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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
Version: 0.12v Written by Arwyn Thomas and Joan Roberts Date: December 2008
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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
Correct child restraint must be used
Driver
Child from 3rd Birthday up to 135cms in height
(or 12th Birthday whichever they reach
first)
Correct child restraint must be used
Correct child restraint must be used
Driver
Child 12 or 13 or over 135cms in height
Seat belt must be worn
Seat belt must be worn
Driver
Adult passengers
Seat belt must be worn
Seat belt must be worn
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
Version: 0.12v Written by Arwyn Thomas and Joan Roberts Date: December 2008
Page 17 of 17
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