Claiming Hospital Travel Costs

For many individuals, attending hospital appointments is a regular necessity. Whether it's for routine check-ups, ongoing treatments, or specialist consultations, getting to and from the hospital can incur significant travel expenses. This article aims to demystify the process of claiming back these costs, particularly focusing on car travel, and to shed light on the broader landscape of patient transport services and parking concessions within the NHS. Understanding your entitlements and the procedures involved can make a substantial difference in managing your healthcare journey.

Understanding Hospital Car Travel Costs

When it comes to hospital travel, several NHS trusts and services have established charges for patient transport. For instance, the Hospital Car Service in the South Devon area, as of October 2009, introduced standard charges per person for journeys within their region. These charges are categorised into bands based on the postcode of the pick-up point and the destination, with costs varying for short local journeys (£6.00 each way), longer local journeys (£9.00 each way), and the longest local journeys (£13.00 each way). It's crucial to note that these charges apply to patients, their escorts, and children, with specific rates for children accompanied by an adult. For journeys outside this specific area, charges are typically calculated per mile.

How to Claim Back Travel Costs

The prospect of reclaiming some of these expenses can be a significant relief for many patients. The Healthcare Travel Costs Scheme (HTCS) is the primary mechanism through which eligible patients can receive financial assistance for their travel to hospital appointments. This scheme is designed to support individuals who need to attend hospital for treatment as an inpatient or for outpatient appointments but do not have a medical need for ambulance transport.

Eligibility for HTCS

To qualify for reimbursement under the HTCS, patients generally need to be in receipt of certain benefits. These commonly include:

• Income Support
• Guarantee Pension Credit
• Job Seekers Allowance (income-based)
• Income Related Employment and Support Allowance
• HC2 Certificate (for full help with costs)
• HC3 Certificate (for partial help with costs)
• Working Tax Credit with a valid NHS Tax Exemption Certificate
• Child Tax Credit with a valid NHS Tax Exemption Certificate

It is important to note that travel to A&E or breast screening appointments is usually only covered if it is in relation to ongoing treatment under a consultant. Patients receiving specific benefits such as Universal Credit may also qualify, and it is advisable to check the latest guidance or contact the relevant NHS department for confirmation.

The Claiming Process

Claiming under the HTCS typically involves a specific procedure. Patients are usually required to bring certain documents to the hospital's Cashiers Office. These generally include:

• Your relevant award letter or certificate confirming your benefit entitlement.
• A completed Healthcare Travel Costs Scheme claim form (often referred to as the HC5(T) form), which must be signed by clinic, department, or ward staff.
• Receipts for public transport and/or parking.

Without these documents, payments cannot usually be processed. For out-of-hours claims, it may be possible to post the necessary forms through the cashiers' letterboxes or send them via post, with a cheque being issued subsequently. However, this process can take up to a month to complete. Claims must generally be submitted within three months of the date of your appointment.

What Costs Are Covered?

The HTCS can cover various types of travel costs:

• Public Transport: Reimbursement is typically for the cheapest form of public transport available, including any concessionary or promotional fares.
• Private Car: If you use your own car, you can usually claim a locally agreed mileage rate (e.g., 17p per mile) from your home address to the hospital and back. This is often calculated using mapping services like Google Maps. Parking charges incurred can also be claimed, but penalty notices are not reimbursable.
• Voluntary Car Service (VCS): If you use a volunteer driver, you can claim the cost of the journey with a receipt from the driver. Any additional charges made by the operator are generally not covered.
• Taxi: While taxi fares are not usually refunded outright, they may be paid at the private car mileage rate. This is typically assessed on an individual basis.

Furthermore, if a helper is considered medically necessary for your journey, the travel costs for one helper can also be claimed, provided the relevant section of the HTCS claim form is completed by a member of medical staff.

Patient Transport Services: Who is Eligible?

Beyond the HTCS, there are also dedicated patient transport services provided by various NHS trusts and ambulance services. These services are specifically for patients who have a medical or clinical need for assistance in travelling to and from hospital appointments. The eligibility criteria for these services have been refined under new national guidelines, meaning that not all patients who previously qualified may do so now. The focus is on ensuring transport is available for those who genuinely require it due to their clinical condition.

Eligibility Criteria for Non-Emergency Patient Transport

To be eligible for non-emergency patient transport, one or more of the following conditions generally need to apply:

• Patients who are bedbound and require a stretcher to travel.
• Patients who require medical gases and are unable to self-administer during transit.
• Some patients who are wheelchair users.
• Patients who need to be carried up or down from their residence.
• Patients with a cognitive or sensory impairment who cannot travel safely without oversight from patient transport staff.
• Patients who cannot walk without continual physical support (excluding the use of aids like walking sticks or Zimmer frames).

If you believe you meet these criteria, you should contact the relevant Transport Assessment and Bookings Team. For example, at St. George's Hospital, this is the Transport Assessment and Bookings Team on 020 8725 0808. They will conduct an assessment, usually a confidential series of questions recorded in your medical record, to determine eligibility.

Appealing an Eligibility Decision

If you feel you are entitled to non-emergency patient transport but have been assessed as not meeting the national eligibility criteria, you have the right to appeal. This typically involves contacting your GP and asking them to appeal on your behalf, often by emailing a specific address (e.g., [email protected]). Your GP will need to provide supporting evidence outlining which part of the national eligibility criteria you meet. While this does not guarantee transport, it ensures your situation is reviewed.

Booking and Notice Periods

For efficient planning, it is generally advised to provide at least three working days' notice (excluding weekends and public holidays) when booking patient transport, with a maximum notice period of two weeks before your appointment. While every effort is made to accommodate short-notice requests, this cannot always be guaranteed.

Escorts and Journey Planning

The need for an escort to accompany a patient is also assessed based on NHS England's national criteria. When you are ready to go home, the transport service aims to collect patients as soon as possible, typically within 90 minutes, although delays can occur on busy days (up to 3 hours). Journeys are planned for efficiency, which may mean that other patients share the same vehicle.

Cancellations

If your appointment is cancelled, rescheduled, or no longer needed, it is vital to inform the transport service as soon as possible on the provided contact number to cancel your transport and avoid any potential issues.

Parking Concessions and Hospital Car Parks

For patients and visitors who drive to the hospital, understanding car parking arrangements and potential concessions is essential. Many hospitals have limited parking due to high demand, and charges are common, with the revenue often reinvested into supporting hospital services.

St George's Hospital Parking

At St. George's Hospital, parking is available via a pay-on-exit car park. Charges are displayed at the entrance. Payment can be made via contactless or cash at designated pay stations or the Security Control desk. Parking restrictions are in place, with only staff and blue badge holders permitted to park along the hospital’s perimeter road.

Exemptions from Parking Charges

Several groups are typically exempt from car parking charges, including:

• Police and Prison Service personnel
• Volunteer Ambulance Car Drivers
• Disabled blue badge holders
• Volunteers
• Renal patients attending for dialysis
• Bereaved relatives
• Interpreters

Disabled parking is provided free of charge for blue badge holders in designated spaces near entrances and in white-painted bays on the perimeter road. If parked in a barrier-controlled car park, blue badge holders must present their ticket and blue badge for validation at the security desk before leaving the hospital.

Queen Mary's Hospital Parking

Car parking at Queen Mary's Hospital is charged by the hour, requiring visitors to collect a ticket upon entry and pay before exiting.

Alternative Travel Options

For those who do not qualify for patient transport or prefer other methods, several alternatives exist:

• Public Transport: Resources like the Transport for London Journey Planner (www.tfl.gov.uk/journeyplanner) can assist in planning journeys using public transport.
• Community Transport: If other transport options are inaccessible, community transport services may be able to help. Organisations like the Community Transport Association and local council websites often provide information on available services.

Summary Table: Claiming Travel Costs (HTCS)

Navigating the healthcare system can sometimes feel daunting, but understanding the support available for travel costs is a crucial step. By familiarising yourself with the Healthcare Travel Costs Scheme, patient transport eligibility, and parking concessions, you can ensure you are making the most of the resources available to you.

Frequently Asked Questions

Q1: Who can claim back hospital travel costs?
Patients who are receiving certain benefits, such as Income Support, Job Seekers Allowance, or Tax Credits with a valid NHS Tax Exemption Certificate, may be eligible to claim back travel costs under the Healthcare Travel Costs Scheme (HTCS).

Q2: What documents do I need to claim HTCS?
You will typically need your benefit award letter, a completed and signed HTCS claim form (HC5(T)), and receipts for your travel and parking costs.

Q3: How far in advance should I book patient transport?
It is recommended to book patient transport at least three working days in advance, and no more than two weeks before your appointment, to help with efficient planning.

Q4: Am I eligible for patient transport if I use a walking stick?
Generally, if you can walk with the aid of walking sticks or a Zimmer frame, you may not meet the criteria for non-emergency patient transport, as eligibility often requires inability to walk without continual physical support.

Q5: Can I claim for taxi fares?
Taxi fares are usually not refunded directly but may be paid at the same rate as private car mileage, assessed on an individual basis.

Q6: Where can I find the HC5(T) form?
The HC5(T) form, which is the Healthcare Travel Costs Scheme claim form, can usually be accessed via the NHS website or by visiting a hospital's Cashiers department.

Q7: Are there any exemptions from hospital car park charges?
Yes, several groups are exempt, including blue badge holders, renal patients for dialysis, volunteers, and certain other personnel. Blue badge holders usually need to get their parking ticket validated.