32226
32239
GP/R5
Facilities (Central Office)
Director of Estates, Facilities & Capital Services
31 August 2018
19 February 2018
31 August 2019
1

STATEMENT

In implementing this procedure, managers must ensure all staff are treated fairly and within the provisions and spirit of NHS Fife’s equal opportunities policy. Special attention should be paid by ensuring the policy is understood when using it for new staff to NHS Fife, by staff whose literacy or use of English is weak or for persons with little experience of working life.

In line with the Equality Act 2010 the policy is committed to the fair treatment of its staff, potential staff and the users of the service, regardless of race, gender, religion, sexual orientation responsibilities for dependant’s age, physical/mental disability or offending background.

The use of taxis must not be treated as the norm. All alternatives should be exhausted first and full justification given before authorisation is made. Only in exceptional circumstances may taxis be used. Individuals must ensure approval has been obtained for the use and payment of a taxi by NHS Fife from their nominated authoriser.

In any circumstances where staff travel from their normal base to clinics and other sites they should in the first instance use their own transport, lease car or travel by suitable alternatives such as public transport, pool cars, car sharing and the shuttle bus that runs between Victoria Hospital, Kirkcaldy and  Queen Margaret Hospital Dunfermline. (shuttle bus not available outwith these 2 sites)

1.         FUNCTION

1.1       Significant costs are incurred annually through the use of taxis for purposes of transporting staff, patients and clients and other resources such as specimens, goods, case notes etc.

 

1.2       The function of this procedure is to ensure efficient, effective, and economical use of taxis, reduce costs to NHS Fife by ensuring appropriate clinical and operational use, and provide clear and concise guidance on the use of taxis in order to ensure consistent practice a reduction in usage and avoid misuse.

2.         LOCATIONAND BOOKING CONTACT DETAILS

 

  1.       All localities within NHS Fife.

 

  1. The table below provides contact details for booking a taxi within specified localities and hospitals as indicated.

Central Fife, Kirkcaldy & Levenmouth

Victoria Hospital & Central Fife

Phase 3 Reception

8.00 – 17.00

Monday – Friday only

Ext 29063

Taxi Central

Outwith above hours

** 808 or

 01592 203040

Cameron Hospital/Randolph Wemyss Memorial Hospital/ Levenmouth area

Wards/Depts

Contact company directly.  

24 hours / 7 days per week  

Taxi Central

** 808 or

 01592 203040

Dunfermline & West Fife

QueenMargaret Hospital & Dunfermline & West Fife

Wards/Depts

Contact company directly.  

24 hours / 7 days per week  

Taxi Central

** 808 or

 01592 203040

Glenrothes & North East Fife

StrathedenHospital&

WestonDay Hospital

Facilities Reception

08.30 – 17.15 Monday – Friday

Outwith hours:-

Nurse in Charge

Ext 56273 or

01334 696273

Bleep 200

0776 6528 990

St AndrewsCommunity Hospital

Facilities

Reception @ Stratheden Hospital

08.30 – 17.15 Monday -

Friday

Outwith hours: –

Senior Charge Nurse Wd 1

Senior Charge Nurse Wd 2

Ext 56273 or

01334 696273

01334 465 932

01334 469 937

Adamson Health Care Campus

Facilities Reception @ Stratheden Hospital

08.30 – 17.15 Monday – Friday

Outwith hours:-

Senior Charge Nurse

Ext 56273 or 01334 696273

01334 651 257

GlenrothesHospital

Facilities

Reception @ Stratheden Hospital

08.30 – 17.15

Monday – Friday

Outwith hours:-

Nurse in Charge

Ext 56273 or 01334 696273

01592 743505

3.         RESPONSIBILITY

3.1       Head of Facilities is responsible for:

  • managing the NHS Fife Taxi Contract
  • ensuring that a robust system is in place which will ensure compliance with the taxi procedure
  • ensuring that all Line Managers/Authorised Signatories are fully aware of their responsibilities in compulsory application of the taxi procedures.

3.2       General Managers are responsible for ensuring the appropriate ordering of the taxi service, and will designate members of staff to be identified as Authorisers and maintain a current list available for audit  An updated list will be available in “Trust-Share(\\san1a\QMHData)(T:)Taxi Management Reports To obtain access complete an “eHealth Access Rights Form”.

 

3.3.      Approved Authorisers are responsible for authorising taxi bookings.  They will be responsible for retrospectively checking taxi reports and confirming that the use of taxis was appropriate and that no alternative transport was available.

 

3.4       Line Managers/Authorised signatories should:

  • maintain sufficient records of all approved taxi journeys which have been undertaken, to enable the appropriate checks to be made (prior to authorisation) of any associated taxi invoices which have been presented for payment;
  • actively encourage sustainable transport options amongst staff wherever this is possible and lead by example in this regard;
  •   ensure that the procedure is applied fairly and consistently applied;

3.5      All employees must adhere to this procedure when considering the use of a taxi as a means of transporting resources to conduct official business undertaken on behalf of NHS Fife

3.6       The use of a taxi which is authorised for payment and is for personal use is an offence.  Where it has been identified that a taxi has been used by a member of staff for personal use, disciplinary action may be taken.

4.         OPERATIONAL SYSTEM

4.1       Monitoring of Taxi Use

4.1.1   The Head of Facilities /Facilities Officers will monitor taxi usage and raise concerns/queries with relevant managers/authorizers..  Taxi reports will be available in Trust-Share(\\san1a\QMHData) (T;) Taxi Management Reports. which managers/authorisers will be expected to review as necessary to confirm all taxis booked for their area were appropriate. Access to this folder can be obtained by completion of “IT Systems Access Rights Form” submitted to eHealth.  

4.2       Complaints

4.2.1   Any complaints regarding the taxi contract should be made in writing to the appropriate manager, as indicated below:

 

Fife Wide

 

 

Head of Facilities

Estates & Facilities Department

Phase 1

Victoria Hospital

4.3       NHS Fife transport

4.3.1   Before a taxi is booked, all other forms of hospital transport must be considered ie Fife Pool Car, NHS Fife shuttle, laboratory vans, public transport, car sharing, courier service vans, and support services vehicles.  This includes the use of the Scottish Ambulance Service.

 

4.3.2 All bookings will be reviewed retrospectively and should it be determined alternative transport was available, this will be reported to the Directorate Manager and the taxi cost subsequently recharged to the department.

 

4.3.3   Taxi journeys booked to Edinburgh, Glasgow, or Dundee may be booked and authorised in the normal manner.  Other long distance journeys must be approved by the General Manager for local area and will be recharged charged to respective boards. Details must be provided to Facilities Department for recharging purposes.

 

 

 

 

 

 

 

CORRECT USE OF TAXIS

4.4.      Staff transport

  1. Unless in approved exceptional circumstance, there will be no staff use of taxis.  Staff that require to travel between sites will make use of any available pool car, shuttle service and generally make their own travel arrangements, with reimbursement of travel claims using eExpenses.

 

  1. If staff are required to travel between sites in an urgent or emergency situation or with a patient or as an escort for a detained patient, and are unable to plan their travel, the responsibility for approving a taxi will sit with the Directorate Manager or delegated deputy. 

 

                  Costs will be recharged to the relevant directorate.

4.5       Planned patient transport i.e. Renal, outpatients, day case

  1. It is expected that patients will make their own way to and from hospital.  It is not appropriate to provide taxis to transfer medically fit patients to and from hospital.

 

  1. For those patients unable to make their own way to hospital because of mobility reasons or a clinical condition, determination of the use of Scottish Ambulance Service or Order of St John should be considered.
  1. Any taxis used to transport outpatients; day cases etc to and from appointments will be recharged to the Directorate making the booking.

 

4.6       Patient discharges – out of hours

4.6.1   Clinical staff must first check if the patient has a relative or friend who can provide transport. * Taxi must only be agreed as a last resort.

As a last resort, a taxi maybe booked for out of hours discharges.  The nominated Authoriser must authorise the booking after being satisfied there is no suitable alternative.

 

4.6.2   Bus vouchers are available at A&E Reception Victoria, for patients with no means or funds to get home out with normal office/cashier hours. These must be issued to the place the patient was picked up by ambulance or address on file. Tickets issued must be a single where at all possible.

 

4.7       Patient discharges – normal working hours

4.7.1   Clinical staff must first check the availability of relatives, friends and public transport before the unnecessary use of taxi. * Taxi must only be agreed as a last resort.  

 

4.7.2   Bus vouchers are available at the Cashier’s office at VHK and QMH, for patients with no transport or funds to get home. These are issued to the place the patient was picked up by ambulance or address on file. Tickets issued must be a single where at all possible.

 

4.7.3   The services of the Scottish Ambulance Service must be considered at all times. Only those patients who meet specific criteria will be able to access the Patient Transport Service (PTS) of the Ambulance Service.

 

4.7.4   Only after all alternative forms of transport have been checked should a taxi be authorised.

 

4.8       Patient transport between NHS Fife hospitals for Out Patients appointments

4.8.1   If the Scottish Ambulance Service is the appropriate option for this type of journey then this mode of transport should be utilised.  If it is felt that Scottish Ambulance Service is not appropriate or cannot provide the service and all alternative modes of transport have been explored, a taxi may be used in such circumstances.

4.8.2   Costs will be recharged to the relevant Directorate.

 

4.9       Occupational Therapy home assessments

4.9.1   If it is necessary for Occupational Therapy staff to use a taxi for home assessment, a waiting time of up to 15 minutes is permitted.  Over this time limit a return journey must be booked.  Charges for waiting times over 15 minutes will be recharged to the Directorate.

4.9.2   Where available, Pool Cars should be first option for OT home assessments.

 

4.10    PrivateHospitaltransfer

4.10.1All taxi costs for patients using taxis to travel to private hospitals for treatment will be recharged to the relevant Directorate.

4.11    Transfer of equipment, endoscopes, notes, bloods, specimens, samples –

  1. Routine transfers of drugs, specimens, notes or equipment should be carried out by NHS Fife vehicles where available and contact in the first instance, during normal working hours should be made to the Transport Manager.  Wherever possible, staff must plan the transfer of such items to fit in with the schedules of NHS Fife vehicles.

 

  1. If it is necessary to move specimens, notes, drugs or equipment as a matter of urgency, or when NHS Fife transport is not available (eg out of hours) a taxi may be authorised by the nominated Authoriser.  All items must be appropriately packaged and labelled to ensure security and confidentiality. Particular reference is made totransporting patient identifiable information and samples.

 

  1. When considering the use of a taxi the clinician should carry out a local risk assessment to establish if the samples could wait for regular transportation, only urgent out of hours samples should be sent in taxis.

 

  1. The use of taxis by Pharmacy to transport medication is not routine practice and taxis are to be used only when a delay in the supply of medication would be detrimental to the care of the service user. 

 

  1. Where items for the courier, internal/external mail service miss a scheduled run, they should not be transported by taxi but should wait for the next scheduled run or manage alternative arrangements with the Transport Officer.

4.12    Wait & return bookings

  1. Wait and return bookings would not normally be acceptable unless the return journey is within 15 minutes.  Any waiting time above 15 minutes are at the discretion fo the taxi company and will be recharged to the relevant Directorate.

 

4.13 Cancellation of taxi booking.

a.   If a taxi bookingis no longer required, then the relevant Directorate/ Department/Ward is responsible for cancelling the booking via the same as booking procedure. Failure to cancel bookings will result in costs being recharged to relevant Directorate budget.   

 

4.14    Appropriate use of taxis

Taxis can be provided where it is not practicable or possible, after exhausting all options, for an alternative mode of transport to be used to move resources (staff, service users/carers or goods) from one location to another.

Staff may be required to justify the reason for booking a taxi both within and outwith normal working hours.

            The following information must be provided before a taxi is approved:

Taxi Central

Whytemans Brae Hospital, Randolph Wemyss Memorial Hospital, Cameron Hospital, Victoria Hospital, Queen Margaret Hospital

 

  • Account number, NHS1001 (NHS Fife contract use only) other departments may have their own account codes which must be provided.
  • Full name of the person ordering the taxi (Original Booker)
  • Date & Time taxi is required
  • Pick up address
  • Destination address
  • Waiting time if applicable
  • Wheelchair taxi if required
  • Reason for taxi. What is to be transported in the taxi, i.e. member of staff and their name, service user, medical records, equipment etc
  • Hospital name (abbreviation e.g. WBH, VHK,QMH, RWMH, CAM etc)
  • Name of authorised signatory approving expenditure (Authoriser)
  • Staff name if taxi booking is for staff only transport

 

Town & Country Travel Ltd

St Andrews Hospital, Adamson Hospital, Stratheden Hospital

  • Full name of the person ordering the taxi (Original Booker)
  • Date & Time taxi is required
  • Pick up address
  • Destination address
  • Waiting time if applicable
  • Wheelchair taxi if required
  • Reason for taxi. What is to be transported in the taxi, i.e. member of staff and their name, service user, medical records, equipment etc
  • Hospital name/Dept Code (abbreviation e.g. STRATH/MUIR, STAND/WARD1, ADAM/OT etc)
  • Name of authorised signatory approving expenditure (Authoriser)

                       Staff name if taxi booking is for staff only transport

 

Jocks Cabs

Glenrothes Hospital

  • Full name of the person ordering the taxi (Original Booker)
  • Date & Time taxi is required
  • Pick up address
  • Destination address
  • Waiting time if applicable
  • Wheelchair taxi if required
  • Reason for taxi. What is to be transported in the taxi, i.e. member of staff and their name, service user, medical records, equipment etc
  • Hospital name/Dept Code (abbreviation e.g. GLEN/WARD3, GLEN/OT etc)
  • Name of authorised signatory approving expenditure (Authoriser)

                      Staff name if taxi booking is for staff only transport

 

Note: If this information is not given, then the booking will not be made.

5.         RISK MANAGEMENT

5.1       It is the responsibility of the Line Manager to ensure that this procedure is deployed within their area of responsibility

6.         RELATED DOCUMENTS

6.1       Nil applicable

7.         REFERENCES

7.1       Nil applicable.