15/04/2021
Navigating healthcare appointments can be stressful enough without the added worry of travel costs. For many patients attending appointments at Ashford & St Peter's Hospitals, understanding how to claim back expenses, including those for taxi journeys, public transport, or car parking, is a vital part of managing their healthcare journey. Fortunately, schemes are in place to support those who meet specific criteria, ensuring that financial barriers don't prevent access to essential medical care. This comprehensive guide will walk you through the process of obtaining reimbursement, detailing who is eligible, what can be claimed, and the exact steps you need to follow.
Understanding the Healthcare Travel Costs Scheme (HTCS)
The primary avenue for claiming travel and parking costs when attending Ashford & St Peter's Hospitals is through the Healthcare Travel Costs Scheme (HTCS). This scheme is designed to assist individuals on low incomes or those receiving specific benefits, ensuring that the cost of travel to and from hospital appointments does not become an undue burden. It's crucial to understand that this scheme is distinct from direct NHS-arranged transport, which is typically reserved for those with a medical need or disability.
The HTCS operates on the principle of reimbursing the cheapest mode of transport available, which often means public transport fares. However, for those who choose to travel by private car or taxi, a mileage rate is applied. This flexibility acknowledges that public transport may not always be feasible or convenient for every patient.
Who is Eligible for Reimbursement?
Eligibility for the Healthcare Travel Costs Scheme is determined by your financial circumstances or the benefits you receive. To qualify, you or your partner (including a civil partner) must be receiving one of the following benefits or be part of the NHS Low Income Scheme:
- Income Support
- Income-based Jobseeker's Allowance
- Income-related Employment and Support Allowance
- Working Tax Credit (WTC) with Child Tax Credit (CTC)
- Working Tax Credit with a disability element or a severe disability element
- Child Tax Credit (but not eligible for Working Tax Credit)
- Pension Credit Guarantee Credit
- Universal Credit (and meet the specific criteria for this benefit within the scheme)
In addition to meeting these financial criteria, your journey must not be for primary medical care (such as a GP surgery visit) or routine dental care. Furthermore, the care you are seeking reimbursement for must be a separate journey, not provided on the same premises or at the same time as a GP or dental referral is made.
If you do not receive any of the listed benefits but are on a low income, you may still be eligible for help through the NHS Low Income Scheme. To apply for this, you'll need to complete a form HC1, which is readily available from your GP surgery or from the main reception desks at both Ashford and St. Peter’s Hospitals. This certificate (HC2 or HC3) will then serve as your evidence of entitlement for reimbursement.
What Travel Costs Can Be Reclaimed?
When claiming under the HTCS, you can seek reimbursement for several types of travel expenses:
- Public Transport Fares: This covers bus or train fares. You must retain your tickets as proof of cost. The reimbursement will be for the actual fare paid.
- Car or Taxi Mileage: If you travel by private car or a private taxi, you can claim reimbursement based on mileage. The current rate is 15p per mile, calculated from your home address to the hospital by the shortest possible route. It's important to note that for taxis, you are reimbursed for the mileage, not the full fare of the taxi ride.
- Car Parking Charges: If you drive to the hospital and incur parking fees, these can also be reclaimed. You must provide a valid receipt or parking ticket as proof of payment.
It’s important to remember that the scheme aims to reimburse the cheapest mode of transport available. While taxis offer convenience, the reimbursement for them is based on mileage, aligning with the cost of using a private vehicle, rather than the potentially higher metered fare.
Reimbursement Overview
| Expense Type | Reimbursement Basis | Required Proof |
|---|---|---|
| Bus/Train Fare | Full fare paid | Valid bus/train ticket |
| Car/Taxi Travel | 15p per mile (shortest route) | No specific ticket; mileage calculated |
| Car Parking Charges | Full charge paid | Valid receipt/ticket |
The Reimbursement Process: How to Claim Your Funds
Once you've confirmed your eligibility and gathered your evidence, the process for claiming your reimbursement at Ashford & St Peter's Hospitals is straightforward. Eligible patients can receive their reimbursement directly from the Main Reception or the Cashier’s Desk at either hospital. These desks are equipped to process your claim on the spot, provided you have all the necessary documentation.
What to Bring When Claiming
To ensure a smooth and efficient reimbursement process, please bring the following essential documents with you:
- Evidence of Your Appointment: This is crucial as not all appointments are immediately visible on the hospital's computer database. This could be your appointment letter, a text message confirmation, or any other official document showing the date and time of your visit.
- Evidence of Your Entitlement: This proves you qualify for the scheme. Examples include your NHS Low Income Certificate (HC2 or HC3), a recent copy of a letter confirming your Income Support, Jobseeker’s Allowance, or Working/Child Tax Credit.
- Evidence of Any Dependents (if applicable): If you are claiming as or for a dependent, you will need proof of this relationship. Acceptable documents include a birth certificate, marriage certificate, joint utilities bill, or council tax bill. If you don't have these, you can ask the Department for Work and Pensions (DWP) for a free letter confirming your status as a dependent.
- Evidence of the Cost of Your Journey: For public transport, this means your bus or train tickets. For car parking, a valid receipt or ticket is required. For private car or taxi travel, the mileage is calculated, so specific journey cost proof isn't needed beyond your home address.
It's important not to be offended when staff ask for this evidence. They are legally obligated under the NHS Regulations 2003 to ensure that every claim is legitimate. Providing all documents upfront will help expedite your reimbursement.
Claiming by Post
If you are unable to claim at the hospital on the day of your appointment, or if you prefer, you can also obtain a form to claim for up to four separate visits by post. This offers flexibility for those who might have multiple appointments or find it inconvenient to claim immediately after their visit. Details on how to obtain and submit this form will be available at the hospital's main reception or by contacting the relevant department.
While the focus of this guide is on reimbursement, it's helpful to understand the broader landscape of patient transport services available, as they sometimes intersect with reimbursement policies, especially concerning taxis.
NHS-Funded Transport (Non-Emergency Ambulance, Hospital Taxi, Voluntary Car)
For patients with a medical need or disability, the NHS can arrange and fund transport. This service, often referred to as Non-Emergency Patient Transport Services (NEPTS), includes non-emergency ambulances, hospital taxis, or voluntary car transport. The first time you require this service, it typically needs to be organised by your GP. For follow-up appointments and routine admissions, the hospital (via your consultant's secretary or booking office) can arrange it on your behalf.
Eligibility for NHS-funded transport is strictly based on medical need, not financial hardship. Criteria include requiring continuous oxygen or intravenous support, being unable to stand or walk more than a few steps, needing medical equipment that cannot be accommodated by public transport, or having a condition that prevents you from travelling alone. While a "hospital taxi" might be provided under this scheme, it's a direct service, not a reimbursement for a private taxi you've arranged yourself.
Private Taxi Use and Reimbursement
If you don't qualify for NHS-funded transport based on medical need, but you are eligible under the Healthcare Travel Costs Scheme due to low income or benefits, you can still use a private taxi to get to your appointment. However, as mentioned, your reimbursement for this will be at the standard mileage rate of 15p per mile, not the full fare charged by the taxi company. This means it's treated similarly to using a private car for your journey.
Other Local Transport Resources
For those not eligible for NEPTS or HTCS, or simply looking for alternative transport, other local services exist. These include Dial-a-Ride services, which offer transportation to individuals who find it difficult to access traditional bus services, and various community transport options. While some of these may be membership services or incur a small charge, they can provide valuable alternatives for getting to your appointments. Information on these services can often be found through local councils or community support organisations, such as the Accessible Transport Guide for Spelthorne mentioned in the hospital's information.
Important Exclusions to Note
While the Healthcare Travel Costs Scheme provides significant support, there are specific exclusions to be aware of:
- GP Surgery or Primary Care: Travel to your GP surgery or other primary care locations is not covered by the HTCS. The scheme is specifically for travel to hospital appointments for specialist NHS treatment or tests.
- Able-Bodied Individuals: People who are able-bodied and do not meet the financial criteria for help with travel costs are not eligible for reimbursement.
- Relatives or Other Visitors: Transport costs for relatives or other visitors are generally not covered, unless they meet the specific criteria for being a medical escort (e.g., accompanying a child under sixteen, someone with significant communication difficulties, or someone requiring constant supervision).
Frequently Asked Questions (FAQs)
Understanding the nuances of the reimbursement scheme can be complex, so here are answers to some common questions:
Q: Can I get reimbursed for my taxi fare to Ashford & St Peter's Hospital?
A: Yes, if you are eligible under the Healthcare Travel Costs Scheme (HTCS), you can claim for travel by taxi. However, reimbursement is based on a mileage rate (currently 15p per mile from your home address by the shortest route), not the full metered fare of the taxi. This is treated the same way as using a private car.
Q: What is the current mileage reimbursement rate?
A: The current mileage reimbursement rate for car or taxi travel, as advised by Her Majesty's Revenue & Customs, is 15p per mile.
Q: Do I need a receipt for my taxi journey to claim reimbursement?
A: No, you do not need a receipt for the taxi fare itself, as reimbursement is based on the calculated mileage from your home address to the hospital. However, you will need all other required documentation, such as proof of your appointment and eligibility.
Q: Can I claim for multiple hospital visits at once?
A: Yes, you can obtain a form to claim for up to four separate visits by post, which offers flexibility if you have several appointments close together or cannot claim on the day.
Q: What is an HC1 form and why do I need it?
A: An HC1 form is used to apply for an NHS Low Income Scheme certificate (HC2 or HC3). If you don't receive qualifying benefits but are on a low income, this certificate proves your eligibility for help with health costs, including travel reimbursement. You can get these forms from your GP surgery or the main reception at Ashford and St. Peter’s Hospitals.
Q: Are family members or escorts reimbursed for their travel?
A: Generally, travel for relatives or other visitors is not reimbursed. However, if a family member is acting as a necessary medical escort (e.g., for a child under 16, someone with significant communication difficulties, or a patient requiring constant supervision), their travel costs may be included if the patient meets the HTCS eligibility criteria.
Q: What if I forget to bring all the required documents?
A: It's highly recommended to bring all documents to avoid delays. If you forget something, you may not be able to get reimbursed on the day. You might need to return with the full documentation or consider claiming by post. The staff are legally required to verify claims, so incomplete documentation will prevent reimbursement.
Q: Does a visit to my GP surgery count for travel reimbursement?
A: No, the Healthcare Travel Costs Scheme specifically excludes travel to your GP surgery or other primary care locations. It is for specialist NHS treatment or tests at hospital.
Q: Who can I contact for further queries about travel to Ashford or St. Peter’s Hospitals?
A: For general queries about travelling to the hospitals or patient advice, you can call the Patient Advice and Liaison Service (PALS) on 01932 723553 (Monday to Friday, 10 am to 3 pm). For queries specifically about the NHS Help with Health Costs Department, you can call 0300 330 1343.
In conclusion, the Healthcare Travel Costs Scheme provides a vital safety net for eligible patients attending Ashford & St Peter's Hospitals, ensuring that travel expenses, including those incurred from using a taxi (reimbursed by mileage), do not become a barrier to accessing necessary medical treatment. By understanding the eligibility criteria, knowing what documents to prepare, and familiarising yourself with the claim process, you can confidently reclaim your travel costs and focus on your health and well-being. Remember to always keep your appointment evidence and proof of entitlement readily available to ensure a smooth reimbursement experience.
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