Detailed Process for Assisted Living Facilities (ALFs)

Crestline Coach Tours specializes in providing transportation solutions for Assisted Living Facilities (ALFs), particularly during emergency evacuations, resident transfers, and other specialized transportation needs. Below is a detailed breakdown of the process, terms, and expectations when working with ALFs.

• ALFs contact Crestline before hurricane season or in response to an immediate transportation need (e.g., natural disasters, scheduled resident relocations, medical transport, outings, or special events).
• Crestline gathers key details, including:
  • Facility name and location
  • Number of residents to be transported
  • Special requirements (wheelchair-accessible vehicles, medical supervision, personal belongings, etc.)
  • Evacuation plan (if applicable)

Expectation: ALFs must provide accurate headcounts, special needs requirements, and contingency plans for their residents.

Crestline Coach Tours provides reliable, standardized, and efficient transportation solutions for Assisted Living Facilities (ALFs) across Florida and beyond. Our pricing model ensures fair, transparent costs while maintaining the highest standards of service readiness and emergency response.

✅ Emergency Evacuations & Long-Distance Transport

• Pricing is based on either a daily minimum rate or a per-mile rate, whichever is greater for the duration of total costs. The daily minimum varies based on activation and release, with a minimum commitment of at least two days. Additional days may apply if coaches remain with ALF residents until their return, including required driver accommodations for extended stays.
• Standard coaches are available for both short- and long-distance evacuation needs.

✅ Wheelchair-Accessible Coaches (ADA-Compliant)

• For facilities requiring ADA-compliant, wheelchair-accessible vehicles, we provide specialized coaches with:
  • Secure wheelchair tie-downs (typically 2)
  • Lift-equipped access
  • Additional space for medical equipment or support staff
• These services incur an adjusted rate due to specialized equipment and accommodations.

✅ Minimum Service Requirement

• To ensure proper logistical planning, a two-day minimum service period applies to all activated contracts and emergency evacuation transports with the option of release or hold for return, whichever is more beneficial for the evacuation needs and anticipation of the ALF location staff and Executive Directors.
• This guarantees readiness and operational efficiency when a facility activates its evacuation plan.

Crestline offers tiered service agreements to ensure guaranteed availability during emergencies:

1️⃣ Annual Guaranteed Availability

• A contracted commitment ensures your facility has priority access to emergency evacuation buses when needed.
• This includes a fixed annual fee to secure Crestline’s guaranteed response within the contracted timeframe.

2️⃣ Pre-Activation Hold Status

• Facilities can place a designated number of buses on hold in advance of an evacuation event.
• Securing vehicle availability for all residents needing evacuation, with no limit on the number of vehicles required.

3️⃣ Activation & Deployment

• Once activated, coaches will be deployed within 36 hours for emergency evacuation or less.
• The daily or per-mile rate is billed once transportation services are initiated, with a required activation deposit due at the time of deployment.

• Our pricing is standardized across all ALFs, eliminating variability or unexpected costs.
• Facilities can plan with confidence, knowing Crestline’s contract-based service ensures predictable costs with no hidden fees.

📞  For facility-specific cost details and service agreements, contact us directly.

Phone: (407) 900-3995

Expectation: ALFs sign an agreement detailing transportation terms, costs, and coverage.

• Pre-season hurricane preparation: Crestline works with ALFs to pre-plan evacuation routes, destinations, and communication protocols in advance.
• Standby commitments: ALFs must secure transportation before a storm is imminent by placing a deposit or signing a priority service contract for the coming hurricane season.
• Coordination with emergency management agencies: If needed, Crestline liaises with local FEMA, state emergency services, and ALF administrators for state-approved evacuation plans.

Expectation: ALFs must maintain active communication and notify Crestline of any changes (e.g., increase/decrease in residents).

• Dispatch & Arrival:
  • Facilities should notify Crestline 48 to 72 hours in advance if an evacuation is anticipated to ensure proper coordination. Once activated, we will respond within 36 hours, typically arriving within 12 to 24 hours, or sooner when possible. Arrival times are approximate and may be affected by emergency conditions, road hazards, and unforeseen circumstances beyond our control.
  • Drivers arrive on-site with proper credentials and ALF response coaches or ADA-compliant buses if required and planned for.
  • A designated ALF staff member oversees the boarding process, ensuring residents are checked in and assigned seating.
• Onboard Procedures:
  • Wheelchair users and special-needs residents are secured with proper harnessing & lift assistance.
  • Medical staff or caregivers may accompany residents if requested in advance.
  • Buses have climate control, rest stops planned, and a first aid kit as needed.

Expectation: ALF staff must coordinate boarding efficiently and ensure residents have essential medications, documents, and emergency contact details.

• Crestline ensures that residents reach the designated shelter, sister facility, or temporary housing location safely.
• The driver remains in contact with ALF representatives throughout the trip.
• Drop-off procedures are carefully documented to ensure each resident is accounted for at the new location and coordinated by the ALF staff.

Expectation: ALFs must have a receiving team ready at the destination to help with resident check-in and transitions.

• For evacuations: Once conditions are deemed safe, Crestline coordinates return trips for residents.
• Post-service invoicing & documentation: Crestline provides a detailed report with location drop offs, mileage, trip logs, and any additional incurred costs.

Expectation: ALFs settle invoices within agreed-upon terms.

• Please be sure to add ADA provisions to your contract for any expected Wheelchair Lifts in addition to your normal ALF response coaches, depending on ALF needs (additional costs apply)

1. Provide accurate headcounts & special needs requests well in advance.
2. Maintain open communication before, during, and after transport.
3. Ensure residents are prepared with medications, emergency contacts, and basic necessities.
4. Facilitate efficient boarding & drop-off procedures with designated ALF staff.
5. Adhere to contract terms, payment agreements, and cancellation policies.

By following this structured and transparent process, Crestline Coach Tours ensures reliable, safe, and compliant transportation for ALF residents, particularly during times of crisis and planned relocations.