WorkAbilities, Inc



WorkAbilities, Inc.

POLICY & PROCEDURE FOR SUPERVISION OF CLIENTS DURING TRANSPORTATION TRANSITIONS

Morning Transportation

❑ Assigned staff will assist as many clients as possible into the building 9:30-9:45am. They are referred to as ‘Stormers’ . Assigned “bussers” will be available to assist clients into the building 9:30-10:30am, unless specified by their group manager.

❑ At 9:30 am (no earlier), staff will assist clients off their vehicles and into the building, as each vehicle pulls up to the door. Staff will approach the vehicle prior to any clients stepping off the vehicle and will assist all clients off the vehicle and to the building. Staff will provide supervision according to each person’s Client Service Profile and will clearly and directly communicate to room staff, who will in turn acknowledge this communication, when clients that they are supervising are to the assigned area.

❑ Transportation drivers will be responsible for unbuckling the clients’ vehicle seatbelts or wheelchair straps, operating lifts and remaining with clients until all clients have safely exited the vehicle. Transportation drivers will not allow any clients to step off the vehicle until a WorkAbilities staff is present and able to assist each client off the vehicle.

❑ Any staff that receives client information from the transportation driver is responsible for communicating that information to the appropriate person.

❑ If any vehicles are later than 10:30 am, staff should return to their program areas and ask the Administrative Assistant to page Managers for late bussing when vehicles arrive.

❑ If any vehicles are later than 10:30 a.m. the manager should contact the transportation vendor and attempt to monitor the vehicle’s arrival.

Attendance

❑ By 10:45 am group staff will take attendance for their clients. If there are any unaccounted for absences, staff will notify an appropriate manager. The manager will IMMEDIATELY contact the client’s caregiver to inquire about the absence. If an appropriate manager is not available, staff will either contact the caregiver directly or request that an administrative staff immediately contact the caregiver. If a caregiver cannot be reached or cannot verify that the client is accounted for, the transportation vendor will be immediately contacted to find out if the client was picked up that morning. If the transportation vendor indicates that the client was not picked up that morning (ie. “no-show” or “cancel”) the staff will continue to attempt contact with the client’s caregiver to account for the absence. If the transportation vendor or caregiver indicates that the client was picked up that morning, WorkAbilities staff and the transportation vendor will begin an immediate search for the client.

Afternoon Transportation

2:45, 3:00 and 3:30 Bussing

❑ Multiple bussing lists will be distributed daily for the staff at the Main and East door as well as one list of client absences for each Captain and will be distributed to each bus room location. (café, gym, etc.)

❑ Bus Captains will report to their assigned location 10 minutes prior to start time, (Main door – 2:35pm, East door 2:50 pm) in order to check for medications being sent home and to prep for bussing staff. Bussing Staff will report to their designated area no later than 5 minutes prior to their assigned bussing time (2:40 for 2:45 bussing and 2:55 for 3:00 bussing)

❑ Bus Room Staff will be at their assigned bus room no later than 5 minutes prior to their assigned bussing time 2:55 for 3:00 bussing and will check the daily client attendance sheet with their master client list for supervision purposes as clients arrive to designated area.

❑ Clients will be in their assigned bussing area no later than the assigned times. If clients require staff supervision to get to the assigned bus room, staff will clearly and directly communicate the client’s arrival to the bus room staff, who will in turn acknowledge this communication.

❑ Bus Room Staff will ensure that all clients assigned to their bus room or door are accounted for or find out why they are not there. They will also be responsible for knowing which clients go on which routes so that they may assist the bussing staff to quickly pick out the clients appropriate for a given route, or to inform the Bussing Staff of a client’s absence. The Daily bussing list will be posted in each bus room and a number of copies by the main and east doors. Clients leaving after the daily list is posted will be highlighted on the clipboard at the front desk.

❑ Bussing Staff will approach each vehicle as it arrives at the door they are assigned to and will check their manifest. They will then go to the appropriate bus room and will get all of the clients assigned to that manifest.

❑ One staff assigned to Captain the main door and one staff assigned Captain to the east door will be required to initial the daily bussing list once all clients have boarded the vehicle, ensuring that all clients are accounted for. This staff is also responsible for directing the other bussing staff on loading vehicles.

❑ Staff will assist all clients on to their vehicle. Staff will not be responsible for clients once they are on the vehicle, as the driver is responsible for all client needs once they are on the vehicle. Staff will assist clients if needed on the steps. Drivers are responsible for running the lifts, strapping all wheelchairs, and buckling all seat belts and safety straps. Bussing captains will pay for routes using go-to-cards and will do a visual sweep of the bus before paying.

❑ Bus Room Staff will maintain an appropriate staff to client ratio in the bus rooms at all times, which will not exceed 1:10 at any time.

❑ Managers will be assigned to supervise morning and afternoon bussing as needed and will direct all concerns as appropriate to the Administrative Staff.

Procedures Related to AM and PM Bussing:

❑ Clients will not be left unattended at any time on the vehicle or outside of the building.

❑ Drivers will not transition clients to or from the vehicle but will assist them on and off the van and will be responsible for all belting, strapping and running the lifts. Drivers will supervise clients at all times when on the vehicle.

❑ Managerial staff will inform residential caregivers that it is their responsibility to inform the Transportation Vendor if a ride is to be cancelled.

❑ Staff will follow safety protocols, with regard to the level of assistance required for each client, and will provide due care with regard to icy or wet conditions.

❑ Staff will exercise due care in minimizing time outdoors in inclement weather, and will attempt to protect clients to the best of their ability from exposure.

❑ If a client has a seizure while on the vehicle, the driver will pull over and provide assistance as needed, then will call dispatch immediately. Dispatch will contact the residence for instruction, and will call 911 if the residence cannot be contacted. (Note: If the client appears to have a life threatening injury or difficulty breathing, dispatch will call 911 immediately).

❑ Clients will NEVER be allowed to stand on a lift. Clients MUST be securely belted into a wheelchair if they need to use the lift.

❑ Client medications will be handled according to the Medication Transfer Policy below.

❑ Staff will notify the Quality Management Director or Executive Director or Business Manager of any concerns with transportation.

MEDICATION TRANSFER POLICY

❑ Medications transferred to or from residences are to be transferred between the driver and staff, not placed in bags, lunch boxes or handled by the client.  A Transfer of Medication Form will be completed and maintained by the Transportation Vendor.

❑ Any transfer of medications will be received from the driver and put in the top medication drawer in the copy room.

❑ Group I staff are assigned the responsibility of checking the box immediately after all vehicles are unloaded and will record the medication name, the date, the group the medication belongs to, the client name and staff’s name.  They will then take the medication to the appropriate manager or client’s assigned room. If a medication is brought in after 10:30, whoever has received the medication will record in the medication book in the copy room and will ensure that the medication gets distributed to the appropriate group staff or manager.

❑ Medication containers sent to a residence from WorkAbilities should be packaged in a brown paper bag or approved lock-box and labeled. Medication will be signed out with the date, the name of the medication, the client name, and group number, and staff’s name in the medication sign-out book in the bottom medication drawer in the copy room. When the medication is handed on to the Transportation Vendor, the bus captain or WA staff who transferred the medication will record his or her own name in that same medication book. Transportation Vendor will complete a transfer of medication form and will have both the transferor and transferee initial the transaction.

PPM 305 Supervision of Clients During Transportation Transitions Post by daily bussing list. 7/16 UPDATE THE WEBSITE

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