1. Scope
This policy sets out Coast Medic’s standards & responsibilities to fleet management and servicing / maintenance requirements to all vehicles registered to the company
2. Company vehicle rules
- Obey traffic laws in your jurisdiction and be courteous toward other drivers.
- You must be over the age of 21 to drive Coast Medic vehicles.
- Document all driving expenses such as refuelling on salus3cloud.
- Complete a vehicle daily inspection to ensure the vehicle is road legal and safe to drive. Vehicle daily inspections should be completed on salus3cloud.
- Report any damage or problems to your assigned vehicle using salus3clouds ‘vehicle defect/damage’ report as soon as reasonably practical.
- Report changes to your driver privileges, such as driver’s license suspension, immediately.
- Always lock company cars when left unattended.
- Bring vehicle to scheduled maintenance appointments.
- Do not drive while intoxicated, fatigued, or on medication that affects your driving ability.
- Do not smoke in any company vehicle.
- Do not lease, sell, or lend a company vehicle.
- Do not use a phone or text while driving.
- Do not allow unauthorized drivers to use a company vehicle unless required by an emergency.
Employees who violate company vehicle rules may be subject to disciplinary actions which may include verbal and written warnings, suspension of vehicle privileges, termination and legal action.
3. Accidents
Contact the crew helpline on 01326 755120 option 9, or a manager immediately. They will contact the insurance provider and an incident report form IR1 or the salus3cloud electronic incident reporting system must be completed.
Follow legal guidelines for exchanging information with other drivers and report the accident to local police if required.
Do not guarantee payment or accept responsibility without company authorisation.
4. Responsibilities
Coast Medic Fleet Team
Ensuring vehicles are safe before making them available.
Scheduling regular maintenance.
Providing insurance.
Retiring and replacing vehicles as needed.
What Coast Medic is not responsible for
Paying fines employees receive while driving company vehicles they are responsible for.
The vehicle daily inspection prior to using the vehicle -This must be undertaken by the staff member before use of vehicle.
5. Vehicle Taxation
The responsibility of taxation for all our vehicles sits with the fleet manager and / or Company Directors.
Vehicles taxation is completed on an annual basis and the majority of vehicles are free from taxation. However, taxation must still be completed. Tax is to be recorded on the vehicle record on salus3cloud fleet module.
Any vehicle found to be un-taxed must be reported to the operations manager at the earliest opportunity.
6. Vehicle MOT
It is the responsibility of the fleet manager and/or company directors to ensure all vehicles are within MOT. A record of each vehicle MOT is held within the corresponding vehicle folder available for viewing whenever the office is open. In addition, the Fleet module on salus3cloud provides details the MOT due date.
No vehicle is to be used without MOT and may be only driven to an MOT centre when out of MOT to a pre-booked appointment.
The expectation is that any Coast Medic vehicles will undergo MOT in the preceding month to its current expiry.
Coast Medic has registered with direct.gov to receive electronic email reminders for all vehicle MOTs.
7. Vehicle Cleaning
Vehicle daily cleaning after use is the internals, waste management and vehicle exterior as a minimum.
Vehicle will undergo a soft cleaning and a periodic basis as required basis by the discretion of the fleet manager and or company director – this will be recorded in the vehicles cleaning passport.
Vehicles will undergo a Deep clean process in line with Coast Medic’s Ambulance Cleaning Policy on a 3 monthly basis and this will be recorded in the vehicles cleaning passport – this date is also included on the salus3cloud vehicle fleet management module.
8. Vehicle Off the Road (VOR)
Any vehicle that is not available for use will have signage display stating (VOR).
The responsibility for this sits with the fleet manager and/or company directors.
Under no circumstances should the vehicle be used for operational purposes.
9. Servicing, Maintenance & Safety
All servicing & Safety checks of vehicles will be undertaken on an annual basis or in line with vehicle specifications (whichever comes sooner).
Reporting of general maintenance is to be through the fleet manager and priority for required maintenance based on severity and / or need.
Servicing and receipts for any vehicle maintenance is held within the vehicles administration folder.
A 12 week safety check in line with the safety & function sheet will be undertaken by the health & safety team.
A live record of next vehicle service is held on the fleet management module on salus3cloud.
Contracts
Coast Medic have contracts in place for vehicles maintenance with the following providers:
Millenium Mechanics Pool Industrial Estate, Illogan Highway, Redruth TR15 3RH, Telephone 01209 255226.
10. Administration
All vehicle documents are held in the corresponding vehicles administration folder managed by either the fleet manager and/or company director.
Hard copies of any vehicles related admin is to be held.
The fleet management module on salus3cloud will have the following information displayed at all times: Call Sign, Registration, MOT Date, Service Date, Last Deep Clean, Next Deep Clean, VOR and notes.