Agency-Provided Transportation Services

Agency Provided Transportation Services

Scope

This policy applies to all employees, contractors, clients, and guardians utilizing agency-provided transportation services. It specifically addresses the roles of drivers, Registered Behavior Technicians (RBTs), and administrative personnel involved in transportation logistics.

Definitions

• Unpaid Transportation Services: Transportation provided by the agency for clients without additional billing or reimbursement.
• Registered Behavior Technician (RBT): A paraprofessional certified by the Behavior Analyst Certification Board (BACB) who delivers behavior-analytic services under the supervision of a Board Certified Behavior Analyst (BCBA).
• Driver: An individual employed or contracted by the agency exclusively for transportation services. Drivers are not authorized to provide any clinical services, behavior-analytic interventions, or serve in any other role within the company.
• Clock-in/Clock-out System: A standardized electronic or manual system for tracking employee work hours.
• Camera Monitoring: Surveillance systems installed at the entry and exit points of the therapy facility to enhance safety and compliance.

Policy Statements

Criteria for Receiving Agency-Provided Transportation:

Transportation services will be provided under the following conditions:

• Client Safety: The recipient must be able to safely commute under supervision and demonstrate behavior that does not pose a risk to themselves or others during transportation.
• Guardian/Client Consent: A legal guardian or the client (if legally authorized) must provide written consent for the client to receive free transportation services.
• Authorization: Transportation services will only be provided after the agency has approved the request and confirmed compliance with safety and eligibility criteria.

Accessing Unpaid Transportation Services

Eligibility:

• Clients must be actively receiving services from the Company. Transportation services are provided solely to facilitate access to authorized therapeutic services. Such transportation is not guaranteed and may be modified, suspended, or discontinued at any time, with or without prior notice, at the discretion of the provider. The availability of transportation does not constitute an entitlement or assurance of continued service.
• Transportation is provided only for travel between authorized locations, such as the client's home, the agency's facility, or an approved community setting.

Scheduling and Coordination:

• Transportation requests must be submitted to the agency's transportation coordinator at least 48 hours in advance.
• The agency reserves the right to modify or deny transportation requests based on availability and safety considerations.
• Guardians must notify the agency at least 24 hours in advance if transportation services are no longer needed for a scheduled trip.

Pick-up and Drop-off Procedures:

• Clients must be ready at the designated pick-up location at the scheduled time.
• A parent or guardian must be present for pick-up and drop-off if required by the client's individualized plan.
• Drivers will wait no longer than 5 minutes at the designated location before proceeding with the route.

Differentiation Between RBTs and Drivers

Role Clarification:

• Drivers are exclusively responsible for providing transportation services and are strictly prohibited from providing any clinical services, behavior-analytic interventions, or engaging in any other role within the company.
• RBTs are not permitted to drive agency vehicles as part of their RBT duties.

Timekeeping and Compliance:

• RBTs must use the agency-approved electronic timekeeping system to clock in when they begin direct services and clock out when services end.
• Transportation time is not billable and should not be included in RBTs' reported service hours.

Safety Measures: Camera Monitoring

Installation and Monitoring:

• Cameras will be installed at the entry and exit points of the therapy facility to ensure the safety of all clients and staff.
• Footage will be reviewed as needed to ensure compliance with safety protocols.
• Recordings will be stored for a minimum of 30 days and accessed only by authorized personnel.

Privacy and Compliance:

• Camera monitoring will comply with all relevant privacy laws and regulations, including the Health Insurance Portability and Accountability Act (HIPAA) and state-specific guidelines.
• Clients, guardians, and employees will be informed about the use of surveillance cameras at the therapy facility.

Compliance and Enforcement

Violations of this policy may result in disciplinary action, including suspension of transportation privileges, retraining requirements, or employment termination, as applicable.

Any concerns regarding transportation safety or policy violations should be reported to the agency's Compliance Officer or Transportation Coordinator.