AMBULANCE CAR SERVICES POLICY DOCUMENT · Ambulance Car Services (ACS) basis, which supplements the PCS operations. Volunteers are unpaid and not employed by the Trust, but do receive

Version: 0.12v Written by Arwyn Thomas and Joan Roberts Date: December 2008

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Ymddiriedolaeth GIG Gwasanaethau Ambiwlans Cymru

Welsh Ambulance Services NHS Trust

AMBULANCE CAR SERVICES POLICY DOCUMENT

Version 0.12

APPROVED BY DATE REVIEW DATE


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DOCUMENT CONTROL SHEET

The source of the document will be found in the following location: PROGRAMME MANAGEMENT SHARED FOLDER\PROJECT FOLDERS\PCS STRAND\PCSP009

DISTRIBUTION

This document has been distributed to:

Name Date

Arthur Lemin

Dec 08

Julie Winspear Dec 08

Steve Gill Dec 08

Mike Davies Dec 08

Rhiannon Beaumont-Wood Dec 08

Jacqui Jones Dec 08

Kevin Hands Dec 08

Alison Davies Dec 08

Mike Jenkins Dec 08

John Huxley Mar 09

APPROVAL

This document requires the following approvals:

Name Date Version

Arthur Lemin / Julie Winspear Feb 09 0.10v

EMG Meeting Mar 09 0.10v

Version Number Date Author Summary of changes

0.12v June 09 Arthur Lemin Steve Pryors Comments

0.11v April 09 Arthur Lemin Terry Eckley’s amendments

0.10v Jan 09 Arthur Lemin Amendments

0.9v Dec 08 Arwyn Thomas and

Joan Roberts Additional information added to policy

0.8v Nov 08 Emma Jones Updated Policy

07.v Nov 08 Arthur Lemin

Amendments made by Arthur Lemin

0.7v Nov 08

Arwyn Thomas, Joan

Roberts & Emma Jones

Review and update of policy written by Julie

Winspear

0.4v

Feb 08 Julie Winspear


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REVIEW

The policy document should be reviewed annually on the anniversary of the final approval date.

GLOSSARY OF TERMS

ABBREVIATION DESCRIPTION

ACS

ALO

CSM

CSA

CSS

C & W

H&S

LAO

LHB

HCS

NET

NHS

OAT

ORC

PALS

PCS

PPE

RTC

SLA

S & E

WAST

POVA

POCA

ISA

Ambulance Car Service

Ambulance Liaison Officer

Customer Services Manager

Customer Service Assistant

Customer Services Supervisor

Central and West Region

Health and Safety

Locality Ambulance Officer

Local Health Board

Health Courier Services

Non Emergency Transport

National Health Service

Out of Area Treatment

Operational Resource Coordinator

Patient Advisory Liaison Service

Patient Care Services

Personal Protective Equipment

Road Traffic Collision

Service Level Agreement

South East Region

Welsh Ambulance Services NHS Trust

Protection of Vulnerable Adults

Protection of Children

Independent Safeguarding Authority


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FOREWORD

Welsh Ambulance Services NHS Trust Ambulance Car Service Policy:

The following Ambulance Car Service Policy has been developed to ensure that services provided by Ambulance Car Service volunteers are of the highest possible standard. In addition it allows The Welsh

Ambulance Services Trust to ensure that satisfactory governance arrangements are in place to confirm

the use of volunteers complies with all of the necessary legislation, statutory regulations and Trust operating rules.

This policy forms the basis of the arrangements that are in place for the volunteers to operate in a

safe and caring environment for the benefit of patients and volunteers. In addition it assists to comply with the arrangements and agreements that the Trust has developed with Local Health Boards and

Hospital Trusts.

The compliance and adherence to this policy is the joint responsibility of volunteers and The Welsh

Ambulance Services Officers/Managers. The policy is drafted as a working document for the volunteers and for Trust Managers and Officers to ensure that the policy is adhered to in full.

This policy will be consulted upon and reviewed annually. It is inevitable that changes to law and statutory instruments will occur within any year, resulting changes will be communicated to volunteers

by letter and will be an update and appendix to the policy until the annual review amends and adjusts the policy.

Copies of the policy are provided to volunteers and other interested parties annually.

This policy has been through significant consultation and development and is approved by the Welsh Ambulance Services Trust Board.


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TABLE OF CONTENTS

1. INTRODUCTION 6

2. CONTEXT 6 3. RECRUITMENT AND SELECTION 6

4. TERMS, CONDITIONS AND REIMBURSEMENTS 7

5. DOCUMENTATION REQUIREMENTS 8 6. INSURANCE 8

7. AVAILABILITY 9 8. FITNESS AND HEALTH 9

9. VEHICLES 9 10. CONDUCT 10

11. PATIENT CARE 10

12. ROAD TRAFFIC COLLISIONS 12 13. INJURY TO VOLUNTEER AND PATIENTS 13

14. GENERAL 13 15. SAFEGUARDING OF ADULTS, CHILDREN AND YOUNG PEOPLE 15

16. TERMINATION OF SERVICE 16

17. MANAGEMENT OF SERVICE 16 18. CONTACT DETAILS 17


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1. INTRODUCTION

1.1 This policy sets out the arrangements for the operation of the Ambulance Car Service (ACS) within the Trust and addresses the following: -

Recruitment and selection of volunteers

Terms and conditions of volunteering

Role of volunteers, operating instructions and code of conduct

Operational management

Monitoring arrangements

Operational audit

Patient Care

2. CONTEXT

2.1 The Trust’s Patient Care Services (PCS) is mainly conducted by the Trust’s own staff with the

Trust’s own vehicle fleet. However, Volunteers using their own vehicles operate on an

Ambulance Car Services (ACS) basis, which supplements the PCS operations. Volunteers are unpaid and not employed by the Trust, but do receive expenses.

2.2 The Ambulance Car Service is an integral and valued part of PCS and is co-ordinated through

the Regional Ambulance Control Centres and Hospital Liaison sites.

2.3 Operating within PCS, ACS provides transportation for non-emergency patients travelling

between their homes, hospitals, clinics and community units. The purpose of the journeys cover a variety of activities, such as outpatient visits to hospitals and clinics, attending

treatment centres, admission, discharge and transfer between healthcare facilities.

3. RECRUITMENT AND SELECTION

3.1 The Trust recruits ACS volunteers in strict accordance with the Policies and Procedures.

3.2 All appointments are subject to interview, a medical/personal health declaration, Criminal Records Bureau (CRB) disclosure check, references and a driving assessment.

3.3 All appointments are subject to interview and two references being obtained. A medical/personal health declaration and a driving assessment are required. Due to the nature

of the services which the Welsh Ambulance Services NHS Trust provides, an Enhanced CRB check is required which must include both checks with the Protection Of Vulnerable Adults

(POVA) and the Protection Of Children (POCA) lists. The existing barred lists, which include

list 99, POCA and POVA, will be replaced when the Independent Safeguarding Authority (ISA) commences from October 2009. There will be two barred lists with ISA, one barring

individuals from working with children, the other barring individuals from working with vulnerable adults. All Volunteers will be considered to be volunteering in a Regulated Activity,

as defined under the Safeguarding Vulnerable Groups Act 2006. From September 2009, new volunteers will need to register with the Independent Safeguarding Authority prior to

commencement as a Volunteer. The Trust will process the registration of volunteers. Welsh

Assembly Guidance must be followed in relation to ISA. ISA registration will be free for Volunteers. All prospective candidates should not commence any duties until all the criteria

identified have been met.


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3.4 Volunteers are to undergo an induction course to include basic first aid, driver assessment,

and awareness surrounding Safeguarding Children, Young People and Vulnerable Adults and

an understanding of ACS and WAST policies and procedures.

3.5 The Trust’s recruitment criteria, for applicants to be considered for ACS, requires that volunteers:

Be Physically fit, in accordance with fitness criteria

Be contactable by telephone, email or fax

Should possess a full driving licence (details to be considered on application)

Have a mature and caring demeanour

Have good communication skills

4. TERMS, CONDITIONS, REIMBURSEMENTS

4.1 Mileage costs are reimbursed on a pence-per-mile basis and are calculated from home or agreed starting point to the care centres and return. Volunteers are expected to wait for

patients to become ready for their return. Should the volunteer choose to return home during this time, mileage is not payable (unless agreed with PCS Ambulance Control). The volunteer

must undertake the journey as outlined on their work schedule (unauthorised journeys will not

be paid).

4.2 ACS volunteers are paid expenses based on the number of miles travelled and any appropriate expenses incurred as part of any patient activity at the request of the Welsh Ambulance

Services; e.g. Ferry/Bridge Tolls, congestion charges, subsistence allowances, postage, telephone calls etc (if deemed necessary). Volunteers may also submit a claim for a car valet

if the car interior is soiled whilst undertaking work on behalf of the Trust. Claims must be

accompanied by the appropriate receipts.

4.3 All claims should be made on the approved forms supplied by the Trust. It is essential that Volunteers complete all lines on the form, with particular attention to the patient arrival and

departure times. There will be a delay in payment if the relevant fields are not completed and

forms will be returned to the volunteer for completion. Any unused lines must be deleted by striking a line through them to prevent further entries being made. Volunteers need to submit

claims within five working days following the end of the month to ensure prompt payments are made. Only officially authorised journeys will be reimbursed. Methods of payments may

change due to availability of new technology.

4.4 Payments are made in arrears monthly by BACS or in extreme circumstances by cheque.

Once processed, the payments are normally made into bank accounts by the third Wednesday of the month.

4.5 Volunteers should note that, in certain circumstances, payments carry a tax liability. It is the

responsibility of the volunteer to deal with matters of taxation associated with the Ambulance

Car Service. Details can be obtained through HM Inspector of Taxes.

4.6 Under no circumstances should volunteers accept money from patients, escorts or relatives. However, if members of the public wish to make a donation then they should be advised to

contact their Regional ACS Manager.

4.7 All claims are auditable by internal and external auditors. Any unexplained errors will be

investigated and could be deemed as fraud, and will be dealt with in line with Trust procedures.


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4.8 Records are kept in relation to how often ACS Volunteers are unable to fulfil their allocated

volunteering. In the event of regular short term failure to complete allocated runs the

Regional ACS Manager will reconsider the use of the volunteer.

4.9 Under the Confidentiality NHS Code of Practice and the Data Protection Act 1998, Patient information is generally held under legal and ethical obligations of confidentiality. Information

provided in confidence should not be used or disclosed in a form that might identify a patient without his or her consent (Volunteers must not leave daily worksheets in open view). For

further information please refer to the WAST Data Protection Policy via Ambulance Car Service

Managers. All log sheets and information relevant to patients must be returned to the ACS Manager with the monthly claim for expenses to allow for safe destruction of patient

identifiable information.

4.10 Any fine incurred, whilst acting as a volunteer, is the responsibility of the individual. Displaying

the Ambulance Car Service notice does not exempt volunteers in any way from motoring or parking fines. Volunteers must comply with motoring law and any relevant parking

regulations.

4.11 No assistance is given by the Trust in respect of reimbursement of telephone installation or rental costs.

5. DRIVING REQUIREMENTS

5.1 Copies of documentation required annually or on vehicle change:

Insurance certificate

Confirmation from insurance company to carry out volunteering duties

Vehicle breakdown cover

MOT certificate

Vehicle Registration document

5.2 Whilst the Welsh Ambulance Service Trust is responsible for the management and assurance

of this documentation, it is ultimately the responsibility of the volunteer to provide copies of

document changes within 7 days. If these copies are not forthcoming then volunteers will not be allocated any patients until such time as the documentation is received.

5.3 Driving licences are checked annually. All changes, address, names etc should be notified

immediately.

5.4 Any subsequent endorsements or convictions must be reported to the appropriate ACS

Manager immediately. The ACS Manager will then decide on the course of action to be taken.

6. INSURANCE

6.1 The Trust requires all Volunteers to have fully comprehensive vehicle insurance cover at all

times whilst carrying out ACS duties. A copy of the renewal certificate must be provided on an

annual basis to the appropriate ACS Manager. The insurance company/broker must be fully aware of the volunteering undertaken by the ACS volunteer on behalf of the Trust.

6.2 The Trust does not accept any responsibility or liability for damage or injuries to either

volunteers or patients incurred whilst operating under the scope of the vehicle insurance. It is

therefore essential that volunteers ensure that they obtain a letter of authority from their insurance company confirming that they are covered to undertake voluntary car driver activity

with full passenger liability.


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6.3 The volunteer, through their insurance company, will pursue all claims for damage or injury

resulting from Road Traffic Accidents.

7. AVAILABILITY

7.1 ACS volunteers are asked to nominate days and times when they are available for

volunteering, identified through a weekly availability form. Volunteers are, of course, at liberty to change their availability but are asked to give the Planning Department at least 2

working days’ notice of these changes.

7.2 Notification of availability is not an absolute guarantee of work as all ACS activities are subject

to the exigencies of the Service.

7.3 Work is normally allocated to volunteers on the day before travel either by telephone, fax or

email. As the Welsh Ambulance Service Trust makes better use of technology these arrangements may change.

8. FITNESS AND HEALTH

8.1 Volunteers are often required to assist patients to/from and into/out of the vehicle. There may

also be suitcases, walking aids and personal belongings to be carried for patients. It is,

therefore, essential that volunteers are in sound general health.

8.2 Attention is also drawn to the 1972 Road Traffic Act, which requires that all volunteers must advise the Licensing Centre without delay concerning the onset or worsening of any medical

condition likely to cause them to be a source of danger to the public when driving, either now

or in the future. A list of conditions is available on the DVLA web site or by contacting the DVLA help centre. The Trust must be advised of any change in the volunteer’s health, which

may affect their ability to perform their duties.

8.3 In addition to the initial health declaration prior to appointment volunteers may be required to

attend a medical examination as deemed necessary. Further health questionnaires may be issued periodically to volunteers to ensure suitability to continue as a volunteer.

8.4 After the age of 70 all volunteer car volunteers must provide an annual medical report from

their Doctor. The ACS Volunteer will meet any cost associated with this. The ACS Manager can be asked to provide a letter to the medical practitioner in order to support the request for a

free medical.

9. VEHICLES

9.1 The vehicle used must be maintained in a clean condition, both internally and externally. The

Trust will undertake random vehicle checks for cleanliness and roadworthiness.

9.2 The Trust provides Bio Hazard clean-up kits for body fluids etc. These kits are available, and

disposed of at any District General Hospital, Ambulance Station or by contacting the ACS Manager. Disposal of any clinical waste should be in line with the Welsh Ambulance Service

Infection Control Policy, a copy of which can be obtained from the ACS Manager.


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9.3 All vehicles used for ACS duties must meet the following criteria:

Have a minimum of four doors and be of a family saloon size

Be in a clean and safe condition

Possess a current and valid Ministry of Transport test certificate

Be fitted with front and rear seat belts

Have full comprehensive vehicle insurance cover

All documentation will be inspected at interview and then annually

Be covered for breakdown through membership of a recognised motoring organisation

Volunteers are provided with appropriate identification which must be displayed at all

times during the course of ACS volunteering

Identification must not be displayed when not on official Ambulance Service business

10. CONDUCT

10.1 ACS volunteers must be smart and suitably attired and wear the provided identity badge at all times whilst carrying out duties.

10.2 As representatives of the Welsh Ambulance Service Trust, the appearance and conduct of individuals should always be of the highest standard.

10.3 Consumption of alcohol is prohibited while on duty and the effects of heavy alcohol drinking

from the night before can still have an impact on the lawful capacity to drive. Adherence to the law surrounding drink driving should always be adhered to.

10.4 ACS volunteers are required to perform certain duties as agreed by the Welsh Ambulance Services NHS Trust and the hospital units served. Volunteers should be aware that once the

patient leaves home they become the responsibility of the Welsh Ambulance Service Trust until they are handed over to a responsible health care professional, and similarly on their

return journey, until they are back in their own home. In essence ACS volunteers provide a

door to door service.

11. PATIENT CARE

11.1 On arrival at patient’s address:

Patients and their carers must always be treated with dignity and respect.

Respect for patients must be maintained between volunteers and service users at all times.

Any information shared by the patient should be kept confidential unless there is a concern about their safety or wellbeing.

Park in a safe position and as near as possible to the patient’s address.

Knock on the door or ring the doorbell.

Show volunteer’s Welsh Ambulance Service identification badge.

Confirm appointment and destination by checking patient’s card.

Any doubts about the patient’s fitness for the journey by car, contact Ambulance Control by

phone to obtain advice.

Ensure the home is secure and patient has keys, appointment card, and medication etc.

Escort patient from the door of the house to the vehicle and provide assistance if necessary.

Secure any luggage or belongings in the boot.

Escorts should only be conveyed if they have been pre-arranged and are included on the

worksheet. Waiting in the car and not helping the patient is unacceptable.


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11.2 At Vehicle:

Establish if the patient would like to sit in the front or rear of the vehicle determined by

medical condition or confirmed on work sheet.

Open the vehicle door to allow access for the patient.

Help patient safely into the seat, in line with moving and handling training.

Ensure that the patient’s seat belt is fastened.

Once patient is safely secured in vehicle, close the car door.

Ensure that the seating provided to any child is age and size appropriate in accordance with

legislation. See below.

11.3 Patient Safety (seat belts and child restraints):

Seat belts and Child Restraints

Person Front Seat Rear Seat Responsible

Driver

Seat belt must be worn

N/A

Driver

Child under 3 years of age

Correct child restraint must be used


Driver

Child from 3rd Birthday up to 135cms in height

(or 12th Birthday whichever they reach

first)



Driver

Child 12 or 13 or over 135cms in height



Driver

Adult passengers



Passenger

ACS volunteers must at all times drive smoothly, safely and within the law.

The patients utilising this service are non-emergency patients, therefore high speeds are not

condoned under any circumstances.

Volunteers must not smoke, eat, or drink whilst conveying patients. Please refer to Trust No

Smoking Policy and Statute Laws.

Volunteers must not use mobile phones whilst driving. Please refer to the Welsh Ambulance

Service Use of Mobile Phone Policy. Alcohol must not be consumed before or during transportation of patients.

Volunteers must always follow the shortest / safest available route.

All work schedules passed to an ACS volunteer must be undertaken by the ACS volunteer

identified and under no circumstances must the work be sub-contracted.


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11.4 At Hospital/Clinic:

ACS volunteers may use designated ambulance parking areas for delivering or collecting

patients. However those spaces should be vacated to allow other volunteers and ambulances

easy access to discharging and picking up their patients. Patients must be escorted to their destination department and, if necessary, helped to book

themselves in.

Attendance by an Ambulance Car volunteer at any day clinic or Hospital must be reported

immediately to the Ambulance Liaison Desk/Day Control on arrival. Whilst waiting for patients, volunteers must not obstruct ambulance waiting areas or other

designated no waiting zones.

Patients should be collected from the department or designated collection point and escorted

to the vehicle.

ACS volunteers must confirm the destination of the patient prior to leaving the Hospital.

11.5 On Return:

On arrival at the patient’s home or return destination volunteers must escort the patient safely

from the vehicle to the door of the house/property.

11.6 Elderly Mentally Infirm (EMI) and other vulnerable patients:

When PCS Ambulances have been exhausted, the ACS volunteers may be utilised by Planning

and Liaison staff to convey EMI / Day unit patients. When this situation arises, the Welsh Ambulance Services Patient Handover Policy and Procedure for EMI and Day Unit Patients

must be adhered to at all times. Please refer to the EMI Handover Policy. Transportation of EMI patients by ACS is the exception rather than the rule and authorised by the Regional

Head of Service (PCS).

12. ROAD TRAFFIC COLLISIONS

12.1 Volunteers involved in road traffic collisions must abide by guidance contained within the

Highway Code.

12.2 Volunteers must inform the appropriate Day Control / EMS Control and ACS Manager

immediately or as soon as is reasonably practicable of the incident details, and any patients involved.

12.3 A written report of the accident must be submitted to Ambulance Headquarters within 3 days of the accident and should provide the following information:

Name of driver

Date of accident

Location of accident

Registration numbers of vehicles involved

Name and address of everyone in the vehicle

Details of any injuries sustained

Insurance details of other party

Police incident number if reported

Witness statements if applicable

Name and address of driver or any other vehicles involved


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13. INJURY TO VOLUNTEER AND PATIENTS

13.1 Any injury sustained in the course of ACS duties to the driver or passengers must be reported

to the appropriate ACS Department / Day Control or EMS Control as soon as reasonably practicable. In the event of an injury to either the patient or volunteer, EMS Control should be

contacted or the injured should be taken to the nearest Accident and Emergency Unit. If in

any doubt dial 999 and ask for the attendance of an ambulance.

13.2 Volunteers are then required to complete the Trust’s Adverse Incident Report Form (AIR1) for each person injured. Forms can be obtained from the Ambulance Liaison Desk or Planning

Department. This must be completed and returned within 24 hours of the accident.

14. GENERAL

14.1 Volunteers must be polite and considerate at all times and treat people with dignity in line with Welsh Ambulance Service Code of Conduct and Standards of Professional Behaviour

Policy. This policy can be obtained from the Ambulance Car Service Manager.

14.2 Approved baby / child seats are available from Ambulance Liaison Desks or Day Control.

14.3 ACS volunteers must ensure rear door safety locks are in operation whilst carrying out their

duties. This further ensures the safety of children and EMI patients in the volunteer’s care.

14.4 Volunteers are asked to carry patients’ own folding wheelchairs and light luggage if requested.

14.5 Escorts may only be transported with a patient where authorised on the booking and

confirmed on the work sheet.

14.6 Volunteers are asked to remember that spare seating may be required for additional patients

on the return journey.

14.7 Patients may request to take their own wheelchair to the hospital when it has not been booked. It will be at the discretion of the volunteer, with the agreement of Day Control

whether a volunteer can transport the folding wheelchair.

14.8 Volunteers are reminded that while the patient may require a degree of assistance there

should be no need to physically lift patients. If this proves necessary or if the volunteer has any cause for concern he/she should contact the appropriate office for advice.

14.9 Animals must not be carried in vehicles being used for Welsh Ambulance Services work. The

exception to this rule would be the conveyance of a registered dog for the blind or hard of

hearing (advice must be sought from the local Day Control).

14.10 Volunteers are reminded that hospital schedules depend on adherence to appointment times. It is undesirable for patients to arrive either very early or very late. Control must be notified if

a patient(s) is going to arrive later than 1 hour after the appointment time. Volunteers must commence the journey in sufficient time to meet the patient’s appointments as best as

possible.

14.11 Patients must only be dropped off at the destination stated on the work sheet or specified by

the Ambulance Staff. This is to help prevent accidents and to avoid the possibility of patients ‘going missing’. If, for any reason, the patient does not travel, it is the responsibility of the

volunteer to inform Day Control/Ambulance Liaison Staff at the earliest opportunity and mark

this clearly on their log sheet/claim form. No deviation from the work sheet is acceptable.


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14.12 Should there be any doubt concerning the wellbeing of any patient, the volunteer must

contact Ambulance Control or the Ambulance Liaison Office without delay.

14.13 ACS Volunteers will not be used to transport patients whilst receiving medication from Nuclear

Medicine departments. Transportation to these departments prior to receiving this medication is acceptable. All patients travelling after receiving this procedure will be transported on a two

person crew.

14.14 If a volunteer cannot collect or return a patient home, Welsh Ambulance Services must be

informed so that alternative arrangements can be made.

14.15 In the event that a patient becomes unwell during a journey, EMS Control must be contacted to request immediate assistance. This is carried out by dialling 999.

14.16 Should there be any doubt about the wellbeing of any patient, or inability to transport the patient, the volunteer must contact Ambulance Control or the Ambulance Liaison Office

without delay.

14.17 Lone Working has been defined as ‘any situation or location in which someone is working without a colleague nearby, or when someone is working out of sight or earshot of another

colleague’ and as such may be ‘a constituent part of a person’s usual role or it could occur on

an infrequent basis, as and when circumstances dictate.’ If a lone worker ever feels threatened or intimidated and/or when violence or aggression has been experienced, the

incident should be reported as soon as possible to a service manager.

14.18 If a patient wishes to complain about the quality of the service provided by the Trust, this

should be done in line with the Trust’s Complaints Policy. A copy is available from the National Complaints, Claims and Litigation Officer at Trust HQ.

Whenever possible, an attempt should be made to deal with patient dissatisfaction at the time

it occurs. Should the patient remain dissatisfied, he/she should be advised to put the complaint in writing to Ambulance Trust HQ. A leaflet is available providing the necessary

contact information.

14.19 All ACS volunteers should be aware of the duties placed upon them by the Health and Safety

at Work Act 1974. All ACS volunteers are responsible for:

a) Doing everything reasonably practicable to protect themselves, their colleagues, their

patients and the public from harm and avoidable risk. b) Following the Trust’s policies, procedures, protocols and guidelines.

c) Covering themselves against risks in respect of personal property. d) Minimising risks within the Trust including identifying and reporting risks which they

perceive.

e) Acting always in a way that is within the limits of their accredited training, their competence and experience.

In addition they must:

Take reasonable care of the health and safety of themselves and of other persons who

may be affected by his or her acts or omissions whilst volunteering.

As regards any duty or requirement imposed on his or her volunteer agent or any other

person by or under any of the relevant statutory provisions, cooperate with him or her so

far as is necessary to enable that duty or requirement to be performed or complied with.

14.20 Driver Hours – Although volunteers are not restricted by commercial driver hour’s regulations,

it is good practice that ACS volunteers work no longer than 11 hours a day and not in excess

of 5 days in any week. It is the volunteer’s responsibility to ensure that he/she has the correct


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amount of breaks in the day and week. Volunteers must not accept work from Emergency

Medical Service Controls during the evenings or weekends if this compromises their planned

work for the following day or if this exceeds their driving hours.

14.21 ACS Forums – ACS volunteers are encouraged to actively contribute to the development of the service they provide; local representatives are nominated and act as focal points for liaison

with Trust Managers. A number of these representatives form a Liaison Committee that has quarterly forum meetings with the Trust.

15. SAFEGUARDING OF ADULTS, CHILDREN AND YOUNG PEOPLE

15.1 The United Nations Convention on the Rights of the Child gives specific rights to children

which should be respected in the context of any services delivered to children and young people. In addition the Trust should expect that volunteers discharging functions on behalf of

the Welsh Ambulance Service should offer services which are safe and that children are

protected from harm.

15.2 Volunteers should be aware of any specific Policies, Procedures and guidance in place within the Trust which relates to the Safeguarding of Children.

15.3 Volunteers in conjunction with their management support should ensure that they keep up to

date with any identified training requirements relating to the Safeguarding of Children.

15.4 If a child is identified as being at risk of harm the volunteer should contact Control in order to

make a referral to Social Services. If an immediate response is required in order to ensure a child’s safety, police assistance should be requested via Control. Following information being

given to Control as early as is practically possible, but before the end of the volunteers shift,

the ACS Manager should be contacted in order to support the volunteer in the completion of a Safeguarding Child Referral Form. This needs to be submitted within 24 hours as it must reach

the relevant Social Services within two working days.

15.5 When a concern is identified in relation to a child, volunteers must record what is said and

what is seen on the Volunteer documentation sheet. Volunteers must ensure this documentation is kept safe and secure at all times and should be handed at the earliest

opportunity to the ACS Manager. This record will be used to assist with the referral and should be attached to the referral details. This documentation should not be left with the volunteer.

The ACS Manager must follow the Safeguarding the Welfare of Children Guidance and Procedure.

15.6 Allegations made against a volunteer which relate to the protection and wellbeing of a child should be brought to the attention of the Regional Head of Service and advice sought from

the Named Professional for Safeguarding children and Human Resources Manager for the region. It may be necessary to suspend the volunteer from duties in order to allow

investigations to take place; this is to safeguard children and the volunteer. When a child

makes an allegation against a volunteer this should always be referred to social services. Further guidance is available in the Policy to investigate allegations against staff in relation to

the abuse of Children and Young People.

15.7 Complaints which relate to a child must always be considered in the context of the need to safeguard and promote the welfare of a child, therefore advice should be sought from the

named professional safeguarding children or if unavailable a member of the safeguarding

team.


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16. TERMINATION OF SERVICE

16.1 ACS is an entirely voluntary activity; the arrangement between either party may terminate without notice.

16.2 The volunteer will be required to return ID badges, laminated driver detail cards and any

surplus documentation belonging to the Trust.

16.3 If any concerns about a volunteer have been identified, which may pose a risk to children or

vulnerable adults, it may be necessary to report these concerns to the POCA / POVA lead and when applicable to the Independent Safeguarding Authority. This is a statutory requirement

placed on the Trust.

17. MANAGEMENT OF SERVICE

17.1 The Ambulance Car Service falls within the Patient Care Service Department and is the responsibility of Regional Head of Service for PCS through their designated Officers.

17.2 Day-to-day management and monitoring of the service is the responsibility of the designated

ACS administrators. This may include random odometer checks.

17.3 ACS is intended to operate as a supplement to the Patient Care Service. The responsibility for

establishing criteria for decisions as to when to utilise ACS lies with the Regional Head of Service for PCS but, in general ACS will be an option where:

The appointment lies outside of the normal PCS operating hours

ACS is demonstrably the most cost effective option for transporting the patient

The patient’s condition dictates that a car is the most appropriate vehicle

The journey cannot be allocated to the PCS ambulance crew

Listed below are the main Welsh Ambulance Service PCS management roles:

DESIGNATED OFFICER RESPONSIBILITY

Regional Head of Service for PCS Overall Management of PCS

Regional Ambulance Car Service Manager Overall Scheme Management

ACS Managers / Administrators Claims for reimbursement of mileage costs

ACS Admin/Amb Liaison Supervisor Driving Licence Checks (annual)

ACS Admin/Amb Liaison Supervisor Insurance Checks (annual)

Occupational Health Department Fitness Checks

Ambulance Liaison Supervisor Vehicle Checks (annual)

ACS Administrators Notification of Change of Vehicle

Driver Assessor Driving Assessment

Day Control Road Traffic Accident /Injury to a patient

ACS Administrators General Management

Day Control/Amb Liaison Supervisor Untoward Incident

Named Professional Safeguarding Children Safeguarding Children

Mental Health / Protection of Vulnerable

Adults Lead

POVA and Mental Health / MCA


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18. CONTACT DETAILS:

Welsh Ambulance NHS Trust (Headquarters), HM Stanley Hospital,

St Asaph, Denbighshire,

LL17 0WA

Switchboard No: 01745 532900

Welsh Ambulance NHS Trust (C&W Region), Control & Comms Centre,

PO Box 107, Llangunnor Road,

Carmarthen,

SA31 2WX Switchboard No: 01267 225770

Welsh Ambulance NHS Trust (South East Region),

Control & Comms Centre,

Vantage Point House, Cwmbran,

Newport, NP44 7HF

Switchboard No: 01633 626262

Welsh Ambulance NHS Trust (North Region),

Control & Comms Centre, Bryn Terion,

Bryn Y Neuadd, Llanfairfechan,

LL33 0HH

ACS Manager: 01248 682071

Documents

AMBULANCE CAR SERVICES POLICY DOCUMENT · Ambulance Car Services (ACS) basis, which supplements the PCS operations. Volunteers are unpaid and not employed by the Trust, but do receive