Non-Emergency Patient Transport Policy
Reference Number
12.1
Version
9
Name of responsible (ratifying) committee
General Manager Forum
Date ratified
13 December 2011
Document Manager (job title)
General Manager
MOPRS Clinical Service Centre
Date issued
February 2012
Review date
November 2012
Electronic location
Corporate Policy
Related Procedural Documents
See section 9 of this policy
Key Words (to aid with searching)
Patient Transport; PTS; Bariatric transport; ECR; OAT;
Patient transport services; Patient eligibility;
Authorisation; Ordering systems
Non Emergency Patient Transport Policy – December 2011
Contents
Page
1
Introduction and Background
3
2
Status
3
3
Purpose
3
4
Scope/Audience
3
5
Definitions
3
6
Out Patient Process
3
7
Process for Discharge/Transfer Patients
4
8
Duties and Responsibilities
4
9
Training
4
10
Associated Documentation
4
11
Appendix A – Eligibility Criteria for Patient Transport
5
12
Appendix B – Mobility Categories
6
13
Appendix C – Out Patient Transport Booking Form
7
14
Appendix D – Discharge/Transfer Booking Process
8
Non Emergency Patient Transport Policy – December 2011
1. Introduction / Background
Portsmouth Hospitals NHS Trust, to support its own services and those of its Primary Care
Trust partners, is responsible for securing a range of non-emergency patient transport
provision suitable for those patients who have a medical need for such transport. Full use will
be made of all modes of transport from a range of patient transport operators who can provide
a reliable and flexible service. These will include NHS and private ambulance operators, taxis
and voluntary services. Advice and information will also be provided on other modes of public
transport available to those patients who need to get to hospital but who do not have a medical
need.
2. Status
This is a corporate policy. In the event of an infection outbreak, flu pandemic or major incident,
the Trust recognises that it may not be possible to adhere to all aspects of this document. In
such circumstances, staff should take advice from their manager and all possible action must
be taken to maintain ongoing patient and staff safety.
3. Purpose
This policy is designed to provide guidance to staff on when, and under what circumstances,
non-emergency patient transport should be used and the process to be followed in order to
obtain the most appropriate mode of transport bearing in mind patients’ needs.
4. Scope/Audience
This policy applies to all staff involved in authorising and ordering patient transport services.
5. Definitions
 A non-emergency patient is one who, whilst requiring treatment (which may nor may not be
of a specialist nature) does not require an immediate or urgent reponse1. A clinical need for
treatment does not imply a medical need for transport. Non-emergency patients assessed as
in medical need of transport may not necessarily require an ambulance; other forms of
transport may be more appropriate and cost-effective.

Criteria for Use – The medical need for non-emergency patient transport must be
determined by a doctor, midwife or dentist and will depend upon the medical condition of the
individual patient, the availability of private or public transport and the distance to be
travelled. The principle that should apply is that the patient is able to reach hospital in a
reasonable time and in reasonable comfort, without detriment to their medical condition.
6. Out Patient Process
 A doctor, dentist, midwife or other allied healthcare professional will determine the need for
transport depending on the patient’s medical condition. A GP must authorise transport for
the first appointment to hospital, it is the responsibility of the hospital consultant to authorise
subsequent requests, if the patient’s medical condition warrants such action (see Appendix A
Eligibility Criteria).

A doctor, dentist, midwife or other allied healthcare professional will determine the most
appropriate mode of transport depending on the patient’s condition, mobility status and the
level of support required throughout the journey. Guidance on the type of transport available
for different mobility categories is attached at Appendix B.

For outpatient appointments, once the need for patient transport has been authorised and
the type of transport established, the member of staff ordering patient transport should
contact the E-Zec Medical Transport booking office (see Appendix C) Requests can also be
passed by telephone, fax, e-mail or online booking).
Non Emergency Patient Transport Policy – December 2011
7. Process for Discharge/Transfer Patients

Transport for discharge from hospital, or transfer to another NHS provider for patients who
are eligible is arranged via the transport desk in the central discharge lounge.

Bookings should be made as soon as the transfer/discharge plan is known, and updated if
there is a change in the plan (see Appendix D).

The request will be passed to the appropriate transport provider by transport desk.
8. Duties and Responsibilities
 The responsible Operational Manager will ensure that the overall arrangements for the
provision of patient transport services are effective, represent value for money and are
responsive to patients’ needs.

The responsible Operational Manager will be responsible for preparing specifications that
identify the numbers and types of patients to be transported, the areas and facilities to be
served and the standards of service required.

The responsible Operational Manager will be responsible for ensuring that guidance on
ordering transport is up-to-date and available to staff throughout the Trust’s treatment
centres. Patient Transport Request Forms are available through the Trust’s Patient
Transport Manager. Guidance is also available through the Trust’s Website.
All staff involved in ordering patient transport are responsible for ensuring that the guidance
attached at Appendices A - D are prominently displayed and easily accessible at the point at
which transport is ordered.
9. Training
 Departmental induction programmes should outline the patient transport ordering process.

Written guidance on the patient transport services available can be provided to any member
of staff when required, by the responsible Operational Manager.
10. Associated Documentation
1
Eligibility Criteria for Patient Transport Services (PTS). Department of Health 2007.
Gateway Ref: 8705.
Appendix A – Eligibility Criteria Summary
Appendix B – Mobility Categories
Appendix C – Out-patient booking process
Appendix D – Discharge/Transfer booking process
Non Emergency Patient Transport Policy – December 2011
APPENDIX A: Eligibility Criteria for Patient Transport
Eligibility
Eligibility will be determined by a healthcare professional. However, non-clinical staff are able
to liaise with the PTS provider on behalf of the clinician. All patients must fit the criteria outlined
in the DH Eligibility document (2007)
Link to document:
http://www.dh.gov.uk/prod_consum_dh/groups/dh_digitalassets/@dh/@en/documents/digitalas
set/dh_078372.pdf
In summary:

The patient is an in patient requiring transfer to another hospital

The patient requires continuous intravenous support

It would be detrimental to the patient’s condition or recovery to travel by any other means

Patients should require the skill or support of the PTS staff on or just after the journey

Patients would be unable to access their required healthcare by any other means of travel

Patients have no alternative means of private transport** and will experience side effects as
a result of the treatment they will receive
**Private transport can be any privately owned vehicle, friends, family, community schemes and
can include taxis
Escorts
Escorts can only be provided if the following criteria are adhered to:


The patient’s clinician must request an accompanying person

The escort provides a skill or support to the patient which PTS would be unable to
routinely supply. This can cover both emotional and/or physical or technical support

Be a recognised parent/guardian where a child is conveyed

If the patient is to be admitted the escort must make their own way home or cover their
accommodation costs
cvvvvvv
Healthcare Travel Costs Scheme (HTCS)
Patients who do not medically qualify for transport and are receiving means tested benefits may
be entitled to financial help with transport costs under the HTCS.
Patients must be under the care of a consultant/surgeon or attending traditional hospital
diagnostic/treatment
Non Emergency Patient Transport Policy – December 2011
APPENDIX B: Mobility Categories
Mobility categories
Please help the transport providers to dispatch the right vehicle by selecting the appropriate
mobility type from the list below:
C1
Car & Driver
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L1 Ambulance
& Driver
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Patient can walk without assistance & has no problems with getting in
and out of low access vehicles
For walking patients unable to use public transport due to their
medical condition
Patients able to get into a car with the assistance of a voluntary care
driver; or
Patients able to travel by car but who need to take their own folding
wheelchair


Patient requires a wheelchair to and from the vehicle, and requires
minimal transfer assistance.
Can get in and out of a car and an ambulance.
For Patients who need assistance with walking
L2



Patient requires a wheelchair to and from the vehicle.
Needs 2 members of staff to transfer
Patient is not suitable to travel in a car
TIC1
Travel in Chair

The patient has own manual wheelchair & will be required to stay in
this chair for the duration of the journey.
No lifting of the patient will be undertaken.
Does the wheelchair have the Standard Karabiner symbol on the
frame?


TIC2

The patient has a wheelchair, but can transfer to a seat on the
vehicle, with the chair traveling as a stowed item
TIC3

The patient requires a wheelchair to be provided by the Transport
Service & will need to remain in this for the duration of the journey
Patient is unable to transfer without lifting aid

EC


Stretcher


Bariatric

The patient has own electric wheelchair and will be required to stay in
this for the duration of the journey.
No lifting of the patient will be undertaken.
The patient requires a stretcher for the duration of the journey &
cannot transfer to a chair
Please ensure that there is stretcher access at the property before
booking. I.e. no steps, stairs or turns
The patient has a BMI of 40, or is wider or taller than standard
equipment. (Transport for patients with these criteria are booked
through Transport Desk Extension 1244 QAH)
NB
We believe that EZec should be providing bariatric OPD transport through their own office, not
through transport desk – this needs clarification
Non Emergency Patient Transport Policy – December 2011
APPENDIX C:
Booking Out Patient Transport
Clinic Name
The information requested is
mandatory
Please fax back Ref number to
Date of Travel
Time of Appointment
Surname
Forename
Authorising Doctor
Journey Type
Predicted Return Time
Mobility/Mode of
transport
(see right)
Date of Birth
Patient ID Number
Telephone number
(Used for locating address and emergency)
Convey From
Convey To
Post Code
Post Code
Number of escorts
For Resus Y / N
Life
choice
Oxygen
Y/
N
Escort Reason
End
Litres
of
per
Life
Minute
Special Instructions (Information regarding patient welfare, including
access and egress at the property)
Does the property have a key safe Y / N
If yes what is the code
Non Emergency Patient Transport Policy – December 2011
Mobility/ Modes Of Transport
C1: Patient can walk without assistance and has no problems with
getting in and out of low access vehicle.
L1: Patient requires a wheelchair to and from the vehicle, and requires
minimal transfer assistance. Can get in and out of a car or an
ambulance.
L2: Patient requires 2 members of staff to transfer and requires the
assistance of wheelchair to and from the vehicle. Patient is not
suitable for a car.
TIC1: The patient has their own wheelchair and needs to stay in this
chair for the duration of the journey; no lifting of the patient will be
undertaken. Does the wheelchair have the Standard Karabiner symbol
on the frame?
TIC2: The patient uses a wheelchair to, however can transfer to a
vehicle seat, with the chair travelling as a stowed item
TIC3: The patient requires a wheelchair to be provided by the
Transport Service and will need to remain in this throughout the
duration of their journey. ie unable to transfer without lifting aids
EC: The patient has their own electric chair and will be required to stay
in this chair for the duration of the journey; no lifting of the patient will
be undertaken
Stretcher: The patient requires a stretcher for the duration of the
transportation and cannot transfer in to a chair. Please ensure that
there is stretcher access at the property before booking. i.e. no steps,
stairs or turns.
Bariatric: The patient has a BMI of 40, or is wider or taller than
standard equipment. (Transport for patients with these criteria are
booked through Transport Desk Extension 1244 QAH
Other Information If the patient requirements do not fit with the
above transport criteria or you are unsure of the correct type of
transport to book, please contact E-Zec MTS Ltd on 023 9273
7111 for advice.
Please inform patients that their pick up time may be up to 90
minutes before their appointment time
APPENDIX D: Discharge/Transfer Booking Process
If you require transport for a patient to be discharged or transferred, you will need to contact the
Discharge Lounge Transport Desk on ext 1244.
Please check first that the patient is eligible for hospital transport and does not have anyone
else that can collect them or are unable to make their own way
You will need to provide the following details to make a booking:
















Ward
Contact name and telephone number
Expected time of discharge
Patient’s full name.
Date of Birth
Hospital Number
Address details including postcode.
TTO’s (are they ready or pending)
Access to home – does patient have keys, key safe code, will they need to be carried
up any stairs at the property.
Equipment – does the patient have a wheelchair, frame or any luggage to go with them.
Type of transport & level of mobility (please refer to Appendix B for categories)
Clinical Needs: does patient require any oxygen etc.
DNAR – as per Trust policy
Infection details.
Controlled Drugs
Special requirements
Non Emergency Patient Transport Policy – December 2011