Health And Safety at Work Policy

Policy Code: B4.7

Date: 10/06/2014

Date Reviewed: 17/06/2025

Purpose:

Ensure compliance with relevant legislation (Health and Safety in Employment Act 1992 and the 2002 Amendment)

Provide a safe workplace.

Provide a safe environment for clients.

To make Health & Safety an integral part of every position.

To ensure Health & Safety is considered in all planning and work activities.

To involve our employees in the decision making processes through regular communication, consultation and training.

To provide an ongoing training program to ensure that our employees work in the safest possible manner.

To identify and control all potential hazards in the workplace through hazard identification and risk analysis.

To ensure all potential accidents/incidents are controlled and prevented

Responsible Staff:

Implementation: Health and Safety Officer

Action: All Staff

Audit: Health and Safety Officer

Audit:

We are committed to continuous improvement in Health and Safety and undertakes to:

• Provide each employee with a safe and healthy workplace whilst expecting all employees to help identify any possible hazards so that they may be addressed.

• To take all practicable steps to prevent accidents and protect employees, members of the public or contractors from injuries, and promote the health and well being of staff.

In meeting this commitment we will:

• Establish and insist upon safe methods and safe practices at all times.

• Comply with all legislative requirements, codes of practice and safe operating procedures relevant to our workplace.

We will conduct our business at all times without risk to our employees. We acknowledge our ongoing commitment to and responsibility for maintaining the highest possible health and safety standards. The safety and occupational health of our employees is a matter of prime concern to us.

Every employee is expected to share in the commitment to this policy. We encourage all employees to take responsibility for their own safety and that of others while at work and to involve themselves actively in the health and safety process.

LOCATION OF FIRE EXTINGUISHERS

Extinguishers are located in the reception area and by the rear door.

To operate a Fire Extinguisher

• Make the extinguisher ready to use by breaking the seal or, if applicable, removing the pin.

• Aim the extinguisher at the base of the flames.

• Start discharging the extinguisher in a sweeping motion across the base of the flames.

• Keep going until you have completely extinguished the fire.

• If at any time the fire becomes uncontrollable, or there is too much heat or smoke for safety, leave immediately.

• Do not put yourself at risk.

LOCATION OF ACCIDENT REGISTER, HAZARD REGISTER, CONTRACTORS REGISTER & SAFETY MANUAL.

These documents are all located in the office.

MANAGEMENT RESPONSIBILITIES

• To ensure that Health and safety policies and procedures are implemented.

• Identify and report to the Health and Safety Officer any hazards, potential hazards, accidents or near misses.

• Take the appropriate steps to identify any hazards and to eliminate, isolate or minimise those hazards.

• To ensure that staff are fully trained for their job (including safety training), and to ensure that they are properly supervised while training is provided.

• To ensure staff know about any hazards, the preventative measures in place and also where protective equipment is stored and how it is used.

STAFF RESPONSIBILITIES

• To identify and minimise any hazards that may occur in the course of their work.

• To report all hazards or potential hazards and accidents to the health and safety officer.

• To familiarise themselves and comply with all safety procedures relating to their work.

• Report any unsafe or faulty equipment, or low supplies of any item to the health and safety officer.

• To advise management of any allergies or health issues and the treatment necessary.

• To be aware of instructions for emergencies and to familiarise themselves with these instructions.

• While at work all employees are responsible for ensuring their own safety and the safety of others as far as practicable.

HEALTH AND SAFETY OFFICER'S RESPONSIBILITIES

• Informing employees of workplace hazards.

• Recording any new hazards in the Hazard Register.

• Hazard Monitoring.

• Recording all accidents and near misses in the Accident Register.

• Risk assessment of all hazards and near misses.

• Investigating all accidents and near misses recorded in the Accident Register and advising management of the results including any recommendations for improvement.

• Regular checks of the workplace to identify potential hazards.

REPORTING OF ACCIDENTS, INCIDENTS AND NEAR MISSES

All accidents must be accurately reported to the health and safety officer and accurately recorded in the Accident Register.  If the health and safety officer is unavailable, the affected staff member should complete the register.

Any injury sustained at work must be reported to the health and safety officer within a period of eight hours.

If the health and safety officer is not available, report injuries to the Clinical director.

All accidents resulting in injury and all incidents where serious harm could have resulted must be reported. These will be registered, investigated and documented on the appropriate forms. The health and safety officer will ensure that corrective action is taken.

Near misses should be reported to the health and safety officer who will assess the risk they pose in order to prevent an accident happening in the future.

The health and safety officer is to advise management of all reported accidents and the results of any accident investigation, including any responses and initiatives taken and recommendations made to prevent a reoccurrence.

Should a serious harm accident occur the Health and Safety Officer is to advise Worksafe as soon as possible. This is a legal requirement.

Definitions

A near miss is a close call and an incident is an actual event such as an accident.

A near miss/incident means any event that in slightly different circumstances could have caused physical damage or harm.

Injury means any physical damage or harm that occurs at work and results in the need for treatment from the first aid kit, a doctor or medical centre, or hospital, or any incident that results in serious harm.

Serious Harm Definition

The First Schedule from the Health and Safety in Employment Act 1992 defines serious harm as:

• Any of the following conditions that amounts to or results in permanent loss of bodily function, or temporary severe loss of bodily function:

  respiratory disease, noise-induced hearing loss, neurological disease, cancer, dermatological disease, communicable disease, musculoskeletal disease, illness caused by exposure to infected material, decompression sickness, poisoning, vision impairment, chemical or hot metal burns of eye, penetrating wound of eye, bone fracture, laceration, crushing.

• Amputation of body part.

• Burns requiring referral to a specialist registered medical practitioner or specialist outpatient clinic.

• Loss of consciousness from lack of oxygen.

• Loss of consciousness, or acute illness requiring treatment by a registered medical practitioner, from absorption, inhalation, or ingestion, of any substance.

• Any harm that causes the person harmed to be hospitalised for a period of 48 hours or more commencing within 7 days of the harm's occurrence.

ACCIDENT INVESTIGATION

All minor workplace accidents are to be investigated by the health and safety officer within two working days of the accident occurring. The investigation must accurately report what happened and where necessary introduce corrective action to ensure a reoccurrence does not take place.

Serious harm accidents must be investigated immediately. The investigation and report must be completed in accordance with the procedure for accident or incident notification listed in the accident register.

The responsibility for the implementation of corrective action following an accident rests with management. All accident investigations must be signed off by management once corrective action has been implemented.

Staff must be advised of the outcome of all workplace accidents and any corrective action taken.

Any significant hazards identified as a result of a workplace accident investigation are to be added to the hazard register and all staff advised of the action taken and of any training requirements that may be necessary.

ADVERSE EVENTS

An adverse event may occur such as a notable reaction or side effect of a medication given.  If a medication reaction is documented from sources such as the patient informing us themselves, a clinical staff member observing a reaction or a consult note from another provider like the Emergency Department.  These reports should be documented in the practice managment system per the Data Standards Policy.  For a severe reaction, a rare side effect or a administrative error (eg. giving the incorrect medication) a CARM report should be considered.   Some adverse events might require disclosure to the patient via letter, face to face or a telephone call.  This is to be documented in the patient notes and in the incidept report record.  Consider including the complaints proceedure in the disclosure.

REHABILITATION POLICY

The management will ensure that where necessary the occupational rehabilitation process is commenced as soon as possible after an injury in a manner consistent with the medical advice given.

We will consult with staff and their representatives on any matters arising out of the rehabilitation process.

We will ensure that the safe and early return to work of an injured staff member who has sufficiently recovered takes place as soon as possible.

Where necessary, as part of the rehabilitation process, we will provide alternative duties for an injured staff member. This may include options such as light or restricted duties. 

EMPLOYEE INVOLVEMENT

The management supports the involvement of nominated employee representatives in health and safety development, implementation, monitoring and review.

Management and employee representatives will meet at least quarterly to discuss, plan and document any safety initiatives and concerns. Minutes of these meetings will be kept.

MANUAL HANDLING AND LIFTING

Occurrence of injuries can be reduced by using the correct lifting method:

Check weight before lifting.

Bend knees when lifting.

Keep back as straight as possible.

Reverse procedure for lowering load. Keep fingers clear.

Obtain assistance for any bulky or heavy lifts.

There are no prizes for being superman. Get assistance when necessary.

HOUSEKEEPING

Housekeeping and safety go hand in hand, a tidy and uncluttered work area reduces the chance of accidents. The highest possible standard should be kept at all times.

Beware of any potential safety hazards, obstacles or fire hazards. Remedy or report any potential hazards to the Safety Officer as necessary.

Cleanliness and hygiene in all areas of the work place will ensure a healthy and pleasant work environment.

REVIEW PROCEDURES

An annual review of the Health and Safety System is to be undertaken.

The purpose of the review is to identify any deficiencies or improvements that are necessary to ensure the efficient continuing operation of the safety system and to identify the achievements and gains that have been made during the review period. It will include an assessment of the pastyears outcomes and set new objectives for the coming year.

The Safety System is to be reviewed whenever a serious incident occurs or when work practices change.

The accident register is to be analysed and reviewed annually to determine that the injury prevention actions taken continue to be effective and to identify any trends or patterns of accidents that may arise.

Regular Health and Safety meetings will assist the review process.

SAFETY INDUCTION POLICY

All employees will receive safety induction training before they commence work. The training will include accident and injury reporting, hazard identification, employer responsibilities, designated roles, employee responsibilities, the review process, rehabilitation procedures, protective equipment requirements and emergency and evacuation procedures.

How to access safety information such as the hazard register and the safety manual must form part of safety induction training. It is sufficient to explain this requirement verbally.

SAFETY TRAINING

Specific and specialised training will be given to all employees undertaking tasks that require it.

On the job training will be conducted where necessary by suitably experienced or qualified employees approved and selected by management to conduct the training. Management will take into account the skills, experience, competency and safety record of the person selected to conduct on the job training.

An individual training record will be kept that details the training each employee has received and for each new task the employee undertakes. The training record is to be signed off by the employee and the trainer when both parties are satisfied that the employee is competent and conversant with the safety requirements before the employee is permitted to work unsupervised.

HEALTH AND SAFETY MEETINGS

Health and Safety shall be a regular agenda item at practice meetings.

The purpose is to table and discuss any relevant safety issues, to monitor and review existing safety policy and procedures, to seek continuous improvement in workplace health and safety and to actively involve all staff in the safety process.  Any trends in health and safety noted such as near misses, incidents and adverse events or recent health and safety national news can be discussed at these meetings or other meetings if appropriate.  If a deficiency in an area of health and safety is identified then a Continuous Quality Improvement Plan (CQIP) can be initiated to address the issue.  The QIP is to be reviewed for effectiviness after an agreed time and modified if needed.

HAZARD IDENTIFICATION AND MANAGEMENT

All hazards or potential hazards must be reported to the health and safety officer.

A hazard register will be maintained that lists known hazards and the control measures applied.

All reported hazards or potential hazards will be investigated to assess their significance and added to the hazard register if necessary.

All new items of equipment must be assessed for hazards by the health and safety officer and management and all staff involved must be made aware of any hazards identified and the action taken in regard to them.

Definitions

A hazard is defined as:

Any activity, arrangement, circumstance, event, occurrence, phenomenon, process, substance or situation that is an actual or potential cause of harm. It can include a person’s behaviour including being under the influence of alcohol or drugs.

A significant hazard is defined as:

An actual or potential cause or source of harm that may result in serious harm, or harm caused by the extent and frequency of exposure to a hazard, or harm that does not usually occur or is not easily detectable until a significant time after exposure to a hazard.

Risk Assessment

Hazards are classified as Significant, Medium or Low risks. List potential hazards and use the hazard risk assessment form to assess the risk each hazard poses.

Control Measures

Hazards must be controlled by Eliminating, Isolating or Minimising – In this order.

Decide whether they are Significant, Medium or Low risks and decide how you will control them.

The higher the risk, the more extensive the control measures need to be.

Decide whether you can Eliminate, Isolate or Minimise the hazards and who will be responsible to do this.

List the hazards in the Hazard Register.

Advise all staff of the hazards and what you are doing about them.

Monitor

Hazard identification and monitoring is the responsibility of the Safety Officer. The Safety Officer shall ensure that mitigating measures for hazards are effective and being used appropriately. Inspection is required annually for minor hazards and monthly for serious hazards.

VISITOR POLICY

Visitors who have approval to be in the workplace must be supervised at all times.

Before entering the workplace all visitors must be made aware of:

• Any hazards that may affect them.

• The location of emergency exits.

• The location of the assembly area.

Any visitors or contractors entering the premisis shall sign a combined visitors Health and Safety and Confidentiality Agreement: that they are to minimise any hazards they create and the risk to themselves and others.  Visitors and contractors must sign in and out using the Visitors sign in book.

In the event of an emergency evacuation all visitors must be escorted to the assembly area and accounted for.

CONTRACTOR POLICY

All contractors must be aware of the Health and Safety Policy before commencing any work.

A Contractors Register will be kept and must be completed for all contractors undertaking work for the company.

The Contractors Register is located in the office and is to be completed by the health and safety officer.

Contractors are expected to wear or use any protective equipment necessary for the safe operation of their work.

Safety guards must be in place and used on all machinery operated by contractors.

Any injury sustained while conducting work for us must be reported to the health and safety officer or management as soon as possible.

PROTECTIVE EQUIPMENT

The management will provide the protective equipment necessary for the safe operation of its business.

It is company policy that employees will ensure the use of appropriate protection and safety equipment.

Protective equipment that is damaged, faulty or in need of repair must be returned to the Safety Officer for replacement.

Protective equipment includes:

• Safety glasses

• Gloves for all consumer contact

• Sharps container for disposing of sharps etc.

• Decontamination and disinfecting agents for instruments

• Aprons

HAZARDOUS MATERIALS

Beware of hazardous chemicals or materials in the work place.

Ensure material safety data sheet (SDS) provided by the manufacturer are read, and instructions followed.

If unsure whether any material used is hazardous, then ask your Safety Officer or supervisor.

Chemicals or substances must not be used unless accompanied by a material Safety Data Sheet (SDS).

All containers are to be clearly and correctly labelled, with tops securely tightened.

Storage must be sufficiently secure so that the chemicals are safe from young children or the public in general.

Waste Management

(See Waste Management Policy) 

Sharps

Sharps such as needles and scalpels are to be disposed of into yellow sharp containers. Ensure lids are secure.

When three quarters full the container is to be sent for disposal.

Biological (infectious materials, contaminated dressing etc)

Dispose of in Bio Hazard waste container in the nurses room. When the bags are full they must be tied up and stored securely before being placed in the storage area for collection.

Pharmaceuticals (Drugs)

See Medication Management Policy.

Dirty Linen

Place in the container in the storage room.

When the bags are three quarters full they must be taken away for cleaning

General

Paper and cardboard rubbish is to be placed in the recycling bin.

Confidential paper waste is to be disposed of in the blue bin.

VEHICLE POLICY

Drivers of company vehicles must have a current drivers licence.

Drivers of company vehicles are expected to drive in a safe manner and obey the road code at all times. This means no driving under the influence of alcohol or drugs, observing speed limits and obeying the road rules at all times.

Company Vehicles of all types are not to be used unless Registration and Warrants of Fitness are current.

A fire extinguisher should be installed in all company vehicles.

Employees must be aware of the location of, and how to use, the fire extinguisher.

A fire extinguisher is provided for the use of staff using their own vehicles on company business.

In the event of an accident:

Make the scene safe and provide first aid for anyone who is injured.

Contact management as soon as possible to co-ordinate any rescue attempts.

Vehicle fire extinguishers are provided to assist in evacuation of passengers. DO NOT attempt to fight a vehicle fire once passengers have evacuated.

WORK OFF PREMISES

Work away from the main business premises may pose additional hazards which management are unable to mitigate or control directly.  Staff should consider the following possibilities:

• Risk associated with travel.
• Risk associated with the location of the work eg: Trips, sharps, infestation, earthquake risks.
• Risk associated with the people at the location of the work eg:  Assault, infection, accusations.

Many of these risks can be mitigated by:

• Ensuring that reception are aware of the address to which you intend to travel, the purpose of your visit and the likely time by which you will return.
• Ensuring that your mobile phone is charged, set to sound, rather than mute and that reception are aware of your current number.
• Considering asking another staff member to attend with you or, in some cases requesting a police escort.
• Wearing appropriate PPE and following infection control processes.

OPERATING INSTRUCTIONS FOR TOOLS AND EQUIPMENT

The management will ensure that all tools and equipment are in safe working order.

Employees should be familiar with the operating instructions before using any tools and equipment. If an employee is unsure or feels he or she requires more training management is to be advised immediately and training will be provided.

Company policy is:- “if you are unsure – ask”.

Report any unsafe or faulty equipment immediately.

Tools and equipment of all types MUST NOT be used unless all guards required are in place.

SMOKE-FREE POLICY

We are a smoke-free workplace.

Sec 5 of the Smoke Free Environments Amendment Act 2003 states that an employer “must ensure that no person smokes at any time in a workplace” and that “no employee may smoke at any time in a workplace”.

Smoking is not permitted by employees inside the buildings, in company vehicles nor within sight of the building.

ALCOHOL AND DRUGS

STRICTLY FORBIDDEN. Persons under the ‘influence’ at work are a danger to themselves, our clients and to their work mates.

Employees are not permitted to report for work while under the influence of alcohol or drugs. Any employee under the influence of alcohol or drugs will be considered a safety hazard, will not be permitted to work and may be subject to dismissal.

FOOLING & PRACTICAL JOKES IN THE WORKPLACE

There is nothing wrong with a bit of fun at work, but be aware that fooling and practical jokes can cause injury or death.

SUMMARY OF THE BASIC SAFETY RULES

• Report any safety hazards promptly.

• All accidents must be reported.

• Be aware of evacuation and emergency procedures.

• House keeping and hygiene in all aspects provides a safe and healthy work place.

• Follow the protocols for handling hazardous materials

• Know the location of your nearest fire extinguisher.

• No alcohol or drugs allowed.

• Don’t fool around in the work place.

If unsure - ask

Wear protective safety equipment appropriate to the work.

Use guards on tools and equipment as designed and ensure all equipment is in safe working order.

Ensure safe and suitable power supply to all tools and equipment. Where mains powered equipment is used for patient care, use a 10mA RCD device.

GENERAL EMERGENCY PROCEDURES

FIRE

Evacuation of the work area must take place in the event of a fire.

All persons in the building must be aware of the following:

• Every exit.

• Assembly point.

• Where a fire extinguisher is located and how to use it.

If you discover a fire raise the alarm dial -111.

If possible attempt to extinguish the fire but only if you can do so safely.

If the fire spreads – leave the building immediately and make your way to the assembly area.

EARTHQUAKE

If an earthquake occurs:

• Do not rush outside

• Move away from windows and storage racks

• If possible shelter under a desk, stand in a doorway or lie beside a solid structure and hold on. “DROP COVER HOLD”

• Your first priority is to ensure your own safety.

• Evacuate only when it is safe to do so.

• Make your way to the assembly area.

   

Do not remove any unconscious or seriously injured victims unless they are in immediate danger of further injury.

Stay by them and send for help.

Give first aid to the injured.

ELECTRIC SHOCK

• Turn the power source off. The main breaker is located at the entrance to reception.

• If the power can’t be turned off use heavy insulated dry gloves or something made of rubber, dry cloth or wood to free the casualty

• Start resuscitation immediately if breathing is not evident

• Leave equipment as is

• Notify your manager immediately

ACCIDENT / INJURY

Administer first aid or provide assistance.

Seek medical attention as soon as possible if necessary.

In the event of a serious accident or injury ensure the Ambulance Service is notified.

Dial – 111.

Clearly state the nature of the emergency and the location (this may include the name and address of the property).

Do not remove any unconscious or seriously injured victims unless they are in immediate danger of further injury.

ROBBERY/VIOLENCE PROCEDURE

Don’t be a hero or put yourself at any extra risk.

Obey all requests made by the offender.

Keep yourself as safe as possible try not to panic.

Stay as calm as you can and obey the intruders commands.

When the offender leaves the premises, contact the Police and management and ensure everyone’s safety.

If possible try to remember some details about the offender such as:

• Facial description - Any marks or tattoos on face or body

• Height

• Weight

• Hair colour. Etc

• Type of clothing

• Weapons

• Mode of transport

IMPORTANT POINTS TO REMEMBER

How you react in an emergency will depend on how well you have prepared yourself before it happens.

Identify areas that will provide the best protection if an earthquake occurs and know the location of all exits.

Make sure you know where the assembly area is and how to get there.

Do not re-enter the building until the all clear is given.

If you get trapped in smoke, crawl low at floor level because that is where the clear air will be.

The worst mistake that can be made on discovering an emergency usually stems from a natural reluctance to cause a disturbance. Serious fires can develop from a failure to inform the Fire Service quickly. Lives can be lost from a failure to evacuate the building while the opportunity exists.

Change Log

17/6/25 - 

Added Adverse Events section

Updated section on reporting severe accidents to regulators,  changed management to Health and Safety Officer and OSH to Worksafe.

Added visitor signin requrements.

Expanded Health and Safety Meeting requirements.

14/03/2015 - Added section on Work Off Premises.