accommodations (e.g., avoiding stairs)

Driver's responsibilities

• Confidentiality and privacy requirements
• Reporting requirements for incidents or changes in the client's/resident’s condition
• Procedure for providing feedback on the client's/resident’s experience during transport

Service animal information

• If the client/resident has a service animal, include details about the animal
• Instructions for accommodating the service animal during transport

Click for a sample form which can be tailored to your organization’s needs.

Conclusion

ICTPs should be reviewed with drivers and aides and updated regularly. They should be transported with clients/residents for immediate reference. A well-designed ICTP will help ensure clients’/residents’ needs are met and they are safely transported.