11402 Accessing Transportation Services

TCRC Procedure  │ Service Coordination  │ Procedure # 11402

Accessing Transportation Services

SCOPE:

This procedure applies to all employees of Tri-Counties Regional Center (TCRC).

TCRC will fund transportation supports or services to the nearest appropriate primary day programs, and other supports and services as defined in the Transportation Services Standards and identified on the person’s Individualized Program Plan (IPP). In Early Start, TCRC will fund transportation if needed to access required services. Transportation supports and services will be purchased by TCRC only when alternative public and/or private transportation is not feasible. The following hierarchy of resources is to be used as a guide in making these decisions:

PROCEDURE:

1. The Planning Team assesses the individual’s/family’s circle of support for their ability to provide transportation and the adult individual’s ability to utilize public transportation. Transportation may be needed to and from work/program or medical appointments. Potential resources for support to be explored include:
   1. Individual;
   2. Family;
   3. Residential provider;
   4. Friends, ride sharing.
2. Every effort is made to teach the skills necessary and provide the support required to enable individuals to utilize the transportation services that are available to the general population. Training methodologies to include:
   1. Travel and/or mobility training;
   2. Destination training;
   3. Peer training.
3. A mobility assessment may be:
   1. Provided by an appropriate generic service, such as the public-school program (for transition age students) or the Department of Rehabilitation;
   2. Purchased from an appropriate vendor who can analyze the transportation services available, evaluate the person’s current skill and the destination(s) desired and recommend the training and/or support necessary for the individual to safely and successfully utilize the transportation service.
4. Generic resources should be considered and accessed when possible such as:
   1. Public fixed-route transportation, i.e. city bus service and bus passes;
   2. Special para-transit services, i.e. Dial-A-Ride, Easy Lift, Runabout, Smooth and Access Services;
   3. Ride-share and carpooling;
   4. Non-emergency medical transportation
5. If all options above have been considered and not deemed appropriate, TCRC may be able to fund transportation supports and service options such as:
   1. Individuals vendored as transportation providers;
   2. Bus passes, script;
   3. Reimburse parents through self-directed services;
   4. Individual and group transportation;
   5. Transportation aides.
6. Steps for the service coordinator to initiate Tri-Counties Regional Center funding of transportation:
   1. Service coordinator establishes transportation needs in the Individual Program Plan (IPP) person-centered process.
   2. Service coordinator completes R&D Transportation Request Form, or One Time Trip Request, as needed.
   3. Team Manager reviews IPP and R&D forms for adherence to transportation service standards.
   4. R&D determines the most cost-effective means of meeting the individual’s need.
   5. R&D completes and submits an Authorization Draft to accounting department.
   6. Copy of R&D Intake Form is returned to service coordinator for the case record.
7. When a special incident occurs on contract transportation, R&D completes a Special Incident Report and forwards it to the TCRC SIR coordinator for follow-up.

USE OF HARNESSES DURING TRANSPORTATION

 In the rare instance that Tri-Counties Regional Center will authorize the use of harnesses in transporting individuals, this will be reviewed on a case-by-case basis as determined by the Planning Team.  The use of a harness will require approval by the individual’s physician and the TCRC Clinical Team, including the TCRC physician, and an exception with a Director-level approval which will be reviewed every six (6) months.

1. All other options for the individual have been explored to ensure safe transportation for the individual.  These options may include but are not limited to:
   1.   Transportation aides
   2.   Buckle Guards
   3.   Behavioral plans or behavior consultation plans
2. The Planning Team agrees that the use of a harness during transportation is the only available option for safe transportation of the individual.
3. The Planning Team will include an IPP objective to address the individual’s rights.
4. The individual’s physician and the TCRC Clinical Team, including the TCRC physician will review the request and, if appropriate, approve the use of a harness.
5. Service coordinator will submit an exception to Director or Assistant Director of Services and Supports for approval.  This exception will be reviewed at least every six (6) months.  Service coordinator will send a copy of the approved exception to R&D.
6. R&D will ensure that exceptions are reviewed every six (6) months and that any vehicles that transport any individuals in a harness will have specialized cutting tools in case of emergency.

APPROVAL PROCESS FOR TRANSPORTATION AIDES / ATTENDANTS

Tri-Counties Regional Center (TCRC) will authorize the use of transportation aides / attendants on a case-by-case basis as determined by the Planning Team pursuant to the steps below:

Step 1. TCRC Service Coordinator (SC) sends request for aide to R&D (trf-tcrc@rdtsi.com)

Step 2. R&D processes the request and returns cost analysis to SC.

Step 3a. If the cost is over five thousand dollars ($5,000.00), an exception is needed with approval from the Director of Services and Supports (S&S) and the Chief Financial Officer (CFO) on the cost analysis, and the service coordinator (or support staff) will send both the exception and cost analysis via DocuSign for approval:

Signers (in this order)

-Local Manager of Services and Supports

-Assistant Director of Services and Supports

-Director of Services and Supports

-CFO

Once signed, acknowledge receipt to

-Support staff (or service coordinator if sent by support staff)

-RD scheduler: (TRF-TCRC@rdtsi.com)

Step 3b. If the cost is not over five thousand dollars ($5,000.00), an exception is needed with Assistant Director of Services and Supports level approval, and the service coordinator (or support staff) will send both the exception with the cost analysis via DocuSign for approval:

Signers (in this order)

-Manager of Services and Supports

-Assistant Director of Services and Supports

Once signed, acknowledge receipt to

-Support Staff (or SC if sent by Support Staff)

-R&D Scheduler: (TRF-TCRC@rdtsi.com)

Revision Date: 8/1/24