As the winter season approaches, NEMT providers face unique challenges that require careful preparation and strategic planning. From treacherous road conditions to increased scheduling demands, the colder months can significantly impact the safety and efficiency of NEMT services. This comprehensive guide will explore NEMT businesses’ key challenges during winter and provide practical strategies to “winterize” operations, ensuring safe service delivery.
Winter Challenges for NEMT Providers
NEMT providers should anticipate several significant challenges during the winter months. It is important to remember that providing safe and reliable transportation is key and should remain top of mind during these months.
Some winter-related hazards and operational challenges to keep in mind are:
- Road Conditions:
Icy and snow-covered roads create a significant risk to both drivers and members.
Black ice is particularly dangerous as it can be difficult to distinguish from wet roads.
Low visibility during snowfalls, fog, black-out rain, and storms can lead to accidents and delays. - Scheduling and Delays:
Challenging weather conditions will increase travel times and disrupt schedules.
The holiday season will ultimately increase the number of last-minute trip requests, such as hospital discharges.
Heavier traffic and road congestion during the holidays. - Member Safety and Comfort:
Managing member safety and comfort during long travel times
Icy sidewalks and driveways pose a significant risk of falls and accidents when assisting members in and out of vehicles.
Winterization Strategies
While managing these challenges can be overwhelming, there are specific strategies to consider when planning for the winter months.
Staff Training for Winter Driving:
- Educate drivers on winter-specific emergency procedures and protocols
- Training on properly using vehicle controls, mirror positioning, and vision techniques for severe winter weather.
- Teach skid recovery techniques and how to handle limited traction situations.
Communication Plans:
- Establish clear and reliable communication procedures in case of emergencies.
- Ensure that staff have access to emergency contact information and a secure means of contacting dispatch.
- Implement a system for accurate real-time updates on road conditions, service changes, and trip data.
- Ensure that members and healthcare providers stay informed about potential weather-related adjustments.
Vehicle Maintenance:
- Winter tires should be installed on all vehicles and maintained at proper pressure, a s well as chains if the state does not require winter tires.
- Regular maintenance checks for antifreeze levels, battery health, tire tread, functioning heaters, and wiper blades.
- Each vehicle should be equipped with winter emergency kits.
NEMT Technology Integration:
- Invest in NEMT software for efficient booking and routing optimization.
- Implement systems that can generate schedules and consider member needs and weather conditions for pick-up and drop-off times.
- Use GPS live-tracking to monitor vehicle locations.
Emergency Preparedness
During winter, providers are expected to follow specific policies and procedures for adverse weather and disaster events, business continuity, and disaster recovery. While some of the challenges providers face during this time of year can be managed over time, it is just as important to have a plan in place should there be an emergency.
To prepare for an emergency, routinely check weather broadcasts. Whether it’s raining or snowing, knowing the weather forecast will help you make appropriate adjustments, such as preparing your fleet and anticipating any trip delays.
Unexpected situations can arise at any time, so it is important to have a backup plan for your bookings. Staying prepared will allow you to communicate with members, brokers, and healthcare providers without the stress of frantically finding a possible solution.
Should an accident occur, make sure that you have an Incident Report procedure in place to quickly navigate issues efficiently. Keeping your team prepared for an emergency will help you stay on top of your operations during the busy winter season.
Winter Emergency Kit Contents
As previously mentioned, one key strategy for winter maintenance is to ensure that all vehicles are equipped with an emergency kit.
The contents of such can be:
- Medical supplies such as a first aid kit and a blood- borne pathogen kit.
- Winter-specific items such as warm blankets, extra winter clothing for drivers , ice scraper and snow brush, collapsible snow shovel, sand, and ice melt products.
- Safety equipment such as a reflective vest, flashlight with extra batteries, road flares, and jumper cables.
- Communication and navigation devices such as portable charger packs, local paper maps if available, a list of emergency contacts, and a fully charged cell phone and car charger.
Embracing Winter Readiness: A Path to NEMT Excellence
Winterizing your NEMT business is not just about preparing for the cold; it’s about ensuring your services’ safety, reliability, and efficiency during one of the most challenging seasons. By implementing these strategies—from staff training and vehicle maintenance to leveraging NEMT technology and emergency preparedness—providers can confidently navigate the winter months.
