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WORK HEALTH AND SAFETY Section 3 – Procedure 1 Date of Issue: January 2013 Date of Review: January 2015

Responsibilities and Procedures It is the responsibility of the Executive Officer (EO) to oversee and ensure that the Work Health and Safety programme is effective. A staff member will be designated as the Health and Safety Officer. Responsibilities for health and safety factors will be clearly stated and specific responsibilities referred to in both job descriptions and health and safety policy. There will be consultation with staff on health and safety issues in the process of identifying, evaluating and controlling hazards in the work place. Health and safety responsibilities will be given equal importance as with other Management responsibilities. Employees will be provided with appropriate information/training, and will comply with the documented procedures in every aspect of their work. Accountability will be measured and enforced in line with other delegated responsibilities (e.g. client support). The BINSA WHS Procedure Manual (below) will contain procedures for the following: 1.

Duty of Care

2.

Hazard Management

3.

Responding to Behaviours in Emergency Situations

4.

Incident and Injury Reporting and Management (reporting workplace injuries)

5.

Manual Handling

6.

Training staff in WHS regulations (Staff Induction checklist)

7.

Non-smoking workplace

8.

Electrical installations, Adequate Lighting and Equipment

9.

Remote or isolated work

10.

Fire Safety – Evacuation Procedures

11.

Standard Precautions

12.

Food Handling

13.

Emergency (Crisis) response

14.

Alcohol and Other Drugs

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1. Duty of Care The Brain Injury Network of South Australia Inc. (BINSA) has a responsibility to the clients and funders using its service to do everything reasonable to ensure that there are no infringements on the rights of clients at all levels of service provision. This is called a “Duty of Care”. Definition Duty of Care, as a concept, is part of the larger legal concept of "negligence". Negligence belongs to the domain of law known as Common Law. As such it is determined largely by factors such as legal precedent and prevailing community attitudes and expectations. Some Legal Aspects a.

Duty of Care A Duty of Care exists when one person’s actions could reasonably be expected to affect other people.

b.

Standard of Care After demonstrating that a Duty of Care was owed, it is also necessary to show that there is a minimum standard of care that had to be met to fulfil that duty. This reasonable standard is not perfection. It is determined by the practicalities of the situation.

c.

Breach of Duty of Care

d.

Once the appropriate standard of care has been demonstrated, the organisation has to be able to show that the standard was met.

Harm or Loss

In any negligence case, the person to whom the duty of care was owed has to be able to show that the breach of that duty resulted in some sort of harm or loss. Issues and Procedures There are many issues that will need to be addressed when considering Duty of Care. The following generalised approach will be used: •

Identify, in general terms, the area of Service provision or Client rights in which the decision is being made

identify if there is a policy covering this area, if so, consult the policy and procedures

Discuss the general issues with appropriate others and document

Question the outcome of making the decision

Unless the decision is in response to an emergency, no decision regarding Duty of Care should be made without sufficient discussion, by thinking things through intelligently, thoughtfully, sensibly and humanely, good solutions can be found to even the most perplexing and difficult dilemmas.

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Standards and Principles In determining the appropriate Standard of Care which a service has a duty to provide to the Client; the law will take into account the various principles and standards which the community would see as relevant in determining appropriate practice for that particular type of service. Empowering People with a Disability BINSA has a responsibility to ensure that Clients are empowered to play an increasingly pivotal role in decisions that are made with respect to their various and, at times competing, rights. Taking Precautions To minimise the risk of making inappropriate and legally indefensible decisions in relation to Duty of Care, there are a number of straightforward safeguards or precautions that services can and should follow: •

Consult with others

Document all action and plans

Once the appropriate Standard of Care has been demonstrated, the organisation has to be able to show that the standard was met.

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2. Hazard Management A hazard is defined as being any particular practice, procedure or circumstance, which has the potential to harm the health and safety of people at work. To Identify, Control and Monitor hazards the following procedures are to be adopted: Workplace Audit In order to identify hazards or potential hazards the: EO will ensure a Worksite Audit of the workplace is conducted on an annual basis. See G:/FORMS, Form16 Worksite Audit Form The EO or delegate and another staff member will assess the risk created by each hazard by considering: •

The nature of the hazard

How it may affect health and safety of staff (what type of injuries or illness could occur and how serious they are

How staff are exposed to the hazard

How much, how often and how long staff are exposed

Workplace environment, layout and system.

The EO or delegate and another staff member will be required to prioritise the risk created by each hazard by completing a rating scale incorporated in the Worksite Action Plan No 1 (Hazard Identification) attached to the BINSA Worksite Audit Tool (See G:/FORMS – Form 16) Four ratings are to be used with rating 1 being the highest priority and rating 4 being the lowest. • Rating 1: Potential to cause death, permanent disability to staff or extensive loss or damage to plant, equipment or materials. • Rating 2:

Potential to cause serious injury to staff or other damage.

• Rating 3:

Potential to cause minor injury to staff or non-disruptive property damage.

• Rating 4:

Satisfactory

When the hazards have been identified and the risks assessed and prioritised EO must develop and implement appropriate control measures to control the risks. To do this, action must be taken by one of the following: • Elimination of the hazard • Substitution i.e. replacing hazardous substance, machinery or work process with a nonhazardous or less hazardous one. • Engineering Control i.e. by modifying tools and equipment. • Administrative Control i.e. introducing work practices which eliminate or reduce risk. • Personal Protection of staff by providing protective clothing and equipment where other measures are not practicable. The EO or delegate is responsible for processing all reporting documentation including the action to be taken when and by whom.

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A copy of the Worksite Audit Form and completed attachments will be forwarded to the EO who will then inform all staff as a WHS agenda item at the next staff meeting. The EO or delegate will be required to MONITOR the control measures implemented for 3 months following the action taken to reduce or eliminate the hazard and record and determine: • Whether the control measure/s have effectively reduced or eliminated the problem • If further action is required • Any necessary action that should be taken. Observation While Performing Daily Tasks • Whenever a staff member identifies a hazard while performing his/her duties, he/she must assess the hazard and if it can be eliminated without endangering his/her own or another person’s safety, the hazard should be eliminated e.g. a spillage on the floor should be cleaned up immediately. • If a hazard cannot be easily eliminated the staff member must immediately advise their Coordinator /EO and complete an Incident/Accident/Hazard Report & Investigation Form (See Form 18) • The Coordinator must attempt to rectify the hazard as soon as possible and consult with the EO about action taken. Any action taken must be recorded on the Incident/Accident/Hazard Report & Investigation Form (See Form 18) • If the hazard reported is a major problem which the EO is unable to solve then he/she will refer the Hazard Report Form to the Chairperson of the Committee of Management with recommendations for action. The Chairperson will approve or not approve recommended action and return the form to the EO or delegate to complete action if necessary or undertake an evaluation. • Once all steps have been undertaken, the Hazard Report Form is to be signed by Coordinator, the EO and copies forwarded to the Chairperson and Committee of Management and staff informed through the regular agenda item at the staff meeting. Monitoring Effectiveness of controls It is essential that the control measures affected is still working and that other hazards have not been introduced. The relevant Coordinator and Health and Safety Representative are to facilitate this by ensuring that: • All legal requirements are complied with • No new hazards have been introduced with a change of process or work practice • Existing standards of exposure to hazards are complied with e.g. monitoring noise levels, air contaminant levels for particular substances • Control measures are in place • Safe conditions are maintained, i.e. lighting, conditions of floors, exits are clear, signs in place and correct • Check that systems are in place and operational i.e. permit and lockout systems, ensuring personal protective equipment used as required and is appropriate to the task. • The WHS representative will keep abreast of publications such as Regulations and Approved Codes of Practice which identify potential hazards and provide advice to the EO as appropriate.

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3. Responding to Behaviours in Emergency Situations In the event of an emergency situation where there is a risk of harm or physical injury to the individual or others, or there is a risk of property damage, staff will ensure the safety of all individuals in the emergency or at risk situation as follows: •

Staff will remove other people from the situation, if safe, to protect them from harm

Where it is safe, staff will protect the individual from self-injurious behaviours

Staff will protect themselves from injury or harm

If risk of injury is high, withdraw all people to a safe environment if possible until the person has calmed

It may be necessary to use physical restraint

If assistance or extra staff support is required, the Program Coordinator will liaise with the EO

It is the responsibility of all staff to familiarise themselves with each client’s individual program plan and any strategies in place to manage behavioural outbursts.

At the Moment of Emergency Some simple techniques that staff can use to minimise the incidence and risk of severe behavioural outbursts are: •

Remain calm, so not over-react

Be aware of the environment o The location of self and others o The location of exits and escape routes o Light (turn it off) o Sounds (quieten down, turn off televisions, radios, etc.). • Provide the person with as much personal space as possible (you may need to leave the room) • Do not move quickly towards the person • Do not raise your voice as this may be viewed as aggressive or threatening to the person • Maintain voice control o keep voice low, calm o keep talk to a minimum • Avoid making demands wherever possible, but if necessary tell the person what to do not what not to do • Watch the person’s behaviour and listen to everything the person says as this may identify the nature of the problem and assist in diffusing the situation.

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After the Initial Outburst Some simple techniques that staff can use to minimise the impact of the behavioural outbursts are: • Allow the person to calm • The person may become distressed, upset or remorseful. Reassure the person and continue to make no demands of them • Do not tell the person what they have done • Do not use this time to teach the person • Do not reprimand. The person will have the opportunity to debrief once they are completely calm. This may take minutes, hours or days depending on the individual. Procedures to Assist Other People Involved in the Incident It is important that other clients have the opportunity to understand what has happened. The client(s) may feel unsafe, confused and frightened: • Reassure the client(s) • Allow the client(s) time for tears • Assist the client(s) to feel safe. Understand that everyone experiencing a behaviour outburst, whether they have been removed from the situation or not, will be frightened or will be feeling an emotional or physical reaction to the incident. Staff will assist clients to access counselling supports or will assist clients in coping with the physical and emotional impact of the behavioural outburst. It is important for staff to debrief following a high risk situation. Acknowledge that you too will experience a physical and/or emotional impact from the experience. You may wish to: • Speak to other staff within the same service. • Speak with the Program Coordinator to: o Discuss the situation o Be relieved from duty •

Contact the EO during office hours to: o

Discuss the situation

o Be relieved from duty; or counselling services are available to staff if requested. Procedures for Protective Strategies in Emergency Situations Background BINSA does not usually accept clients/participants if they have a history of challenging or aggressive behaviours. If however clients/participants display new and different behaviours there are some general protective strategies that staff can use to protect themselves and others. The aim of protective strategies is to enable staff or clients to remove the immediate threat of injury. G:\Policies & procedures\BINSA POLICY AND PROCEDURES MANUAL 2013\Section 3 - OHS Policies and Procedures\WHS POLICY AND PROCEDURES MANUAL Procedure Jan 2013.doc

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Protective Strategies: •

Will not teach the client

Will not diffuse the situation

Will not stop the behaviour.

Techniques to Assist In Supporting People with Challenging Behaviours The following techniques will greatly assist clients manage their behaviour: Diversion One strategy for interrupting an escalating behaviour is to redirect or direct the person to an activity that has a strong attraction for that person. This may include directing a person towards an activity that has a ritualistic or compulsive quality to it or is reinforcing to the person. For example, a person who needs to have the knives and forks in specific places, it may be helpful to empty the knives and forks onto a bench or floor and direct that person to put the knives and forks away. Maintaining Non-Contingent Reinforcing Events Challenging behaviour may occur because a person has a low level of reinforcing events in their day, i.e. may be bored, life is not enjoyable. Therefore, providing someone with a reinforcing event, maintained at a high level throughout the day regardless (non-contingent) of behaviour, is a practical and easily maintained method of ensuring that behaviours are kept to a minimum. Inappropriate Behaviour When people’s lives are not reinforcing, reducing a person’s access to reinforcing events may be ethically questionable. Proximity Control Being close to or away from a person can have an impact on a person’s behaviour. A reassuring touch (or moving closer to the person) may be enough to break an escalating behaviour.

Moving away from a person, allowing them ‘space’, may assist a person to calm if he/she is agitated. Developing a rapport with the person will assist staff to know which strategy may be helpful. Attachment A

Behavioural Outburst

Attachment B Procedures to use in the event of a Behavioural Outburst

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Attachment A Behavioural Outburst Behavioural outbursts tend to follow a pattern of escalation and de-escalation. Understanding this pattern can assist staff in supporting a person prior to and during the behavioural incident. The pattern is as follows: 1.

Antecedent / Triggers - Those events that initiate the behavioural outburst. It is important to identify the antecedents/ triggers in order to plan to diffuse the situation.

2.

Escalation - The period of time during which a person’s anxiety increases. People may show physical signs that they are becoming anxious. Staff should be familiar with these physical signs and have a clear knowledge of how best to calm, to redirect or divert the person to avoid the behavioural incident.

3.

Peak - The behavioural outburst. Each person will have in their program plan emergency strategies that staff can use in order to minimise the risk of harm to the client (s) to others and to themselves. It is paramount that safety be the focus of any strategy at this time.

4.

De - escalation - Following the behavioural outburst the individual will begin to calm. It is important that staff recognise the physical signs of de-escalation and are aware of how best to support the person to recover from the outburst. It is often best not to make demands of the person at this time.

5.

Remorse - Many people will feel guilt, shame, remorse or regret following a severe behaviour outburst. Staff need to reassure and comfort the person and encourage the person to become involved again in activities.

6.

Recovery - Once the behaviour has finished and the person has calmed (this may take minutes or hours) it is the time to discuss more appropriate ways of communicating needs. Positive programmes will be documented in the behaviour intervention plan.

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7.

Attachment B Procedures to Utilise in the Event of a Behavioural Outburst 1.

If grabbed by hair - Push the person’s hands towards your head and hold in that position. Retreat from the person, still holding onto his/her hands.

2.

If being bitten - Push body part into or towards the person’s mouth.

3.

If being kicked - Leave the situation if possible or place object, e.g. chair, between yourself and the person. Move yourself so object, e.g. table, is between you and the person.

4.

If Someone is attempting to grab You - Move in a way that makes it difficult for the person to hold on, e.g. If someone is trying to grab your arms move away from the person, if possible, flail your arms like windscreen wipers.

5.

If someone is trying to grab your legs - keep moving your legs or move away from the person.

6.

If someone has grabbed you - Do not wrestle with the person unless it is clear that you will be able to escape. Hold onto the person’s hands if possible. Call for assistance

7.

If someone is head-banging (self-injurious) - Cushion the blow if possible by placing a pillow, rolled blanket between the person’s head and the object they are hitting. Physical restraint may be necessary but must be documented in the person’s emergency reaction plan if it is used.

8.

If someone is head-banging (you) - Escape, if possible, call for assistance. Drop to the floor, curl into a ball protecting your head OR push the person to one side or over and run.

9.

If someone is throwing objects - Do NOT put yourself in the line of fire. Remove yourself from the situation. Obscure the person’s vision, e.g. turn off lights, and throw a blanket over their head so that they cannot see where you are. Do NOT attempt to catch or deflect objects - run away.

10.

A sudden and threatening invasion of personal space with intent to injure - Move away, leave the room, if possible, spin the person and run away, push the attacker over or to one side and run, drop and curl protecting head.

11.

If someone is spitting or throwing bodily secretions - remove yourself from the situation if possible or cover yourself with a blanket, sheet or towel.

When the person has calmed, clean the area, being careful to follow universal precautions.

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4. Incident and Injury Reporting and Management BINSA is committed to ensuring a safe and healthy environment for employees, volunteers, clients, contractors and visitors. Incidents, accidents and hazards are managed in ways that minimise harm and limit the possibility of recurrence. It is the responsibility of all staff to ensure that they are not, by consumption of alcohol or a drug, in such a state as to endanger their own safety or the safety of any other person at work. Responsibilities and Procedures •

An Incident is an occurrence where no injury or property damage results, but has the potential to lead to injury or damage

All incidents are to be reported to the EO at the earliest opportunity

An Incident/Accident/Hazard report and investigation form (Form 18) is to be completed within one working day, and all follow-up actions completed and recorded

An Accident is an occurrence which has led to an injury or property damage

All accidents are to be reported to the EO immediately

Following any accident, First Aid must be provided as required, and any damaged property must be either removed, made safe or isolated. An Incident/Accident/Hazard report and investigation form (Form 18)

A Hazard is something that may cause injury or illness

Any staff member or volunteer who becomes aware of a hazard is required to take immediate action to eliminate or minimise the observed risk. An Incident/Accident/Hazard report and investigation form (Form 18) is to be completed within one working day, and all follow-up actions completed and recorded

The Incident/Accident/Hazard report and investigation form requires the staff member or volunteer to describe the incident, accident or hazard and the circumstances under which it occurred. Actions proposed and taken to prevent a recurrence are noted on the reverse side of the form and must be completed in full

Reports of incidents, accidents and hazards are to be recorded by relevant staff and filed by the Coordinator Administration in the Incident/Accident/Hazard folder maintained for this purpose.

Informing and/or involving the BINSA COM is at the discretion of the EO or their delegate.

Injury Management Injury Management includes the processing and administration of all WorkCover claims and the provision of vocational rehabilitation where appropriate. In accordance with the Workers’ Rehabilitation and Compensation Act 1986 as amended the Brain Injury Network of S.A Inc. undertake to meet the obligations of the employer by being actively involved in all rehabilitation programs by •

Training coordinators with rehabilitation responsibilities in effective rehabilitation procedures

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Providing supervision for the injured staff member and ensuring that the workplace is conducive to safe working practises

Identifying appropriate duties for which the staff member has a capacity to perform

Assisting in the monitoring of the rehabilitation p r o g r a m

Having an appointed internal Rehabilitation Co-ordinator who will ensure all aspects of the policy are met.

a.

Claims Management BINSA is required to comply with all relevant WorkCover SA and SafeWork SA legislation and regulations and relevant terms of the applicable industrial award covering an employee injured during their approved working hours. BINSA will seek support from any specialised services and or consultants if additional professional advice is required. If an employee is injured during approved work hours and undertaking approved work then the following will apply: •

Employee reports all accidents / incidents to their appropriate Coordinator or EO via Report form.

All staff are responsible for: Advising the EO, who will notify Safe Work SA in the case of immediately notifiable work injuries which are •

A work related injury that causes death

A work related injury that causes acute symptoms associated with exposure to a substance at work

A work related injury that requires treatment as an in-patient in a hospital immediately after the injury.

SafeWork SA requires that these injuries are reported immediately or as soon as practicable by phone or fax and in writing on the prescribed form within 24 hours. Important: In respect to the above circumstances Safe Work SA prefers that the site where the injury occurred remains undisturbed until inspected by the Department. BINSA Accountant The BINSA Accountant will manage all the relevant financial and related paperwork for any individual employee where an injury claim has been submitted. This will be done so that it fully complies with the relevant WorkCover SA and SafeWork SA legislation and regulations. b.

Rehabilitation Management Staff members with a work related injury will be contacted by the Rehabilitation Coordinator and given information and assistance regarding their claim. Not all injured staff members will require a detailed rehabilitation program. Most will be restored to their pre-injury duties through normal medical services provided by their treating medical practitioner.

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Where rehabilitation is required, the EO will arrange to meet with the staff member and other relevant parties which may include treating medical specialists arrange early intervention and support for an early and safe return to work. There may be times when an external rehabilitation Coordinator is required. Recognition of Roles and Responsibilities A Staff member with a work related injury is entitled to: •

Choose their treating medical practitioner

Regarding their rehabilitation

Have a current copy of their rehabilitation p r o g r a m

Be meaningfully involved in all decisions regarding their rehabilitation p r o g r a m

Have any personal information concerning their claim kept confidential and no information divulged without their written authority (within the provisions of the Act.)

Seek independent advice before signing any document

Be provided with access to this procedure

Access to medical or vocational information which pertains to their rehabilitation progr am

Have a review of a rehabilitation p r o g r a m m e where it is proving ineffectual or unsatisfactory

Security of employment during rehabilitation

Provision of a rehabilitation p r o g r a m which takes account of individual needs including recognition of cultural or linguistic background

Have any grievance or dispute managed in a timely manner.

When a staff member sustains a compensable injury they must •

Undertake appropriate treatment from the medical practitioner of their choice to facilitate a safe return to work

Participate actively in the planning and implementation of a rehabilitation p r o g r a m with the agreed primary goal being to return to work

Accept the provision of safe and suitable alternative duties where they form part of an agreed rehabilitation p r o g r a m

Abide by agreed medical restraints and not carry out duties which conflict with these restraints.

Return to Work Plan The principle goal of rehabilitation for the injured staff member is an early and safe return to work. The following procedures are to be adopted when a return to work plan is initiated •

Where an injured staff member is able to return on restricted duties a written return to work p r o g r a m m e will be developed

Injured staff members will only return to suitable and safe duties which have been fully discussed with them and agreed to by their treating medical practitioner

An individual will be identified as the person from whom the injured staff member seeks assistance with a problem, whilst on a return to work program

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All work restrictions and physical limitations of the injured staff member will be conveyed to the EO

Where appropriate a p r o g r a m for a graduated return to work will be established to match the injured staff member’s capacity

Duties will be meaningful and contribute to the service and provide and include a variety of activities to match the injured staff member’s capacity

Appropriate on-job training will be provided where alternative duties are unfamiliar

The injured staff member’s progress whilst on a return to work p r o g r a m will be monitored by the Rehabilitation Coordinator and EO and any changes to the p r o g r a m will be done on a consultative basis with all relevant parties.

Regular Review of Return to Work P r o g r a m The Rehabilitation Coordinator will coordinate and document a regular review process to ensure there is acceptable progress being achieved and to assist with any problems hindering successful rehabilitation The review will take into consideration the need to increase the injured staff member’s workload, adjust hours, appropriate duties etc. Changes to the p r o g r a m will only be made on medical advice and in consultation with all relevant parties. Formal rehabilitation will cease when the staff member has returned to his/her pre-injury duties or to an alternate job, which he/she is capable of performing. Staff Access to Information All necessary forms will be available from the Coordinator Administration or the EO. •

During the induction process, all new staff will be introduced to WHS responsibilities including injury management

This procedure will be accessible to staff whilst on duty.

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5. Manual Handling Manual handling involves the application of human effort to lift, lower, push, pull, carry or otherwise move equipment, materials, objects or people. There is a potential hazard for persons working in the vicinity of large, heavy wheelchairs. It is essential that footwear with enclosed toes is worn. Risk Assessment Follow individual manual handling plan and complete hazard report if plan no longer meets need or requires review. Risk Control Risk control is the process of eliminating or reducing identified and assessed risk factors. Risk control can best be accomplished by a combination of: •

Job redesign

Mechanical handling equipment

Provision of training

BINSA will ensure that the appropriate control options are implemented to address risk factors and reduce the overall risk of manual handling injuries. Storage All heavy or frequently used materials should be stored at waist level. High level storage will be limited, for shelving and storage racks, to a maximum shelf height of 1.8 metres. All aisles and passageways must be kept clear at all times to avoid slips, trips and falls whilst handling loads. Training The EO and Program Coordinators are to ensure that staff receives relevant training specific to manual handling tasks and introduction to the Manual Handling Policy and Procedures. Determine the Best Lifting Technique All factors should be taken into account when determining the best technique. The best handling technique involves suitable balance and avoidance of unnecessary bending, twisting and reaching. The person undertaking a lift should lift efficiently and rhythmically, minimising bending of the lower back. The knees should be bent, but preferably not at a right angle. Equipment •

The procedures for the use of mechanical manual handling devices (i.e. lifters) are developed by the manufacturer prior to installation of the device into the workplace

The choice of design for lifters is as per recommendation of the Consultant Physiotherapist contracted by BINSA

The design, installation and use of mechanical handling equipment shall comply with all other relevant South Australian Legislation

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The original manufacturers operating instructions will be available for each device used by staff and clients in the workplace

A service contract is in place to ensure that the maintenance and servicing of devices will occur as required.

What to do when someone falls Refer to Attachment Standard Operating Procedures (SOP) 37.

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Attachment Standard Operating Procedure 37 What to do When Someone Falls Depends on a multitude of factors and there are two basic principles: •

Your own safety

Safety of the person

1.

2.

Prevention of Injury •

If the person is falling, guide to the floor rather than try to stop the fall.

Assist the person only if it can be done without injury to the worker/volunteer.

Assessment

a.

b.

c.

What is the reason for the fall? •

Simple e.g. trip

Medical e.g. heart attack

How big is the client? •

How strong are you?

I.e. Know you limitations. By trying to help you may do more damage.

Is the person injured by the fall? •

Talk to the person

3. Make the Person Comfortable 4. Get Help Or Assist With The Transfer Note: An Incident/Accident/Hazard Report and Investigation Form are to be completed and submitted on same working day.

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6. Training Staff in WHS Regulations See Staff Induction checklist See G: Forms 04

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7. Non Smoking Workplace Employees are reminded that they are obliged under the Work Health Safety Act 2012, to protect their own health and safety and to not adversely affect the health and safety of their fellow employees. BINSA is committed to providing a safe, smoke-free and healthy working environment for all employees and clients of the organisation. This includes the office, organisational cars, and employee vehicles when other staff are travelling in them and in client's homes if required. BINSA will not permit smoking in any of its buildings or by staff in clients’ homes. In addition, specified external areas may also be smoke free. This policy will apply to all employees and volunteer staff, visitors and clients whilst they are in BINSA premises. Any breach of this policy will lead to the normal disciplinary procedures being applied. •

People who wish to smoke during active working hours may only do so in their own scheduled breaks

Client safety and staff duty of care requirements need to be considered when breaks are taken

Staff employed under the Social, Community, Home Care and Disability Services Industry Award 2010 are allowed an unpaid meal break of 30 minutes and no longer than 60 minutes only when the shift is longer than five (5) hours.

Every employee will be allowed a paid 10 minute tea break in every four (4) hours worked.

The organisation is aware that some of its clients may be smokers and that staff are, from time to time, exposed to cigarette smoke when supporting clients. Clients' smoking behaviour may not be changed, but support staff can distance themselves whilst the person has a cigarette. The goal is to provide a safe smoke free workplace. Should an employee wish to try to stop smoking or ask for information on stop smoking courses, they can contact: Heart Foundation South Australia- 8224 2888 Quit SA - 8291 4141 Correct as at 11/10/12 For extra support while attempting to stop smoking call: 13QUIT or 137848 anytime.

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8. Installations, Adequate Lighting and Equipment BINSA aims to ensure the safety of all electrical installations, appliances and associated equipment used in its workplace. The regulations provide minimum requirements for the safety of electrical installations, appliances and equipment and in certain circumstance, for the use of residual current devices (RCD’s) for protection from earth-leakage hazards. Adequate and appropriate lighting must be provided at a workplace, and at any other place where a person may be required to go in the normal course of work. New appliances are not required to be tested prior to using; but second-hand appliances are required to be checked and tagged prior to use. All appliances are checked and tagged on an annual basis.

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9. Remote or Isolated Work •

All Staff will are obliged to use Outlook Calendar for recording all client/meeting appointments whether in the office or scheduled externally.

All staff are obliged to make their Outlook Calendar available in ‘read mode’ by any other staff member, this includes the EO.

The EO is delegated to approve any external work by staff. Staff are required to negotiate with the EO to work remotely and any other time they intend to work externally to the office.

BINSA will approve home visits in exceptional circumstances and all home visits are to be advised to the EO and recorded appropriately in Outlook Calendar.

Any changes or additional appointments are to be advised accordingly.

All staff are to notify Coordinator Administration (or other nominated staff member) when each home visit is completed.

Working Alone on BINSA Premises If on BINSA premises and working alone ensure that: •

Automatic doors are locked, (triple-strike) (red light is visible) on ground floor

Entrance door (self-locking) is closed on first floor and triple strike (red light is visible).

It is important to inform a co-worker when leaving; if that remaining person will then be working alone on the premises after your departure. The person last to leave is responsible for securing the premise

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10. Fire Safety See Procedure 13 Emergency/Crisis Responses for Evacuation Procedures

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11. Standard Precautions Because infectious disease may spread quickly to affect many clients, employees’ volunteers and visitors, prevention measures are high priorities. It is the policy of BINSA to ensure that measures to minimise the transmission of infection are implemented within its services through standard and additional precautions, education, training and information in a manner which is sensitive to the rights of clients and employees. BINSA is committed to the identification, assessment and control of Work, Health and Safety risks associated with the handling of blood and bodily fluids. It is the responsibility of Coordinators to support paid and volunteer staff in the hazard identification and risk assessment process. To ensure that appropriate infection control procedures are established, the following areas will be addressed to minimise the risk infection transfer: •

Environment/housekeeping

Food handling and storage

Personal care

Infectious and general waste disposal.

It is also their responsibility to notify the EO/Responsible Officer of hazards (potential or actual) and areas requiring training. Staff and Volunteers will be provided with appropriate information/training, and will comply with the documented procedures in every aspect of their work. There is a two-tier approach to infection control: •

Standard Precautions - Basic work practices undertaken by everyone against infection spread by contact

Additional Precautions - Extra precautions taken to protect the individual against specific conditions e.g. airborne infection, T.B., measles, chicken pox

Standard Precautions (previously known as universal precautions) Standard Precautions apply to everyone (clients, staff and volunteers) regardless of whether they are known to be infectious or not and involves assessing the extent of possible contact with bodily fluids, and taking the appropriate protective measures. Consider all blood and body fluids as infectious (body fluids include urine, faeces, vomit, saliva, sputum, semen, and vaginal discharge). The elements of Standard Precautions are: •

hand washing

protective wear

environmental control

waste disposal

response after exposure to blood or bodily fluids.

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The following procedures address each of these 5 elements

a.

Hands should be washed Hand washing is an extremely important means of infection control as most infections are spread by hands. Intact skin is a natural barrier against infection and hand washing is the most effective way to stop the spread of infection: •

Before handling food, using gloves, smoking, entering or leaving workplace

After using the toilet, wiping noses, cleaning blood or bodily fluids, handling dirty linen, removing gloves, smoking

After each client contact especially when skin contact is involved. In this instance, dry hand washing using antibacterial hand wash will suffice.

Correct Hand washing Technique

b.

Wet hands under running water

Lather well with soap (preferably liquid soap

Rub hands vigorously, wash all surfaces, extra care needs to be taken between fingers and under nails.

Rinse well, especially under rings (non-essential jewellery to be removed before client contact)

Pat dry with paper towels

Apply moisturiser regularly.

Protective Wear Assess the extent of possible contact with blood or body fluids and select a suitable level of protective wear. Gloves, protective eyewear, gowns, plastic apron, boots to be worn if splash or sprays are expected e.g. vomiting, severe diarrhoea, cleaning toilets. BINSA will ensure that latex gloves are available for use, and that a resuscitation mask is available in the First Aid kits. Latex gloves must be worn in conjunction with thorough hand washing practices to reduce the risk of contamination. Wear disposable gloves whenever performing direct care functions involving blood, urine, faeces, semen, vaginal fluid or other body fluids contaminated with blood. Ensure that the appropriate size glove is worn, gloves are only used once, all cuts and broken skin are covered with waterproof dressings and hands are washed before and after using gloves. The situations where gloves should be worn include: •

Food Management if direct contact with bodily fluids or blood is expected e.g. urine and faeces

Provision of first aid, when bleeding has occurred

Assisting with intimate personal hygiene and menstrual management

Assisting with dental care (especially when gums are bleeding).

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c.

Environmental Control Good housekeeping in conjunction with appropriate waste disposal helps provide a safe working environment. Good housekeeping includes:

d.

e.

Regular cleaning of the surfaces of furniture and equipment with detergent and water

Protection from flies

Covering food, washing utensils, sweeping floors and wiping tables immediately after meals using fly spray if necessary

Cleaning up blood and body fluid spills immediately e.g. urine, faeces, vomitus (dried blood and body substances are still infectious)

Soaking up spills with paper towels

Washing with detergent and hot water

Assisting or prompting clients to remove themselves from other participants or food, or turning head and/or covering nose and mouth when sneezing or coughing.

Correct general cleaning techniques

The BINSA change room basin should be cleaned with detergent after each use.

Rinse well. Use detergent and water to wash soiled surfaces like tap handles, toilet seats and handles at least once daily

Cleaning prior to disinfecting will remove most of the bacteria, and those that remain will be accessible to disinfectant. Correct dilution and water temperature is important, follow manufacturer’s instructions

All disinfectants take time to work. Some bacteria die more slowly than others. The activity of most disinfectants stops on drying. Disinfectants gradually deteriorate after dilution. Freshly prepared disinfectants must always be used

Blood, mucus, pus, vomit and faeces reduce or prevent the activity of disinfectants. Therefore washing with hot soapy water is the most important part of any cleaning and disinfecting routine. Do not use disinfectant if thorough cleaning is sufficient.

Waste disposal Linen •

Never share bath towels, face washers or personal clothing

Urine bags, colostomy bags and disposable gloves. Contents must be emptied into toilet before putting bags and gloves into a covered plastic bin lined with a plastic liner provided in the accessible toilet

Sanitary/Incontinence pads are to be placed into plastic bags and placed in the bin provided for the purpose in the facility toilet.

Exposure to blood or bodily fluid •

There must be an immediate response to exposure to blood or other bodily fluid.

Encourage bleeding from the affected site if possible e.g. from cut or needle stick injury

Wash the affected area thoroughly with soap and water

If eyes are contaminated, rinse with water or normal saline thoroughly, while eyes are open

If mouth is contaminated with blood spit it out, then rinse with water thoroughly.

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f.

g.

All WHS incidents must be reported on the Incident/accident/Hazard Report and Investigation Form (See FORMS – Form 18) to the EO, or Coordinator, who will seek further information if necessary and advice on further action.

Clients or participants with infectious diseases •

In situations where employees are supporting a client who is known as having an infectious disease BINSA will ensure that the client receives counselling and information for management and knowledge of their disease

The client understands the importance of ensuring support workers have the knowledge required to provide pertinent support

To enable this to occur, Coordinator/s will consult with the client and their advocate (if requested) to sign a release of information relevant to the program/service they are involved with

The client will be protected by the Anti-discrimination Act as well as the BINSA Confidentiality Policy (refer to policy on ‘Privacy and Confidentiality’)

Employees will receive information regarding the infectious disease

Employees will be offered appropriate immunisation as deemed necessary by a medical to further reduce risk

The EO or Coordinator will take appropriate steps to identify other clients who may be at risk and ensure that they have information

If clients do not have the ability to understand or take appropriate protective measures, the EO or Coordinator will consult with their family/advocate regarding the most appropriate and sensitive outcome

If a client is unwilling to disclose their infectious disease status to people who are at risk of being infected, BINSA will seek legal advice to assist them in making the appropriate response until the advice has been sought, protective measures will be made without disclosure of information.

Employees with infectious diseases In situations where employees have an infectious disease, the following steps will be taken: •

The employee will obtain medical advice about their ability to undertake their normal work duties and to determine whether a period of absence is required

The employee is obligated to honestly inform their doctor of the work they are required to undertake

The employee is required to disclose information to the EO and will be assured of confidentiality within the framework of further conveying this information only to the most relevant people - this may include the Coordinator and other relevant staff

Information disclosure will be discussed with the employee

BINSA will adopt appropriate WHS measures to eliminate or minimise risk.

Discriminatory comments or practices are not acceptable to BINSA and every endeavour will be made to ensure that safe, effective and supportive strategies are implemented and maintained.

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12. Additional Precautions Extra protection is required when standard precautions are not enough to stop the spread of specific conditions e.g. TB, measles, chicken pox. Participants and staff will be advised not to attend if they have an infectious or potentially infectious illness requiring isolation or exclusion for a period of time. Training Coordinators and other staff as appropriate shall attend training or take other steps to ensure currency in infection control knowledge relative to the needs of BINSA. The EO/Responsible Officer shall be responsible for the review mechanism of this policy within the allotted time frame. All employees shall receive training covering: •

Routes of infection

General effects of infectious agents

General and infectious waste disposal

Infection control procedures relevant to their particular work.

Role-specific training should be provided in the following areas •

Personal care

Housekeeping

Food handling and storage.

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13. Food Handling Although BINSA's services are not directly affected by the Food Safety Legislation BINSA is committed to abiding by the Legislation and Food Safety Practices and General Requirements following the guidelines in the Charities and Community Groups Information Kit provided by the SA Health, Department of Communities and Social Inclusion, SA Food Safety. BINSA owes a duty of care to its clients to ensure the food that is consumed does not place clients at risk from food borne illness. BINSA will support clients to purchase (when necessary) transport, store and prepare food in a manner that ensures food consumed is safe and wholesome. •

Lunch boxes brought from participants’ home or accommodation service are refrigerated immediately upon arrival at BINSA

All food that is put into the refrigerator must be labelled with the name and date. Please note that any food without labels will be discarded. Staff will observe the following hand washing protocol. •

Hands are to be washed in hot soapy water and then dried: o Before preparing, serving or eating food o After touching ears, nose, mouth, hair or other parts of the body o After using the toilet o After using a handkerchief or tissue, coughing or sneezing o Smoking o Touching animals o Handling garbage

Staff will observe general overall cleanliness of lunch area when serving the lunch-box contents for the participants’ lunches. Volunteers and staff must wear disposable gloves if any broken skin or lesions are present. BINSA will ensure the provision of appropriate equipment to assist with the safe handling of food: •

Coloured chopping boards

Disposable Gloves

Fridge for storage

Hot water, soap and paper towel for washing and drying hands

Hot water, detergent and towels to wash and dry crockery and cutlery

Cooler bags and ice blocks for excursions and outings

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14. Emergency (Crisis) Response Unforeseen incidents may occur at short notice that must be dealt with urgently outside the standard policy framework. While precise procedures cannot be laid down, there is a need for a general policy to guide the organisational response to crisis. BINSA is committed to meeting the individual needs of Staff, Volunteers and clients by ensuring a proactive and supportive response is provided to emergency situations faced in the workplace. The Crisis Response Policy is intended to facilitate the management of a crisis within BINSA to minimise risks to people and property, to protect its reputation and to implement urgent recovery procedures. Possible types of emergencies (crises) that could occur in the Workplace Include: •

Medical and health

Fire and flood

Bomb Threat

Burglary and Theft

Motor Vehicle Accident

Accident in the workplace

Accident in a community setting

Threatening behaviour or violence

Death of a client or staff member on duty.

On being informed of any crisis situation, the EO shall arrange to meet with the Executive group of the COM at the first feasible opportunity and report on any actions taken to: •

Ascertain the nature and extent of any damage to BINSA

Coordinate BINSA’s media response

Institute any urgent recovery procedures

Responsibilities of all employees It is the responsibility of each employee to ensure that they are aware of the potential threats to their personal safety that have been identified for their work-site. They must also ensure that they are familiar with the procedures that have been developed for responding to those threats. Medical and health emergencies •

All direct care staff will have a current first aid certificate

Staff will administer first aid in an emergency situation and call for an ambulance. Staff is not to hesitate in their decision to call an ambulance and will not be chastised or disciplined for calling an ambulance which may not be required

Clients with health care needs which fall within the DCSI health care category level 3 will not be eligible to access the Springboard Rehabilitation and Skills Development Program

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Staff will receive training and support related to special health care issues e.g. management of choking or epilepsy, from a designated registered nurse the training will include appropriate emergency responses

Should the client’s health care needs change, these will be addressed by the Registered Nurse in consultation with the client, family member/s and DCSI Service Coordinator

Staff resources will be allocated to ensure clients are safe when pursuing activities/interests. If adequate supports are not available to safely support clients with activities then the activity may need to be postponed or cancelled until adequate resources are available

BINSA will have systems in place to ensure any impacts of staff shortages do not compromise client safety. This may result in staff being reallocated across the services in an emergency. The EO and senior staff will provide back-up support to direct handson staff and will be available to provide additional advice and support

The responsibility to ensure adequate staff is the EO in consultation with the service/program coordinator

In the event of a staff member ceasing employment BINSA will make appropriate arrangements to cover the position in the interim by qualified staff until relevant recruitment is undertaken.

Responding to a fire, flood or bomb threat In the event of any of the above issues arising the BINSA Emergency Evacuation Procedures involving the use of URS Volunteers will be activated (See Attachment 1) Other Information is located in file box above ground floor Sign-in Desk •

Folder Containing “First 5 Minutes” Emergency Response Procedures and the “First 5 Minutes Emergency Procedures Wardens’ Handbook”.

Burglary and theft In the case of burglary or theft, contact the police and make a report. •

An incident report must be lodged with the relevant Program Coordinator and/or the EO who will ensure that the matter is followed up.

Motor vehicle accident See Appendix 1 and 2 of the BINSA Motor Vehicle Policy •

Procedures for Reporting Accidents and

Accident Information Checklist 2.

Accident in the workplace •

Staff will administer first aid and call for an ambulance

In no circumstances is staff to place clients, themselves or other staff at risk in an attempt to save property, e.g. Fire or burglary.

Accident in community settings •

Staff are to seek support from the public in emergency situation if required, e.g. request for someone to telephone an ambulance or police if they do not have their own mobile phone

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When faced with an emergency while in public, staff is to ensure the privacy and confidentiality of the client(s) is maintained.

Threatening behaviour or violence •

At all times staff have a duty to respond immediately in order to protect their client(s) themselves, and others at risk. Refer to WHS Policy No 6 – Responding to Behaviours in Emergency Situations.

Clients who exhibit severe behaviour problems do so in order to have their needs understood and met. It is expected that throughout the process of pro-active programming people will continue to experience difficulties in coping, and outbursts of behaviour which threatens injury to self, others and damage to property, may occur.

Death of a client or staff member on duty Death is a very sensitive issue and it is vital that staff be aware of the need to provide support to other clients and to adequately deal with their own grief and loss. The following are clear guidelines on what steps to take and who to contact: •

Under no circumstances is the body to be moved until authorised by a Medical Practitioner (GP) or the Police

The immediate area is not to be disturbed and no items moved, as this may interfere with forensic evidence gathering.

The staff member or Program Coordinator will advise the EO immediately who will: •

Contact the Police

The Coordinator or EO will attend and give assistance as required to GP/Police/other clients/staff.

Training •

The emergency procedures will be part of the induction of new staff

Clients will receive appropriate training on emergency procedures and responses.

Debriefing After dealing with an emergency situation, any staff member, volunteer or clients may wish to take the opportunity to talk about what happened with someone not directly involved with the emergency. They are to contact the EO if they would like to discuss what happened and how they are feeling. In cases of extreme trauma BINSA may arrange for Staff, Volunteers and/or Clients to access professional counselling services under the Employee Assistance Program (EAP).

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Attachment 1 - BINSA Emergency Evacuation Procedures Involving the Assistance of URS Volunteers BINSA Fire Wardens •

Mariann McNamara - EO

Karen Arthur – Coordinator Administration

N.B. All Wardens will be wearing Red hats The Alarm System for the premises are: BEEP BEEP *Orange flashing light continuous for several minutes WHOOP WHOOP *Red Light flashes Be aware that: •

The Strobe light affects people who have epilepsy

The loud alarm affect people who have a fear of loud noises (especially in the stairwells).

Level 1 – First Floor Staff from URS has volunteered their services to assist staff and clients of BINSA in the evacuation process and the strategy is as below. Upon hearing the alarm system sound: •

Physically check areas prior to evacuating

Close the External door and leave a yellow post-it note to show that the offices have been checked

Immediately proceed to the ground floor via the stairwell

Do not use the lift until advised it is safe by a fire warden.

If working alone please lock the door and leave a yellow post-it note near the swipe as you leave to clearly indicate to the URS staff, that there is no one inside. If clients or any person who is mobility impaired are on level 1 check all offices and toilets and all stay in the tiled foyer area on Level 1 until Emergency Services (MFS) can assist. A URS volunteer will advise Chief Warden on Ground Floor of number of mobility impaired people on Level 1. Do not use the lift until advised is it safe by a fire warden

Ground Floor ALL PEOPLE ON THE GROUND FLOOR - On the "BEEP BEEP" prepare to move out but do not evacuate until advised to do so. Upon hearing the alarm system sound – the BINSA warden will immediately make contact with the chief warden on the ground floor, advising numbers of people on ground floor including people who are mobility impaired – taking with them the “sign in” book from the top of the sign-in area. Physically check areas prior to evacuating – close all office doors and leave a yellow post-it note to show that the room has been checked. G:\Policies & procedures\BINSA POLICY AND PROCEDURES MANUAL 2013\Section 3- OHS Policies and Procedures\WHS POLICY AND PROCEDURES MANUAL Procedure Jan 2013.doc

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Instructions to URS staff In the event of an emergency evacuation, URS Volunteers •

Proceed to the Level 1 foyer via the stairs

The first arrival will be asked to proceed to the Chief Warden at the ground floor Fire Panel, and communicate the number of mobility impaired and staff on Level 1

Subsequent arrivals may be asked to remain on Level 1 to accompany BINSA clients - stay in the tiled foyer area on Level 1 until Emergency Services (MFS) can assist

If there is NO FIRE on Level 1 DO NOT enter the stairwell until the MFS so advised.

If not required on Level 1, report to the Chief Warden on ground floor

Chief Warden or a BINSA Warden may ask you to assist with accompanying evacuated BINSA clients to the Muster Point (Corner of Currie Street for BINSA).

In the event that smoke or fire is seen on Level 1 •

Do not enter an area or try to rescue anyone - close the door and evacuate

Assist with moving BINSA clients into the stairwell and close the door.

Not part of your role as a BINSA Volunteer •

Physically lift or carry clients to evacuate

Stop anyone from evacuating if they want to

Enter a smoke or fire filled room or floor.

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15. Alcohol and Other Drugs All employees of BINSA have a responsibility under the Work, Health, Safety Act 2012 to ensure that they take reasonable care to protect their own health and safety and that of others whilst in the workplace, by not being affected by alcohol or other drugs to the extent that it impacts on their own or another person’s safety or work performance. This policy applies to the whole site and all employees, contractors, volunteers and visitors to the site or other sites where work is being performed are required to take reasonable care to protect their own safety and that of others whilst on the site/s. The effects of intoxication and the regular use or dependence on alcohol or other drugs are associated with impaired judgement and skills, reduced concentration, absenteeism and increased workplace accidents. These behaviours and activities may seriously affect employee safety and standards of practice within BINSA.. Employees who have concerns about working with any other employee (including contactors, consultants or visitors to the site), due to possible alcohol or other drug use should consult with their manager/supervisor immediately BINSA recognises that an employee’s work performance can be affected by problems in their personal life and is committed to assisting employees in dealing with these issues. For the purpose of this Policy, BINSA defines alcohol and drugs as follows: “Alcohol” - Any beverage containing an alcoholic content that temporarily impairs a person’s physical or mental capacity. “Drugs” - A chemical substance, whether it is legal or illegal, which may have the ability to impair a person’s physical or mental capacity. These can include prescribed drugs issued by a medical practitioner, or non-prescribed drugs, for example, but not limited to, speed, heroin, amphetamines, LSD, crack, cocaine, ecstasy, marijuana, etc. All employees of BINSA are prohibited from selling, distributing, manufacturing, possessing or consuming alcohol or other drugs during working hours, when on the premises of BINSA or when engaged at other sites by the organisation. Employees are also prohibited from arriving at work or returning to work from any break under the influence of alcohol or other drugs. However, there may be certain occasions where alcohol may be available at BINSA functions, though generally, these functions will not take place during an employee’s ordinary working hours. In these specified situations, BINSA accepts that alcohol may be consumed within the appropriate guidelines and with the permission of management. In instances when employees attend either workplace functions or functions on behalf of the BINSA management and employees will be expected to behave in a professional and responsible manner, ensuring that duty of care is provided to both themselves and others. In circumstances where an employee is taking medically prescribed drugs to manage a specific condition that may interfere with their work performance, they are required to notify the EO. The EO in consultation with the employee (and the employee’s doctor if relevant to the particular circumstances), may (if practicable) make adjustments to the work requirements of G:\Policies & procedures\BINSA POLICY AND PROCEDURES MANUAL 2013\Section 3- OHS Policies and Procedures\WHS POLICY AND PROCEDURES MANUAL Procedure Jan 2013.doc

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the employee concerned. If this is not possible and the situation is temporary, the employee will either resume or commence sick leave until the employee is able to resume work safely. The right of employees to consume alcohol or take other drugs socially is acknowledged, however it is inappropriate to do so in the workplace. Therefore, BINSA reserves the right to take action if an employee is: •

Affected by alcohol or other drugs, so as to endanger their own safety or the safety of any other person in the workplace

Found in the possession of alcohol, drugs or drug use equipment on the BINSA premises or other sites where work is being performed without prior consent

Affected by alcohol or other drugs, so that the employee’s work performance is impaired.

An employee found possessing, consuming, distributing, selling or manufacturing alcohol or other drugs or under the influence of alcohol or other drugs, on BINSA premises or other sites where work is being performed will be subject to disciplinary action, dependent on the nature of incident, which may result in the employee being counselled, instantly suspended on full pay, pending the outcome of an investigation into the incident; or dismissed for serious and wilful misconduct, provided the EO has actual proof. The EO will confiscate the substance in question for possible evidence. BINSA vehicles are not to be driven by any person who has consumed alcohol or other drugs. BINSA will accept no liability for any damage to the vehicle, injury to any person, or damage or injury to any third party, incurred while the driver of a BINSA vehicle is in breach of this Policy or the law. The driver of any BINSA vehicle found to have consumed alcohol or other drugs prior to, or whilst, driving a BINSA vehicle will be deemed to have committed an act of serious misconduct and will be subject to disciplinary action and possible termination of employment. All liabilities will rest with the driver concerned. BINSA reserves the right to search its premises for alcohol or other drugs at any time. Possession and/or Consumption Of Alcohol Or Other Drugs If the EO/coordinator suspects, on rational grounds or as the result of a positive saliva, breath or urine test, that an employee is in the possession of, or has been consuming alcohol or other drugs on BINSA premises or another site where work is being performed, the employee will accompany the EO/coordinator whilst a search of their bag(s), locker or other possessions is undertaken. The employee has the right to have a witness present during the search. However, if it is not appropriate for the employee to accompany the EO/coordinator, then the employee will be taken to a suitable room and instructed to remain there whilst the search is conducted. In this situation, the employee will be allowed to have a witness present at the search on their behalf. If the employee has been found consuming alcohol or other drugs, the EO/coordinator will confiscate the substance in question and retain it for possible evidence. If the employee is believed to be in the possession of alcohol or other drugs, the search may be performed by either the EO or a delegated representative of BINSA, or in the case of drugs, by the police.

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An interview will be conducted between the employee concerned and management in accordance with BINSA disciplinary procedures on dealing with misconduct at work. The employee will be offered the opportunity of having a person of their choice attend the interview as their representative and/or as their witness. The employee will be offered the opportunity of explaining and responding to the allegations put to them. A full investigation of the incident will be undertaken and if the EO/coordinator has sufficient evidence that the employee was in possession of, distributing, selling or consuming alcohol or other drugs on BINSA premises, the employee will be subject to disciplinary action, which for a first offence will include a formal warning. For a subsequent offence or offences an employee will be dismissed for serious and wilful misconduct. If the Employee is considered to be incapable of performing their duties If it is considered that an employee is affected by alcohol or other drugs and is incapable of performing their normal duties in a safe and efficient manner, the EO/coordinator will arrange for a witness to also assess the employee. The witness must be familiar with the employee’s normal behaviour and mannerisms and be able to support the assessment that the employee is incapable of performing their normal duties. The assessment will be made away from the employee’s work area/station. Full particulars of the situation will be ascertained and recorded. If the assessment is supported, the EO/coordinator must advise the employee to leave the work place and counsel the employee to go home. The EO/coordinator will assist the employee in finding safe transport home. If the employee leaves the workplace as advised and does go home, it will be recorded as being absent from work with pay. If the employee refuses to leave the workplace and go home, despite having been advised and counselled to do so, the employee will be suspended (on full pay) and directed to leave the workplace, while the EO/coordinator reviews the employee’s conduct and discusses the situation with the appropriate management personnel. On the next occasion that the employee is rostered to attend at the workplace (or earlier if required), the employee shall attend an interview and counselling session prior to recommencing their normal duties. The interview and counselling session shall be convened •

To clarify that the behaviour is unsatisfactory and why

To establish whether the behaviour was due to intoxication or other factors in the employee’s life (in which case confidence must be observed if requested)

If necessary, to recommend assistance in line with BINSA’s Employee Assistance Program Policy.

The employee will be given the opportunity of having a witness or person for support present with them for the interview and counselling session. Details of the interview and counselling session will be documented. Once the interview and counselling session are completed, appropriate disciplinary action will be undertaken in accordance with, and proportionate to, the original assessment of the G:\Policies & procedures\BINSA POLICY AND PROCEDURES MANUAL 2013\Section 3- OHS Policies and Procedures\WHS POLICY AND PROCEDURES MANUAL Procedure Jan 2013.doc

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employee’s conduct and the results of the interview. In the first instance this will involve a first and final warning. If an employee commits a second offence their employment with BINSA will be terminated. Poor Work Performance The EO/coordinator may become aware that an employee’s work performance has deteriorated to such an extent that it is of concern, or that the employee has placed themself or others at risk of an accident or injury, due to the possible effects of alcohol or other drugs. Where a pattern of unsatisfactory work performance becomes clear, the details will be documented by the EO/coordinator. BINSA recognises that an employee’s work performance can be affected by problems in their personal life and is committed to assisting employees in dealing with these issues. Where appropriate, an interview will be arranged with the employee to advise them of the work performance problem and to offer assistance, in line with the BINSA Stress Management Policy, whereby a counselling service is provided to employees to assist them in dealing with issues that are affecting their ability to perform required work duties. If the problem continues, a second interview will be arranged to caution the employee, to offer assistance and warn of potential disciplinary action. If a third interview is necessary, the employee will again be given the option of obtaining help. If help is declined, appropriate disciplinary action will be taken immediately. Testing Procedure Employees of BINSA may be subjected to random drug and alcohol testing at any time during their employment with the organisation. The purpose of the testing protocol is to determine whether an employee is under the influence of alcohol or other drugs whilst at work. Saliva, breath and urine testing protocols will be used to determine whether an employee is under the influence of alcohol or other drugs. If an employee is suspected of being affected by alcohol or other drugs during work time and denies the accusation, then BINSA can request that they attend a suitably qualified drug tester/technician to be tested for traces of the suspected substance, at the employer’s expense. If the testing reveals alcohol or other drugs in the employee’s system and the employee is deemed unfit for normal duties, the employee will be suspended and sent home on full pay and a full investigation will be commenced. If the testing is inconclusive or negative and the report deems the employee fit for normal duties, the employee will be required to resume work as normal; however, continued observation of the employee’s work performance will occur, as the original conduct observed was cause for concern. BINSA does acknowledge that employees have the legal right to refuse to be tested, however, if the employee does refuse, the employee may be subject to disciplinary action in line with the normal policy and processes.

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BRAIN INJURY NETWORK OF SOUTH AUSTRALIA INC. (BINSA)

Worksite Audit Tool

Worksite:

Coordinator:

EO:

Date:

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BINSA Worksite Audits •

Done annually in July.

Action Plan No. 1 Lists items within the Coordinators’ delegated authority. This Action Plan is kept at the worksite and it is the manager’s/supervisor’s responsibility to ensure that each item is recorded and items are fixed as per the WHS flow chart. Action Plan No. 2 Lists items which are the responsibility of the Landlord or other parties. This Action Plan should also be kept at the worksite. The COM will ensure the information is included in the Annual BINSA Business Plan. The manager/supervisor will be sent a written response outlining the action taken. If a worksite has no issues that fall unto Action Plan No. 2 a copy of the plan should still be forwarded to the BINSA COM Chairperson stating “no issues falling into this category at this worksite.”

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Danger Identification List- - Worksite Audit Checklist Item Date:………./……../……………

Result of Inspection

Person Inspecting:

Good

Not Good

 

 

   

   

 

 

  

  

  

  

      

      

  

  

Safety Rules Rules are clearly displayed Known and followed by all employees Fire/Emergencies Extinguishers in place, clearly marked for type of fire and recently serviced Adequate direction notices for fire exits Exit door easily opened from inside Exits clear of obstructions Fire alarm system functioning correctly (if installed) Emergency procedures available and displayed Fire evacuation drills carried out Electrical No broken plugs, sockets or switches No frayed or damaged cords Portable appliances in good condition No temporary extension cords on the floor Earth leakage circuit breakers installed where required General Lighting Adequate lighting for the job Light fittings clean and in good condition Emergency lighting operable All lights protected where required Walkways, Stairs and Ladders Oil and grease removed Entry and walkways kept clear No obstruction of vision at intersection Stairs in good condition Anti-slip tread on stairs Hand rails in place Fall protection if required General Housekeeping Clear of rubbish Satisfactory task lighting Rubbish cleared at regular interval Storage Items stored correctly

Action Required Comments

Name of Person to Fix it

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Schedule to be fixed

Actual Date Fixed

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Checklist Item Date:………./……../……………

Result of Inspection

Person Inspecting:

Good

Not Good

 

 

  

  

  

  

 

 

  

  

 

 

Storage designed to minimise lifting problems, i.e. items located between knee and shoulder Walking space clear Chemicals at the Workplace Material Safety Data Sheet (MSDS) for all chemicals used at the workplace Containers clearly labelled Correct disposal is undertaken Is there appropriate storage for chemicals? First Aid First aid box/Cabinet available Employees aware of location of first aid box Adequate stocks available Records kept on use of first aid box Emergency telephone numbers displayed Adequate first aid box Noise Do employees consider that the noise levels in the worksite do not exceed recommended levels? If employees do consider the noise levels excessive, have they been investigated and measures taken to reduce them? Office Photocopiers-fumes controlled Air conditioning system maintained regularly Stable non-slip floor coverings Workstation adequate for task Manual Handling Unnecessary manual handling eliminated Loads to be within the employees capabilities Training provided on mechanical aids and proper lifting techniques Teamwork used when required Current preventative maintenance program in place? Equipment checked at regular intervals to ensure that it is in good working order?

Action Required Comments

Name of Person to Fix it

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Schedule to be fixed

Actual Date Fixed

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Checklist Item Date:………./……../……………

Result of Inspection

Person Inspecting:

Good

Not Good

Action Required Comments

Name of Person to Fix it

Schedule to be fixed

Actual Date Fixed

Are records kept of maintenance undertaken? Have risks arising from the use of equipment been identified (e.g. lifters, wheelchairs etc)? Have employees received information/training in the use of equipment (documented e.g. standard operating procedures)? All hoists checked and maintained in the past 12 months (i.e. documented records)? Plant (Electrical) and Plant Exposed to Electrical Hazards Is all damaged electrical equipment that could cause electrocution, disconnected and withdrawn from service (e.g. frayed of damaged cords)? Remote or Isolated Work Is there a documented procedure to ensure regular contact with staff working alone? Are appropriate arrangements in place to ensure the safety of individuals when driving in remote and isolated areas? Are adequate security measures in place at the worksite? Violence/Trauma Adequate procedures in case of robbery   Adequate procedures to ensure personal safety and security   Access and Egress Can a person move safely and easily around the worksite?   Is there enough room to move wheelchairs etc. and assist clients?   Are passages for emergency egress kept free of any obstructions?   Amenities Does seating provide adequate support (e.g. kitchen/lounge/clerical chairs, etc.) and are chairs with casters on a non-slip surface (e.g. mat or carpet)?   Are drawers/cupboards available to safely store personal belongings for  

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Checklist Item Date:………./……../……………

Result of Inspection

Person Inspecting:

Good

Not Good

 

 

 

 

staff? Is a meal area/tea room: • Available? • Clean and hygienic? • Water proof? • Provided with rubbish bins? • Furnished with appropriate chairs and table space? Is drinking water available? Are facilities available for washing and storing utensils, boiling water and storing food? Is suitable access to toilets that have appropriate signs on the doors provided? (i.e. 1 toilet per 15 staff providing privacy/security between males and females) Is an adequate and hygienic means for sanitary disposal provided? Is a rest area provided or are suitable administrative arrangements made to ensure the wellbeing of an employee who becomes sick while at work? Are hand-washing facilities available? Asbestos Is an asbestos register available to cover the worksite and is the register updated every 12 months (including inspections to assess asbestos condition? Do all persons carrying out asbestos work/removal wear protective clothing and use respiratory protective equipment and remove the asbestos in a way so as to reduce the release of asbestos fibres in the air? Consultation Are copies of all organisational policies readily available to all employees? Are policies verbally explained to employees as well as being available to read? Is occupational health and safety a regular agenda item at meetings and are minutes kept?

Action Required Comments

Name of Person to Fix it

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Schedule to be fixed

Actual Date Fixed

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Checklist Item Date:………./……../……………

Result of Inspection

Person Inspecting:

Good

Not Good

Emergency Facilities and Procedures Can a person leave safely and rapidly from each part of the worksite if there is an emergency? Is there an emergency evacuation plan displayed prominently at the worksite? Are emergency exit signs in place and are they visible at each exit point? Does your worksite have a fire warden? Does the fire warden have a current Fire Safety Certificate? Do you conduct regular evacuation drills using an audible alarm (at least every 6 months)? Are appropriate fire extinguishers/fire blankets available and are they easily identified and found? Are fire extinguishers regularly checked and maintained? (Every 6 months) Fire Prevention Is there an automatic fire detection system installed (smoke detectors/alarms)? Are automatic fire detection systems checked regularly and records kept? Is rubbish and dust regularly removed? Are flammable materials stored and handled in a manner that minimises the risk of fire? Are signs showing flammable materials displayed where necessary? Hazardous Substances Are material safety data sheets (MSDS) obtained before hazardous substances are used? Do all employees likely to be exposed to a hazardous substance know where to find the MSDS? Are all containers clearly labelled to identify the hazardous substances and the basic health and safety information? Have staff been advised not to remove, modify or change labels?

Action Required Comments

Name of Person to Fix it

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Schedule to be fixed

Actual Date Fixed

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Checklist Item Date:………./……../……………

Result of Inspection

Person Inspecting:

Good

Not Good

 

 

 

 

Do you have a Job Safety Analysis and Standard Operating Procedures available for all substances listed as having significant risk? Have Job Safety Analysis and Standard Operating Procedures been reviewed in the last 12 months? Is a Hazardous Substances Register available? Does the register list all the substances in the worksite? Do employees know where the Hazardous Substances Register is kept? Has the Hazardous Substance Register been updated in the last 12 months? Are correct signs displayed for hazards as shown on labels? Are employees trained before they use hazardous substances (documented records)? Are hazardous substances stored according to the instruction of the MSDS? Are liquids and flammables stored away from electrical items? Is a system in place to provide emergency services with information of your worksite hazardous substances? Occupational Health and First Aid Are first aid facilities/a first aid kit provided at the worksite? Is there a trained first aid officer at the worksite (offices more than 50 employees)? Is there an appropriate first aid sign displayed indicating the location of the first aid kit? Are records of all first aide treatments (articles used from first aid kits) located in the kit and kept for 3 years? Is the first aid kit regularly restocked? Training and Supervision Do new employees to the worksite receive formal induction? Are documented records kept at the

Action Required Comments

Name of Person to Fix it

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Schedule to be fixed

Actual Date Fixed

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Checklist Item Date:………./……../……………

Result of Inspection

Person Inspecting:

Good

Not Good

worksite to support employees training? Have all employees received training and instruction in aspects relating to • Manual handling techniques? • First aid • Emergency evacuation? • The use of fire extinguishers? • The safe handling of chemicals? • Job safety analysis? • Standard operating procedures? • Occupational health and safety responsibilities? • Hazard identification and reporting? • WHS&W policies and procedures? • How to avoid aggression? • Any other task(s) they may be asked to do? Is appropriate instruction and supervision given to each employee at work? Workplace Cleanliness and Hygiene Are floors cleaned regularly? Are bench tops, tables and chairs clean? Are staff toilets maintained in a clean, hygienic condition? Is waste placed in an appropriate bin? (e.g. Softees) Are windows and skylights that are specifically used to let light in for any work performed, kept clean? Is the plant room free of dust and rubbish? (If applicable)

Action Required Comments

Name of Person to Fix it

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Schedule to be fixed

Actual Date Fixed

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Worksite Action Plan No 1 - (Hazard Identification) The original Action Plan No. 1 must stay on the worksite and a copy should be sent to the EO. List and prioritise all outstanding issues within coordinators’ delegated authority from: •

Statistical data (incident/injury/hazard form/dangerous occurrence forms) for the past 6 months

Worksite audit outcomes

Outstanding (unresolved) issues from the last Action Plan (i.e. Action Plan from the previous Worksite Audit.

Worksite:

Issue

Date:

Priority

Relevant section

(1, 2, 3 etc.)

(refer to Worksite Audit Tool)

Action Require

Comments

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/

/

Date completed

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Issue

Priority

Relevant section

(1, 2, 3 etc.)

(refer to Worksite Audit Tool)

Action Require

Comments

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Date completed

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Issue

NB

Priority

Relevant section

(1, 2, 3 etc.)

(refer to Worksite Audit Tool)

Action Require

Date completed

Comments

Action Plan No. 1 must be prioritized in consultation with the health and safety representative and staff of the worksite and signatures require below confirming this.

Issues should be prioritised on: •

The likelihood of causing injury

The severity of injury together with

Past history of injuries in your worksite.

Name and signature of delegated authority Signatures of staff members:

Date: /

/

Date: /

/

Date: /

/

Date: /

/

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Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Name and signature of WHS committee member:

Date:

/

/

/

Date:

/

/

/

The original Action Plan No. 1 must stay on the worksite, however a copy should be sent to the EO to ensure issues are monitored and assistance is given, if required, to complete identified hazards.

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Worksite Action Plan No 2 - (Hazard Identification, Assessment and Control) The original Action Plan No. 2 must stay on the worksite and a copy should be sent to the EO. List and prioritise all outstanding issues which are outside the coordinators’ delegated authority/control.

Worksite:

Date:

Priority Issue

(1, 2, 3, etc.)

Relevant section

Action Required

(refer to Worksite Audit Tool)

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/

/

First Recorded

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Priority Issue

(1, 2, 3, etc.)

Relevant section

Action Required

(refer to Worksite Audit Tool)

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First Recorded

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Priority Issue

(1, 2, 3, etc.)

Relevant section

Action Required

(refer to Worksite Audit Tool)

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First Recorded

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NB

Action Plan No. 2 must be prioritized in consultation with staff of the worksite and signatures required below to confirm this.

Issues should be prioritised on: •

The likelihood of causing injury

The severity of injury together with

Past history of injuries in your worksite.

Name and signature of delegated authority Signatures of staff members:

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Date: /

/

Name and signature of WHS committee member

Date:

/

/

/

Date:

/

/

/

The original Action Plan No. 2 must stay on the worksite and a copy must be forwarded to the EO and chairperson of the Management Committee.

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Incident- Accident- Hazard Report (Please circle) Incident – an occurrence where no injury or property damage results, but has the potential to lead to injury or damage. Accident – an occurrence which has led to an injury or property damage. Hazard – something that may cause injury or illness

Date:

Time:

Location:

Staff/volunteer reporting: Person/s involved: Others present:

Activity being undertaken:

Incident/accident/hazard type (please circle) Physical

Chemical

Biological

Ergonomic Radiation

Psychological

Incident/accident/hazard description:

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Factors affecting incident/accident/hazard:

Injury and/or damage details:

Initial actions taken:

Person initially informed of Incident/accident/hazard:

Name:_

Date:

Supervisor:

Person making report:

Signature:

Time:

Date: Signature: Date:

See Over Page For Actions Taken To Prevent Recurrence

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Incident / Accident / Hazard Investigation The delegated authority is responsible for conducting this investigation in consultation with the delegated employee and the injured/reporting employee. Were there any unusual circumstances at the time of the incident/accident/hazard identification? If yes, please describe the events that led to the incident occurring: Did any of the following factors contribute to the incident/accident/identified hazard?  Not written procedure  Incorrect method used  Outdated method  Inadequate training  Needs on-going training  Lack of equipment provided  Lack of maintenance  Equipment not available  Inappropriate equipment used  Inadequate  Inadequate storage  Poor access ventilation/lighting  Possible lack of attention  Excessive workload

 Yes

 No

No training provided Equipment fault Inadequate space Unsuitable work area

Risk Control

The objective or risk control is to eliminate of minimize the risk of re-injury from the hazard that has caused this injury. The categories below (Hierarchy of Controls) are the referred control options in descending order. 1. Elimination involves the complete removal of the hazard or risk of exposure to the hazard (e.g. remove the problem/process). 2. Substitution involves replacing the hazardous plant, equipment, and substance or work process with a less hazardous one. 3 Engineering controls may include using a patient lifter, redesigning/re-engineering the workplace, fixing guards, or maintenance. 4. Administration controls may include introducing new work practices, policies, placing signs, training and operating procedures 5. Personal protective equipment includes the use of safety shoes, goggles, splash glasses, gloves etc. This is the least effective method of control but sometimes required to protect employees from hazards in the workplace.

Recommendation to prevent recurrence of this incident/accident Action 1.Change in induction program 3.Equipment/machinery modifications 5.Change to work environment

Proposed 

Taken 

7.Other job redesign

Remedial Action

Corrective action to be taken after discussion with staff and designated representative to prevent a recurrence of this incident/accident

Action 2.Change in on-going training 4.Change to work procedure 6.Equipment/machinery maintenance 8.Other preventative action Who does it? (Name)

Date to be completed

Proposed 

Taken 

Date actually completed

Initial when completed

BINSA SIGN-OFF Staff meeting date: ……………………/……………………./………………………. Incident/Accident/Hazard satisfactorily resolved. Chairperson signature:………………………./…………………………/……………………..

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On completion, the Report Form must be filed in the Incident/Accident/Hazard Report Folder, Admin office.

RELEVANT LINKS

Standard Operating procedures (SOPs) SOP 37 What to do when someone falls ..\..\..\..\Policies & procedures\SOPs\37 - What to do when someone falls.doc

Operational Instructions (OI) – N/A

Forms (F) Form 4 Staff Induction Checklist ..\..\..\..\Policies & procedures\Forms\Form 04 - Staff Induction Checklist.doc Form 16 Worksite Audit Form ..\..\..\..\Policies & procedures\Forms\Form 16 - Worksite Audit Form.doc Form 18 Incident/Accident/Hazard Report ..\..\..\..\Policies & procedures\Forms\Form 18 - Incident-Accident-Hazard Report and Investigation.doc

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WHS Procedures Manual