Transporting Clients

Goal-Why is This Important to Us?

Dawn Farm is committed to keeping our clients safe at all times. Whenever clients are being transported in a vehicle owned by Dawn Farm, or in a personal vehicle owned by Dawn Farm staff, contractors, students, or volunteers, the procedures and processes detailed below must be followed to maintain our standards for the safety and welfare of our clients.

Procedures:

1. Prior to transportation of clients, Dawn Farm will verify the driver’s license and driving record of any staff, student, or volunteer who may be transporting clients. This will occur at the start of their employment and at least annually thereafter. No individual shall transport a client on behalf of Dawn Farm without such verification.
2. In the event that a driver’s record reveals serious traffic convictions within the past two years, that individual shall not transport clients under any circumstances. Serious traffic convictions include, but are not limited to: Manslaughter, negligent homicide, or other felony with a motor vehicle; operating a vehicle under the influence of alcohol or drugs; reckless driving; failure to stop and disclose identity at the scene of a crash; and fleeing or eluding a police officer.
3. Any vehicle used to transport a client must have a Dawn Farm Vehicle Emergency Kit in the vehicle while transporting clients. Vehicles owned by Dawn Farm shall have a kit in them at all times. Kits will be available at all sites for use in personal vehicles, and should be taken with whenever a client is transported in a personal vehicle. Any time supplies are used from a kit, the supplies used should be indicated in an Incident Report so they may be replaced as necessary.
4. Drivers must have a cell phone with them while transporting clients in case of an emergency situation or an accident.
5. Drivers will not engage in cell phone use while transporting clients. If it becomes necessary to use a cell phone, the driver will stop and park before placing or receiving a call.
6. Clients and other passengers will use seatbelts whenever the vehicle is in use, unless written instructions from a doctor prohibit seatbelt use.
7. In the event that the driver is stopped by the police while driving a Dawn Farm vehicle or a personal vehicle while transporting clients, whether or not the situation results in a ticket, or in the event that the driver receives a ticket of any kind, the driver will notify their supervisor as soon as possible, and will complete an Incident Report documenting the situation. Moving violations may result in suspension or termination of the individual’s ability to transport clients.
8. In the event of a vehicle accident, however minor, the driver should follow these instructions:
   1. If on the road, turn on the hazard lights and, if possible, move the vehicle off the road.
   2. Check for injuries. If there are any serious injuries, call 911.
   3. Exchange information with the other party involved in the accident. Specifically, write down their full name, address, phone number, driver's license number, license plate number, year/make/model of the car, and insurance information.
   4. Call the police to complete a police report.
   5. Contact your supervisor.
   6. Complete an Incident Report, detailing as much information about the accident as possible, including street information, direction of travel, speed of vehicles, road conditions, etc.

Other Important Notes:

ENFORCEMENT

Program Coordinators are responsible for enforcing this policy for anyone transporting clients from their program. The Project Manager is responsible for ensuring that all Vehicle Emergency Kits are fully stocked for use.

CONFIDENTIALITY

General Dawn Farm confidentiality guidelines apply while transporting clients. See here. As always, feel free to call your Program Coordinator, the Clinical Director, or President if you need support in this area.

CARF Standard: 1.H.12