TRANSPORTING CUSTOMERS AND CAR USE

Policy

The majority of care workers will use their own car for work, to transport themselves between customers or for use during a live-in assignment.  Each individual is responsible for the legality of their vehicle (tax, MOT, insurance etc.) and also to make sure that the way they drive, park and generally behave is at all times both legal and well-mannered.

In certain circumstances The Care Worker Agency & We Care employees will transport customers in their own car as part of the care plan to fulfil all the requirements of the customers identified needs. Transporting customers can only be undertaken when the customer requires the care worker to stay with them and assist them outside of their normal environment. This type of package and assistance outside of the home must only occur when it has been agreed in advance and when the customer requires the care worker to assist them with activities whilst out of their home. The Care Worker Agency & We Care cannot transport customers to and from destinations when the care worker is not required to stay and offer support i.e. transporting customers to and from day centres.

Procedure

Before a care worker commences employment, all aspects of their legality to drive must be checked.  This will include:

• Current full driving licence.
• The car and driver must be insured for the business use of The Care Worker Agency & We Care
• It is the responsibility of the employee to make sure that the car is in all other ways legal and this should include tax and a valid MOT (if applicable).  This should be pointed out to the employee at interview AND during induction training.

When a care worker is required to use their car to transport a customer then the care manager must ensure that the care workers insurance policy offers cover in the event of an accident and the insurance company authorises this activity. The care manager must ensure a copy of the valid insurance certificate is held on staff file for reference as needed. No member of staff can transport a customer until this has been verified with the care workers insurers. The care manager must ensure that the care workers insurance company is fully aware of what activities are being undertaken to avoid the risk of claims being disputed. Should care workers make any changes to their motor insurance policy/arrangements then they must advise the care manager of this, including renewed insurance policies.  

Should the care worker be involved in an accident whilst on duty and/or transporting customers they will be responsible for pursuing the claim through their insurance company and provide evidence of the accident as requested by their insures.

The transportation and escorting of customers outside of their normal environment must be as part of their care and form part of the care plan, clearly stating what activities the care worker will be expected to undertake. The care manager must risk assess this prior to the commencement of this package. Care workers must NEVER under any circumstances offer a customer a lift whilst on duty and when not part of the care plan as this could render their insurance invalid as they may be seen as offering a taxi service, requiring a different insurance policy. Should a care worker do this and then have an accident then The Care Worker Agency & We Care and the care worker could be seen to be in breach of the Road Traffic Act for failing to drive without valid insurance, which is a criminal offence.

Point to consider (although not all encompassing) when risk assessing packages are:

1. Is the care workers car fit for purpose i.e. clean and in good condition (especially tyres)?
2. What is the likelihood of the customer needing assistance/becoming unwell whilst the care worker is driving?
3. What activities will the customer be undertaking whilst out of their home and being escorted by the care worker?
4. What tasks will the care worker be undertaking while escorting a customer outside of their normal environment?
5. What actions would need to be taken by the care worker should the customer become unwell whilst out of their home?

If the risks are deemed to high then the use of a taxi should be arranged and the care worker can accompany the customer accordingly.

Should a care workers car become contaminated with faeces, urine, vomit or blood the care manager must ensure the care workers car is not used for work purposes until it has been decontaminated for infection control reasons.  

There may be rare cases where, as part of the care package, care workers will be required to drive a customer’s car to transport them to work etc. There are several points the care manager must consider and action:

• If the car has any adaptations then the care manager must ensure that this does not affect the care workers ability to drive the vehicle.
• The care manager must also check that when using customer’s cars that the care worker’s driver’s licence is for manual transmission and not just automatic transmission.
• The care manager must ensure that the customer’s car insurance provides cover for any drivers and that the car is legally allowed to be on the highway.
• Under no circumstances can care workers drive a customer’s car without the appropriate documentation and legal assurances. Any additional costs incurred through the purchase of adequate motor insurance must be met wholly by the customer.

The provision of care to vulnerable people does not put care workers or other employees above the law when driving or parking and requires all employees to drive in a legally permitted manner, including not using mobile phones, whether hand held or hands free.   Should any employee break the law, the employee will solely be responsible for any fines or other penalties.

Reviewed April 2025 by Fay Townsend-Jackson