How To Review Medical Transportation Services In Virginia
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1 RYAN WHITE PART B PEER REVIEW Virginia Department of Health Division of Disease Prevention HIV Care Services Chart Review Medical Transportation Services ID# YES NO NA COMMENTS 1. Is there referral in the client record from a Ryan White Part B provider? 2. Is there documentation that bus tickets and/or bus passes are issued by the Ryan White Part B case manager or by designated staff? 3. Is there documentation that gas vouchers are issued by the Ryan White Part B case manger for clients in rural area? 4. Is there documentation that cab or van transportation is arranged for those with acute medical needs? 5. Is there documentation that the cab/van company is handicap accessible? 6. Is there documentation that transportation is provided in a timely manner with waiting times less than 2 hours? 1
2 7. Is there documentation of extended waiting periods (more than 2 hours) in a log kept by the agency? 8. Is there documentation that clients are aware of cancellations, inclement weather, breakdowns? 9. Is there documentation in the agency log of alternative transportation sources if agency is unable to provide service? 10. Is there documentation in the agency log that the client and/or Ryan White Part B case manager notified the transportation agency if cancellation or change of scheduled occurred? 11. Is there documentation of no shows in the agency log? 12. Is there documentation of no shows in the client record? 13. Is there clients with three no shows in a three month period are suspended from service for 30 days? 14. Is there documentation that a repeated no show after a 30 day suspension results in suspension of transportation services for one year? 2
3 15. If a client is removed from transportation services due to falsifying the existence of a medical appointment in order to access service, is there documentation of the client being removed from transportation services? 16. Is there documentation that the client was notified in writing? 17. Safety/Vehicle Maintenance: the cab/van company is licensed by the Commonwealth of Virginia? Is the current license available for review? a vehicle log maintained by the cab/van company? Does the log include description of vehicle: year, make, model, mileage? Does the log include service and maintenance records? 3
4 the cabs/vans have current State Inspection stickers? all transportation vehicles are equipped with fire extinguishers, first aid kits and CPR kits? documentation in the agency log of vehicle inspections every three months by a qualified mechanic? a current Virginia license plate? current automobile insurance with both liability and personal injury coverage? access to ageappropriate car seats for children? 4
5 Is the necessity for a child car seat documented in the agency log when the appointment is scheduled? every child under the age of 15 is accompanied by an adult? 18. Exceptions: Transportation companies with two or less employees or individuals. each cab/van has a current State inspection sticker? a current Virginia license plate? documentation of the vehicle s service and maintenance record? access to ageappropriate car seats for children? 5
6 current automobile insurance with both liability and personal injury coverage? YES NO NA COMMENTS Reviewer Date Subcontractor staff(s) interviewed 6
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