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Residential Services Practice Manual 3rd Edition – Part 3

Section 3 Contents Issued: August 2018

3 Ensuring a safe environment3.1 Occupational health and safety3.2 Workplace safety inspections

3.2.1 Maintenance and repairs3.3 Manual handling

3.3.1 Purchasing manual handling aids and equipment3.4 Occupational violence re-issued February

20143.5 Vehicle safety3.6 Hazardous substances3.7 Smoke-free environment re-issued August

20183.8 Fire and emergency procedures

3.8.1 Bushfire preparedness3.9 Electrical safety3.10 Infection prevention and control overview

3.10.1 Standard precautions3.10.2 Body fluid spills and personal hygiene support3.10.3 Infectious disease outbreak and additional precautions

3.11 Food safety3.12 First aid and cardiopulmonary resuscitation re-issued August

20183.13 Issue resolution for OH&S3.14 Disease, Injury and near miss and accident (DINMA) reporting3.15 Serious incident notification to Worksafe Victoria

RSPM application to service type Each instruction has service type and instruction application codes to assist to identify how the specific instruction applies to supported accommodation by service type. Service type:STAA /FBR

Short term accommodation and assistance / Facility based respite

GH group homes

STJ short term justiceLTRP long term rehabilitation program

I Colanda RTF residential treatment facility (DFATS)

Instruction application:Y instruction applies in full

N instruction does not apply to service type

PPartial application. Service required to implement principle of instruction but service not generally directly responsible for planning, monitoring and reviewing components of instruction

Access the Disability Accommodation Services Hub to ensure the most up to date information is used

Residential Services Practice Manual 3rd Edition – Part 3

LD Locally determined based on client plans, service model and protocols. Applicable to STJ, LTR and RTF only


Residential Services Practice Manual 3rd Edition – 3.1 – 1

3.1 Occupational health and safety

Issued: August 2012 Applies to all

Contents The OH&S Act 2004Employer obligationsFunctions of Health and Safety RepresentativesRole of all staffRole of the supervisor and managerResident inclusionResources

The OH&S Act 2004

The Occupational Health and Safety Act 2004 (OH&S Act) outlines obligations for employers and employees in ensuring a safe working environment. The Act also sets out requirements for consultation with employees and the powers of elected health and safety representatives (HSR).

Employer obligations

Under the OH&S Act, the Department of Human Services as an employer must provide, as far as is reasonably practicable, a safe and healthy workplace for all employees, clients, contractors and visitors. To ensure compliance with the OH&S Act 2004, the department has a Health, safety and wellbeing policy that describes the action required to meet these requirements.The Health, safety and wellbeing policy was developed to guide staff in fulfilling the obligations of the OH&S Act. It clearly outlines OH&S roles and responsibilities of every employee at all levels within the department. The policy principles that apply to all departmental workplaces are:

The department must provide as far as is reasonably practicable a safe and healthy workplace.

Senior management commitment is critical to achieving improvements in health, safety and wellbeing of employees.

The health, safety and wellbeing of employees is a core management responsibility.

Consultation with stakeholders will provide positive and effective health, safety and wellbeing outcomes.

Prevention is the most effective way to reduce occupational illness and injury.

No work-related employee injuries are acceptable.In addition that Act states:

employees, other persons at work and members of the public be given the highest level of protection against risks to their health and safety that is reasonably practicable in the circumstances

Employers are responsible for eliminating or reducing risks to health and safety so far as is reasonably practicable

Employers should be proactive, and take all reasonable measures, to ensure health and safety at workplace and in the conduct of undertakings

Employers and employees should exchange information and ideas about risks to health and safety and measures that can be taken to eliminate or reduce those risks

Employees are entitled, and should be encouraged, to be represented in relation to health and safety issues



Functions of Health and Safety Representatives

Health and safety representatives (HSR’s) are elected to represent the members of a designated work group on OH&S issues and have specific rights under the Act. They can raise and participate in the resolution of OH&S issues with their employer.Under the OH&S Act they:

can inspect any part of a workplace can accompany an inspection during a visit within their designated

workgroup can seek assistance to resolve OH&S issues can review any documentation, including workplace inspection

checklists, resident plans, DINMA reports and risk control measures that have a relationship to occupational health and safety

must be consulted the development of strategies to control risk can issue Provisional Improvement Notices (PIN) and request

assistance from WorkSafe Victoria to assist in the resolution of OH&S issues

A designated HSR is not legally responsible for the management of OH&S issues. As a result, they are not required to or responsible for, conducting the workplace safety inspections or completing the OH&S risk assessment tools.HSRs are to be notified of any incident or issue that impacts on the occupational health and safety of employees.

Role of all staff All staff must: follow safe work practices not be affected by alcohol or drugs and;– have a zero % blood alcohol level to drive a government vehicle– be aware that alcohol may remain in the system for up to 24 hours,

for example if a person has had 10 or more standard drinks up to 11pm, they are likely to still be over 0.05 at 9am the next day.

work to prevent and minimise risks to health safety and wellbeing participate in risk assessment processes and follow risk control

strategies attend training provided to assist safe work practices report incidents, near misses and hazardous work practices follow relevant guidelines provided in the House maintenance

guide, when maintenance contractors, trainers, health therapists, or other non-departmental staff, need to enter a residential service for work purposes.



Role of the supervisor and manager

Supervisors and managers must: provide and maintain a healthy, safe and risk-free work

environment as far as is reasonably practicable provide, maintain and monitor risk control measures, for example,

equipment provide information, instruction and training to support staff, for

example orientation provide information, instruction and training to maintenance

contractors and other non department employees performing work at the residence

provide and maintain every residential service with an OH&S notice board that displays:

– OH&S representative details– WorkHealth contacts– OH&S bulletins.

Resident inclusion

Residents are not responsible for ensuring any aspect of the OH&S requirements are completed but can be involved in a variety of ways that may include:

Participate in risk assessments Reporting broken or damaged items Putting bulletins on the notice board

Resources House maintenance guide – a guide for accessing maintenance and repairs in group homes. Available on the Disability services Division website at: http://www.dhs.vic.gov.au/about-the-department/documents-and-resources/policies,-guidelines-and-legislation/disability-supported-accommodation-house-maintenance-guide

Occupational Health and Safety - information and resources for department employee’s to manage Health, Safety and Wellbeing. Available on the DHS Hub.

Singleton Equity Housing Limited and properties owned or managed by other housing options, follow the maintenance information provided at the site.

WorkSafe Victoria – website of the Victorian WorkCover Authority which manages Victoria’s workplace safety system. Available at: http://www.worksafe.vic.gov.au

Work related stress - Psychological injury that results from work-related stress is a priority health and safety issue for the Department of Human Services and for our stakeholders.

Work Health Tool Kit - the tools for occupational health and safety compliance in the workplace - Contact the regional workhealth unit.



3.2 Workplace safety inspections


Contents What are Workplace safety inspections?When Workplace safety inspections are doneWho is responsible for workplace safety inspections?Who is responsible to monitor and manage outcomes?Role of all staffFunctions of the HSRResident inclusionResources

What are Workplace safety inspections?

Workplace safety inspections are regular inspections use to identify hazards within the physical environment. They are a key element of workplace safety because they enable:

proactive maintenance of the physical environment review of OH&S information, systems and practices compliance with legal requirements

Workplace safety inspections must be organised by supervisors and are conducted by either the supervisor or a person nominated by a supervisor. The relevant Designated Health and Safety Representative (HSR) must be informed that the inspection will be occurring and may participate in the inspection.

When Workplace safety inspections are done

Workplace safety inspections must be conducted in accordance with the annual work place inspection schedule.In addition, a visual check of equipment should be done by staff at the start of every shift and prior to operating or using equipment. For example, staff should check that brakes on equipment work, safety straps are intact, fire exits are clear, electrical cords on beds, and hoists (including the vehicle hoist) are not in a position to be caught.

Who is responsible for workplace safety inspections?

Supervisors are responsible for ensuring workplace safety inspections are organised and conducted in accordance with the Annual Workplace Inspection Schedule. Supervisors are required to:

conduct or organise another person from the workplace to conduct workplace safety inspections, workplace inspection report and action list

use the state-wide workplace inspection checklists consult with the designated HSR take immediate actions to control risks or refer for action to line

manager allow, and assist, the designated HSR to inspect the workplace



Who is responsible to monitor and manage outcomes?

Managers must: monitor the completion of workplace safety inspections in

accordance with the annual schedule of inspection. use the state-wide workplace inspection checklists, workplace

inspection report and action list consult with the designated HSR take immediate actions to control risks or refer for action to senior

management allow, and assist, the designated HSR to inspect the workplace and

control measures.

Role of all staff Staff have a responsibility to: do visual checks of the environment and equipment during shifts participate in conducting inspections as required report and tag any broken or unsafe area of the workplace

Functions of the HSR

The designated HSR has the right to view all work areas and documents that have a relationship to the OH&S of employees. Documents include but are not limited to workplace safety inspection records, staff training information, resident plans and information. HSR’s have a right to conduct their own safety checks within the designated work group and participate in the development and review of risk control strategies.The HSR may seek the assistance of any person including the HSR from another work group and Worksafe Victoria, if and as required.HSR’s are not responsible to conduct the workplace safety inspections or complete the OH&S risk assessment tools.

Resident inclusion

Residents can participate by: assisting to fill in the checklist being given responsibility to keep exits clear assisting to check equipment reporting broken or damaged items



Resources Workplace Inspection Annual Schedule- a schedule of when annual workplace inspections are to occur. Available on the DAS Hub.

Workplace Inspection Package – the complete inspection package covering all areas of the worksite. Also available as individual packages below. Available on the DAS Hub.

Module 1: Kitchen and dinning, bathroom, toilet and laundry. Available on the DAS Hub.

Module 2: Client bedroom, staff sleepover, office and living area. Available on the DAS Hub.

Module 3: Internal passageways and corridors, external access points, gardens and grounds and pool. Available on the DAS Hub.

Module 4: Infection control and hazardous substances. Available on the DAS Hub.

Module 5: First aid, OH&S information and management tools, and plant and equipment. Available on the DAS Hub.

Workplace Inspection Report and Action List – the reporting and action plan requirements. Available via EMS or by by emailing: [email protected]

Occupational Health and Safety Act 2004 – provides the legislative framework for OH&S in Victorian workplaces. Available on the Victorian Legislation and Parliamentary Documents website at: http://www.legislation.vic.gov.au


Residential Services Practice Manual 3rd Edition – 3.2.1 – 1

3.2.1 Maintenance and repairs


Contents OverviewBuilding maintenanceEquipment maintenanceRole of support staffRole of the supervisorResident inclusionResources

Overview Maintenance is required to ensure the department’s properties and equipment used to provide accommodation and support services are safe.

Building maintenance

Repairs to buildings and fixtures should be carried out as quickly as possible to maintain building function. The urgency of repairs will be assessed based on a number of criteria. For example, faults with plumbing and electrical systems have a higher priority than a cupboard door with a broken hinge. However, if there is a risk the door will become a weapon, or create extreme anxiety for a resident, it will be noted ‘high’ priority.

Equipment maintenance

Equipment requires routine maintenance to ensure it remains in good working order. Regions are required to have routine maintenance arranged for:

heating and air-conditioning systems hoists (including bus hoists) manual handling aides and equipment vehicles.

Other equipment requiring routine maintenance as advised by the manufacturers’ handbook, include:

washing machines and dryers dish washers lawn mowers and similar items.

Wheelchairs, both manual and electric, also require regular checks to ensure they remain in good working order and are safe to use.



Role of support staff

Staff must report any damage including wear and tear which may become a hazard, for example, worn carpet which may create a trip risk. Staff are required to use the reporting mechanism for the property. This will vary depending on who owns the property and the relevant guide and contact details must be accessible to all staff at all times. Staff must:

immediately report any damage, or repair requirements provide information to assist maintenance services to prioritise

repairs document the report, as required undertake visual checks of equipment each shift follow required equipment operating procedures not use damaged or faulty fixtures or equipment.

Role of the supervisor

Supervisors must: ensure staff are aware of worksite maintenance reporting processes ensure details of who to contact for maintenance are accessible check reported issues are addressed ensure routine equipment maintenance and servicing is completed,

as required.

Resident inclusion

Residents can participate by: assisting to complete checklists being given responsibility to keep exits clear assisting to check equipment reporting broken or damaged items.





3.3 Manual handling


Contents What is a manual handling risk?Managing Manual handling risksRole of the supervisorRole of the managerRole of support staffResources

What is a manual handling risk?

A manual handling risk is any situation where an employee must use force to lift, push, throw, pull, carry, or otherwise move, hold, or restrain an object, person or animal. Most staff manual handling risks are defined as hazardous manual handling as they involve:

repetitive, or sustained application of force repetitive, or sustained awkward posture or movement moving people or objects, which may be difficult to hold or grasp.

Staff manual handling tasks include, but are not limited to: assisting residents with dressing assisting residents with eating pushing wheelchairs, or providing other mobility assistance undertaking household chores, or assisting when residents

undertake household chores.

Managing Manual handling risks

Manual handling risks must be eliminated so far as is reasonably practicable. Where this is not reasonably practical the risk must be reduced, through one or more of the following:

environmental design use of equipment information and instructions workflow planning training.

This means that work practices are to be designed so that staff: do not physically lift or support the full body weight of an resident

while assisting them with activities of daily living use techniques and equipment, where appropriate, that promote

the individual’s independence and participation, use equipment to lift and move people and other objects, for

example use a trolley to move washing and shopping are able to provide support or perform the activity as described

NOTE: Emergency situations are not considered activities of daily living. However, the principles of this policy must be applied when planning for an emergency, for example evacuation procedures.




Supervisors must ensure manual handling hazard identification and risk assessments are undertaken and reviewed annually and:

after an incident has occurred if there are new practices or changes in the workplace when a new resident moves into a residential service as resident mobility levels alter.

Supervisors must ensure: action plans are formulated for identified risks action plans are approved by management staff are familiar with, and use, risk control strategies training and equipment needs are identified and reported work routines are monitored to ensure manual handling tasks are

shared.

Role of the manager

The manager must ensure that: required actions are implemented strategies are in place for staff orientation to site specific safe work

practicesWork routines and rosters are balanced to enable staff to:

alternate between tasks not rush tasks implement the required safe work practices


Staff must: follow strategies to control manual handling risks report any difficulty with manual handling tasks to their manager attend manual handling training and apply techniques learnt work as a team share and alternate between work tasks not rush tasks seek assistance, as required.

Resources Manual handling resources - assessment tools and information to guide the provision of safe physical support to residents. Available on the DAS Hub

Physical Support Assessment (PSA) – an electronic assessment tool for identifying and assessing risks associated with providing physical assistance to residents. Available by emailing: [email protected].

General Manual Handling Risk Assessment Tool – an electronic assessment tool for identifying and assessing risks associated with general and household manual handling tasks. Available by emailing: [email protected]



3.3.1 Purchasing manual handling aids and equipment


Contents OverviewAssessments required before purchaseHoistsCommodes and shower chairsSpecialised bedsWheelchairsOther specialised chairsRole of support staffRole of the supervisor and managerResources

Overview Many residents require significant support with day-to-day mobility. This means staff may be required to use a number of different manual handling aids including:

hoists specialised beds wheelchairs and other specialised chairs such as commodes and lift

chairs.Staff may also be required to assist residents who use equipment such as walking frames. The equipment purchased to support manual handling needs must be appropriate to the:

resident physical environment in which it is to be used task for which it is to be used staff providing support.

Equipment must not be altered, have additions made or parts removed, except by the authorised manufacturer or supplier.

Assessments required before purchase

Before equipment is purchased the Physical Support Assessment (PSA) must be completed or reviewed. A relevant health professional with relevant disability experience, such as an occupational therapist or ergonomist is required to assess hoists and other equipment if indicated by the PSA and specific assessment tools. Specialised beds require assessment where there may be a specific clinical need, for example, pressure care or falls prevention. The assessment will determine if the equipment:

is suitable for the purpose intended is suitable for the physical environment considers the needs and safety of the;– resident– staff using it



Hoists There a many different types of hoists available. Where possible, it is preferable to have a permanent ceiling hoist installed, to meet on-going needs. If this is not possible, a mobile floor hoist should be used. The correct type of hoist will be determined according to the resident’s:

size weight core body control capacity to assist by holding on.

Hoist slings must be the right size, so staff are able to guide the sling safely without a resident’s weight shifting. This is important as weight shifting can cause injury to residents and staff. It is essential appropriate assessments are completed regarding the correct type of hoist to use. The assessment should be conducted in the residential service where possible, so the physical environment, including the floor covering and space, can be thoroughly assessed.

Specialised beds

There are specific requirements for the purchase of specialised beds to ensure resident and staff safety. The use of beds rails and additions are not generally required, and for most residents can create significant risk. The following must never be used:

soft portable roll-up cot sides as residents have suffocated due to not being able to move away from the side of the bed. This risk is greater for those:

– with epilepsy– who cannot lift or manoeuvre themselves

inflatable pressure mattresses which:– are smaller, or larger in width, or length, than the base mattress– when added to the base mattress, create a total mattress height that

is higher than the manufacturer’s guidelines– do not have a firm inflated outside edge as there is a risk the resident

may be rolled against the side rails via air movement.Additions can only be used after assessment by a relevant health professional. The assessment must demonstrate the benefit of any addition outweighs the risks involved, before it can be used. Additions include add-ons to the basic bed and bedding such as:

padded bolsters, or foam placed against the side rails, or used to reduce pressure areas (these can create a suffocation risk)

side rails used for the sole purpose of restricting a resident to the bed, as these constitute a restrictive practice and can only occur as part of an approved Behaviour Support Plan (BSP). Side rails must be fixed, so they cannot be altered by moving up, or down the side of the bed as this can create an entrapment zone, except under exceptional circumstances, for example, a turning machine or bed is required.

bed sticks as these can create a hanging risk.Pressure care mattresses generally have a recommended life span of five years, after which time they should be replaced. Pressure care mattresses can be replaced sooner, as recommended by the manufacturer. See Manual handling resources, for further information about specifications which must be met for specialised beds in department managed residential services and assessment tools.



Wheelchairs The design of wheelchairs has advanced significantly over the years and continues to improve the comfort and safety of the person with a disability as well as any person who provides mobility support. There are no specific requirements other than assessment must be done by a relevant health professional. Some important safety considerations are:

is the chair the lightest suitable for them? does the wheel size and balance provide maximum manoeuvrability

and stability? is the chair designed to have the back angle raised or lowered? is the chair hydraulically assisted? are the handles able to be adjusted to accommodate the different

height of those who will push it? is the resident able to use an electric wheelchair? is it easy to hoist the resident into and out of the chair with little or

no staff bending and stretching? does the seating protect against pressure areas? Will the chair fit onto a vehicle hoist and be safely secured using an

‘A’ frame or suitable wheelchair straps?

Other specialised chairs

Lift chairs are recliner type chairs which have an electric lift function. These chairs are available in different sizes to suit individual needs. Other types of chairs which reduce the risk of falling out are available from specialist suppliers. These chairs usually have high sides and a raised front edge to prevent slipping forward. Residents may also require adjustable chairs with castors to enable an appropriate position when eating and drinking. Residents should access specialised suppliers after assessment, to ensure the appropriate type and size of chair.

Commodes and shower chairs

Shower and commode chairs should be assessed, as appropriate, for the specific resident, or residents using them. If a chair is shared between residents, the required settings for each must be clearly documented. Shared chairs must have a high range of functionality, for example, full hydraulic adjustments to:

reduce staff manual handling risks ensure the safety and comfort of those using them.


Staff must: complete a visual check of equipment each shift, including any

electrical cabling follow required safe operating procedures immediately report damage, or repair requirements not use damaged or faulty fixtures and equipment attend required training.



Role of the supervisor and manager

Supervisors and managers must ensure: manual handling aids and equipment are assessed by an appropriate

health professional equipment meets the requirements of relevant checklists before it is

purchased staff are trained to use new equipment staff operate the equipment, as recommended by the health

professional reported safety issues related to equipment use are addressed by

further information and training, as required routine maintenance and servicing is completed.

Resources Manual handling resources - assessment tools and information to guide the provision of safe physical support to residents. Available on the DAS Hub

Physical Support Assessment (PSA) – an electronic assessment tool for identifying and assessing risks associated with providing physical assistance to residents. Available by emailing: [email protected]

Specialised bedding – a guide for the assessment and purchase of specialised bedding systems. Available on the DAS Hub.



3.4 Occupational violence

Issued: February 2014 Applies to all

Contents OverviewWhat is occupational violence?What is the Occupational Violence Risk Assessment and Management Tool (OVRAMT)?When must the OVRAMT be completed?What to do if occupational violence occursCall ‘000’ if in immediate dangerWhere to find more informationRole of all staffRole of the supervisorResources

Overview Under the Occupational Health and Safety Act 2004 the department has an obligation to provide, as far as is reasonably practicable, a safe and healthy workplace, see RSPM 3.1. This responsibility applies to:

residents employees visitors contractors.

What is occupational violence?

Occupational violence is when any person threatens the health, safety and wellbeing of an employee including by:

verbal abuse threats physical assault.

What is the Occupational Violence Risk Assessment and Management Tool (OVRAMT)?

The Occupational Violence Risk Assessment and Management Tool (OVRAMT) is used to:

identify hazardous situations, triggers and causes of occupational violence

control and manage risks by the development of strategies review the effectiveness of strategies, including positive behaviour

support strategies in preventing occupational violence.



When must the OVRAMT be completed?

The OVRAMT must be completed before a new resident moves into a residential service, see RSPM 4.1, and when:

a resident moves to an alternative site; or circumstance or behaviour change that could create a potential

health and safety risk to staff or residents which indicate a new assessment is required; or

the annual review is due.

What to do if occupational violence occurs

If any occupational violence incident occurs: ensure immediate safety of residents, staff and members of the

community provide support to the people affected contact your line manager if you need additional support or if the

police are involved if the situation cannot be de-escalated, the strategies that have

been put in place are not effective and any person’s health and safety is at immediate risk, call ‘000’

ensure information about any increased risk of occupational violence is communicated to staff on subsequent shifts

refer to the Responding to Physical and Sexual Assault policy, see RSPM 6.7

complete a Disease Injury Near-Miss Accident form (DINMA), see RSPM 3.14

complete a Critical Incident Client Report or a non critical client event log as appropriate, see RSPM 6.4.

If anyone is injured: manage the injury and call an ambulance if necessary, see RSPM

3.12 report the issue immediately to the line manager make an assessment with the line manager to determine if the

violence should be reported to the police notify WorkSafe if the incident is deemed as a notifiable incident,

see RSPM 3.15.

Call ‘000’ if in immediate danger

Immediate danger is any situation where there is a threat of or actual violence that places a person’s safety and wellbeing at risk. The trigger point at which individual staff may determine that the attendance or assistance of police is required will vary according to the staff member’s risk assessment of the individual situation. This may include when the strategies specified in the behaviour support plan have failed to de-escalate the situation. Where staff believe a risk exists, they should not hesitate to call ‘000’ and seek police assistance. Some situations that could require police assistance may include, for example, threat of assault where the resident has a history of prior assault, behaviour that is escalating and not able to be defused, or any situation where staff believe there to be a risk to themselves, residents or other people in the area.

Where to find more information

The Code of Practice for the Prevention and Management of Occupational Violence in Disability Services has been developed to provide practical information on how to prevent and manage risks associated with occupational violence in disability residential services.



Role of all staff Staff must: attend training, as required to assist safe work practices follow strategies designed to eliminate, or control occupational

violence risks including those contained in Behaviour Support Plans, see RSPM Part 7

participate in the development and review of strategies to prevent occupational violence

report issues with, and the effectiveness of these strategies to the supervisor

call ‘000’ for police assistance if in immediate danger and consider the need for the involvement of the CAT (Crisis Assessment and Treatment) Team

report occupational violence using a DINMA form complete a Critical Client Incident Report or a non critical client

event log as appropriate, see RSPM 6.4 share relevant information with others to ensure safety where

necessary, for example, agency staff and maintenance contractors, see RSPM 1.2.


Supervisors must ensure all required follow up to incidents of occupational violence occurs.Supervisors must complete or review the OVRAMT for each resident when:

a resident moves to an alternative site circumstance or behaviour changes that could create a potential

health and safety risk to staff or residents which indicate a new assessment is required

the annual review is due.Supervisors must ensure the strategies and actions identified in OVRAMT for each resident are:

incorporated into the resident’s Behaviour Support Plan, support plan or daily routine as applicable

communicated to all staff including casuals and agency staff incorporated in new staff orientation.

After any incident of occupational violence supervisors must ensure: the post incident tool is completed and update OVRAMT if

required if a resident’s family member or friend is responsible, strategies

are documented to ensure roles, responsibilities and expectations are clear

a Critical Incident Client Report or a non critical client event log is completed as appropriate, see RSPM 6.4

staff are provided with contact details of the Employee Assistance Program (EAP), see RSPM 2.4

the need for the Critical Incident Stress Management (CISM) service for staff is considered, see RSPM 2.4.



Resources Critical Client Incident reporting – reporting policy, report templates and guides. Available on the DHS Hub.

Positive Behaviour Support: Getting it right from the start – a training package about how to best support people with communication difficulties and behaviours of concern. Contact your divisional Learning and Development Coordinator.

Entry, exit and relocation process chart – a flow chart to assist in meeting requirements for resident movement including communication to staff. Available on the DAS Hub.

Entry, exit and relocation checklist – a form outlining OHS and information provision requirements which must be met before a person enters, transfers between any residential or respite service or exits a service. Available on the DAS Hub.

The Code of practice for the prevention and management of occupational violence in disability services provides practical information to disability accommodation service providers on how to prevent and manage risks associated with occupational violence in their service. Available on the DHS Hub.

Occupational Violence Risk Assessment and Management tool (OVRAMT) – a tool for assessment and prevention of occupational violence.

Office of Professional Practice - Senior Practitioner – provides direction and information related to supporting people with behaviours of concern. Available on the Department of Human Services website.



3.5 Vehicle safety


Contents OverviewDriver Requirements for department vehiclesBasic vehicle safety checksRegular maintenanceVehicle replacementWhat is involved in the assessment?Assessment outcomes must be implementedWho is involved in the assessment?Resources

Overview Any vehicle used for work purposes must be suitable and safe. Department vehicles may be standard fleet cars or non-standard vehicles, such as those modified for wheelchair transport and hybrid cars. Non- standard vehicles are not to be driven without orientation to the specific vehicle. Orientation must include the general driver controls of the vehicle and for wheelchair accessible vehicles:

loading order and manual handling requirements operation of the specialised equipment including:– hoists– wheelchair straps and ‘A’ frames

Driver Requirements for department vehicles

Department staff are not permitted to drive department vehicles unless they:

are registered in the vehicle booking system have a current drivers licence and provide the fleet manager with a

copyStaff who are probationary (P plate) drivers must not drive any government vehicle without authorisation. P plate drivers must contact the Regional Fleet Manager and complete the requirements for authorisation.Staff must attend driver training provided and if conditions are attached to their drivers licence or the licence is cancelled for any reason, update the vehicle booking system and inform their manager.In addition, staff must not be affected by alcohol or drugs when driving a government vehicle and must have a zero blood alcohol level to drive a bus and transport residents. Staff must be aware that alcohol can remain in the system for 24 hours or more, after drinking to excess.Non-government drivers, for example, casual agency and day program staff, may only drive government vehicles with appropriate authorisation.



Non-Government drivers and use of government vehicles

People who are not government employees must have authorisation to drive government vehicles. Authorisation can only be given by:

Executive Director Financial and Corporate Services Director – Finance and Business Services Assistant Director Business Services Regional Director Corporate Services Manager Business Services Manager

There may be arrangements between the department and funded agencies, such as day programs, to share department owned vehicles. This arrangement must be formally endorsed by the completion and compliance with, the Non-Government Vehicle Agreement.The standard use of government vehicles policy and guidelines apply.

Basic vehicle safety checks

All drivers of any vehicle should conduct a basic visual vehicle check, before driving. The visual check should cover the following areas:

seat belts – are they in good condition, for example, not frayed or failing to hold when clipped?

tyres – do they appear to be inflated properly? lights and signals – are they working? Any visible damage that has not already been identified or reported Engine warning lights do not remain on after vehicle is started.

Regular maintenance

Specialised vehicles may be garaged at specified group homes to enable easy access to the vehicle for the resident’s within the geographical area. House supervisors are required to monitor these vehicles to ensure that routine servicing and maintenance occurs as required. The regional fleet manager, or transport staff can assist with ensuring the servicing schedule is in their system for reminders and assist with the arranging of maintenance requirements.

Vehicle replacement

The department’s vehicles are generally replaced on a scheduled basis. Before a specialised vehicle is replaced an assessment should be conducted to determine the most suitable replacement type, using the Vehicle Assessment Form.

What is involved in the assessment?

The assessment ensures the replacement specialised vehicle will meet the needs of the residents who will need to use the vehicle. The assessment covers:

manual handling occupational violence driver safety other relevant resident issues.



Assessment outcomes must be implemented

All recommendations related to driver and passenger safety must be implemented at all times. This includes:

manual handling and wheelchair loading order if a staff member, in addition to the driver, is required to be in the

vehicle with particular residents seating position recommendations that must address issues, for

example, if the resident has behaviours that may distract or impact on the driver which will exclude them from front seat travel.

Children must not travel in the front seat of a vehicle.

Who is involved in the assessment?

The following people should be advised of, and involved in, the vehicle assessment:

a regional WorkHealth Unit representative the Health and Safety representative (HSR) staff.

Incidents involving department buses

Buses and commuter vehicles, referred to as specialised vehicles, are required to be registered and operated according to Transport Safety Victoria (TSV) legislation. Incidents involving buses must be reported to TSV and the Regional Fleet Manager. See RSPM 6.4

Resources Transport – detailed information, policies, procedures and forms. Available on the DHS Hub.

Transport Safety Victoria – Bus safety information and incident notification forms available at: http://www.transportsafety.vic.gov.au/bus-safety

Vehicle assessment form – a form used to assess requirements for a new or different vehicle. Available on the DAS Hub.



3.6 Hazardous substances


Contents What are hazardous substances?Handling hazardous substancesRole of all staffRole of managersOther substances that may be a riskResources

What are hazardous substances?

Hazardous substances are substances which have the potential to harm human health. Hazardous substances include:

solids liquids gases pure substances or mixtures which generate vapours, fumes, dusts,

or mists when used.In residential services hazardous substances include, but are not limited to:

cleaning chemicals detergents air fresheners carpet deodorisers insect sprays lawnmower fuel.

Handling hazardous substances

The following standards apply to handling hazardous substances: hazardous substances which cannot be eliminated must be

recorded on the Chemical Substance Register. The register must be:– readily accessible in the workplace– revised annually, or whenever new substances are introduced, or old

ones are withdrawn from use Material Safety Data Sheets (MSDS) must be stored in an accessible

location with items listed in the Hazardous substances manual. These include chemical cleaners and lawn mower fuel. Manufacturers must supply MSDS’s on request.



Role of all staff Staff must: follow standards for handling hazardous substances purchase products which pose minimal risk to:– people– the environment.

ensure hazardous substances are used in accordance with the manufacturer’s directions

be aware of other items which may pose a risk to individuals be aware of products which may present a risk when used near

residents who cannot move away independently, for example, insecticides and other aerial sprays

Role of managers

Managers must ensure: where possible, alternative, less hazardous products are used hazardous substances are assessed and controls are identified and

reviewed staff utilise strategies for handling hazardous substances MSDS’s are available for hazardous substances kept at the

residential service

Other substances that may be a risk

Some items which are not required to be controlled as hazardous substances may be still hazardous to residents and staff, due to allergy or poisoning risks. These include:

cosmetics medications perfumes personal care items such as deodorant or shampoo tobacco and tobacco products substances which pose severe allergy or medical risks such as

peanuts or sweet foods and drinks which may be consumed by residents with diabetes.

Where possible, staff should avoid bringing these items into the residential service. If they are bought into the workplace they should be securely stored. Any item known to pose a risk to residents, or staff should be highlighted in the house alerts.

Resources Better Health Channel – provides online health and medical information for the Victorian community, see: http://www.betterhealth.vic.gov.au and search under ‘allergies’ and ‘allergy risks’.

Material Safety Data Sheets (MSDS) – Available from Chemwatch. Instruction and information on how access MSDS available on the DHS Hub.



3.7 Smoke-free environmentIssued: August 2018 Applies to allContents Smoke-free workplace

Where can staff, residents and visitors smoke?Resources

Smoke-free workplace

All department workplaces are smoke-free. No one is permitted to smoke inside a residential service or the outdoor areas of the service except in a designated smoking area. This includes residents, staff and visitors.

In addition: smoking is prohibited in government vehicles smoking is prohibited in private vehicles, when being used to transport

residents staff must not smoke near residents when on outings.

The use of nicotine-free e-cigarettes at departmental workplaces is to be treated in the same way as tobacco products, and this instruction also applies to their use.Electronic cigarettes (e-cigarettes) and cartridges containing nicotine are illegal in Victoria.Refer to the department’s Health, Safety and Wellbeing Smoke-free instruction for more information, available on the department intranet.

Where can staff, residents and visitors smoke?

A designated smoking area is permitted in residential services to ensure the rights of clients are not unreasonably interfered with and to acknowledge that the work environment may not permit staff to exit the property during a shift.Staff who smoke are permitted to do so only: during authorised meal breaks. Staff are not entitled to take cigarette

breaks in addition to meal breaks in the designated smoking area, which must be a minimum of five

metres away from doorways and windows. The designated smoking area must not be located where smoke can drift into open windows or doorways. Staff must not smoke near residents, except where they are using the designated smoking area together. The house manual must document the location of the designated smoking area.

Staff, residents, their families, contractors or visitors to the residential service who smoke must use the designated outside smoking area. Extra precautions for residents with, or at high risk of, respiratory illness should be taken to reduce smoke exposure risk.

Resources Forms and templates are available on the department’s internet.



3.8 Fire and emergency procedures


Contents Provisions for fire and emergenciesEvacuation packsRole of all staffRole of supervisors and managersResident inclusionResources

Provisions for fire and emergencies

Staff must understand the Fire Safety in Disability Accommodation Services document and be assessed as ‘competent’ in fire safety procedures, every two years. Fire safety and emergency response requirements are outlined in the Fire and Emergency Response Procedures and Training Framework (FERPTF).

Evacuation packs

Residential services must have an evacuation pack. The pack must have reflective stripping on it and be kept near the primary safety exit. Large facilities are required to have one pack per zone. Departmental services have standard packs. Requests for replacement packs and equipment should be directed to the manager. If it is necessary to evacuate the service, the evacuation pack must be taken by staff, whenever possible.

Role of all staff Staff must: participate in evacuation exercises at least twice a year and

complete the evacuation exercise record be assessed as competent in fire safety and evacuation procedures provide orientation to new and casual staff support residents during evacuation exercises report issues with evacuation procedures to their supervisor be familiar with fire indicator panel and report any problems.



Role of supervisors and managers

Supervisors and managers must ensure: the provisions of the FERPTF are met the residential service has an up-to-date Fire and emergency

procedures manual all staff, including agency and casual staff, are assessed as

competent in fire safety and evacuation procedures the orientation process for the house is kept up-to-date new and casual staff have an orientation to the house practice exercises are undertaken regularly and staff participates in

a minimum of two evacuation exercises annually fire safety checks are completed evacuation packs are kept up-to-date and checked as required.

Resident inclusion

Residents can be encouraged to participate as far as able, by: assisting in the orientation of new staff being given a role in evacuation exercises, for example, assisting

less able residents to the evacuation point assisting with checking evacuation packs

Resources Fire and emergency procedures and policy – policy, procedures and training requirements and all forms and checklists are available from the Disability Services Division website at: http://www.dhs.vic.gov.au/about-the-department/documents-and-resources/reports-publications/fire-safety-for-disability-residential-services

Emergency services call template – a template to document the service location and assist staff to provide the required information to emergency services. Available on the DAS Hub.

Maintain records of fire safety assessments and evacuation exercises including appropriate evidence of assessments and exercises on the Regional Fire Risk Management System as required. Available at: http://w105301.service.csv.au/firerisk/



3.8.1 Bushfire preparedness


Contents Why Victorians must be fire readyFire ready policiesFire danger ratingsWhat is in a bushfire survival plan?Role of all staffRole of the managerResources

Why Victorians must be fire ready

Victoria is one of the most bushfire prone areas in the world and serious bushfire events occur every summer somewhere within the State.Every person who lives, works or travels anywhere within Victoria should be aware of risk factors and check conditions and warnings related to any location they plan to access during the summer period.

Fire ready policies

The Department of Human Services and the Department of Health Bushfire Response: Client services Policy, has been developed with guidance from the Country Fire Authority (CFA), National Fire Danger Ratings and CFA analysis of the highest bushfire risk areas in Victoria. The policy also takes into account the recommendations of the 2009, Victorian Bushfire Royal Commission.The Department has undertaken a comprehensive assessment of Disability Accommodation Services facilities and developed of Bushfire Survival Plans for all sites assessed as being vulnerable.

Fire danger ratings

Fire danger ratings are used to provide a consistent message to the community about the level of risk in specific areas on any given day. Fire danger ratings are dependant a range of weather conditions, such as temperature, humidity, wind direction and speed. In Victoria, the CFA work with the Bureau of Meteorology to determine and set Fire Danger ratings for the CFA regional areas.



What is a Bushfire Survival Plan?

The Bushfire Survival plan outlines the preparation and actions required to ensure the safety of staff, residents, the facility and the environment. The information and direction within the plan will include:

Fire preparedness; preparation and maintenance of the property before the fire season. This will also include the preparation of a relocation kit for each resident. This is to occur regardless of relocation and evacuation requirements in the Bushfire Survival Plan.

Leaving early and relocation; some facilities are required to relocate when a ‘Code Red’ day is declared. The timing of the relocation will be stipulated in the Bushfire Survival Plan as some sites will be required to relocate the night before while for others it may be early in the morning. Some exemptions from relocation will be given during the planning process after specific safety criteria has been met.

Planned Evacuation; a planned evacuation occurs at the direction of local fire and emergency authorities where:

– there is potential danger– poor air quality or loss of essential services has occurred

An ‘immediate evacuation’ should only occur if there is an active fire in the area and emergency services consider it safer to evacuate than stay. This may be done by emergency services personnel, Police or by broadcast emergency services warnings.

Role of all staff

All department staff are required to follow the policies and plans related to fire preparedness. This includes:

maintaining the requirements of the Fire and Emergency Response Procedures and Training Framework

participating in any additional training and information relevant to the Bushfire Survival Plan

implement preparedness strategies of the Bushfire Survival Plan including the preparation of a relocation kit for each resident

follow the leaving early and relocation requirements specified in the Bushfire Survival Plan

follow direction given by emergency services personnel or Police in the event that an ‘immediate evacuation’ is required.

Role of the manager

Managers must ensure that: staff working in facilities that have a Bushfire Survival Plan in place,

receive orientation to the requirements of the plan there is an appropriate orientation process in place for new and casual

staff the requirements of the Bushfire Survival Plan are followed including:– relocation occurs as and when required– facilities that are exempt from relocation on high risk days, are prepared

in the event of a direction to evacuate– emergency broadcasts are monitored and staff remain vigilant.



Resources

Better health channel- Bushfire. Are you fire ready? Information to assist in preparing for bushfire season. Available at: http://www.betterhealth.vic.gov.au/bhcv2/bhcarticles.nsf/pages/Bushfire?open

Bushfire policy and information – Available on the Department Of Human Services Web at: http://www.dhs.vic.gov.au/for-service-providers/emergencies-and-preparedness

Country Fire Authority (CFA) – provides information and resources to support Available at: www.cfa.vic.gov.au

Australian Red Cross – www.redcross.org.au


http://www.redcross.org.au/


3.9 Electrical safety


Contents How to ensure the safety of electrical equipmentWhat items must never be used in group homes?What needs to be inspected?Resident inclusionRole of managers and supervisorsResources

How to ensure the safety of electrical equipment

Electrical equipment must be: inspected when it is first brought into the residential service inspected on an on-going basis clearly labelled if damaged, or faulty, and stored in a locked place

or disposed of, if not repairable kept clear of wet areas.

What items must never be used in group homes?

The Capital Development Guideline specifies electrical items which must not be used in residential services, including the staff room. These include:

electric blankets radiators and most portable heaters portable air-conditioners.

These items have been responsible for injuring, or placing residents and staff at risk of injury. Portable oil column heaters may only be used when the normal heating system is being repaired. These should be placed in a clear space near the wall. Items must not be placed onto heating appliances. Extensions cords and power boards should not be used for on-going needs. Additional power-points are to be installed to ensure appliance cords are safely managed.

What needs to be inspected?

Inspections of electrical goods should ensure: cords and connections are in good condition, with no sign of fraying,

or exposed wires items are in good working condition items are placed in a safe location.

Resident inclusion

Residents can be included in electrical safety procedures by: assisting, or being responsible for checking appliances and power

points are switched off being shown safe and unsafe appliance cords to help identify unsafe

items.



Role of all staff All staff must ensure: faulty and damaged equipment is repaired or replaced faulty, or damaged equipment which is not repairable is disposed of

properly additional power points are requested to be installed where required extension leads and power boards are not used to meet ongoing

requirements.





3.10 Infection prevention and control overview


Contents What is infection?What is infection prevention and control?How does infection occur?What is infection prevention and control?Infection control in disability residential servicesRole of support staffRole of managers and supervisorsRequired facilities and equipmentFurther support and adviceResources

What is infection?

Infection is the result of a harmful living agent entering the body and multiplying. Infections can be present with, or without visible signs of disease, or symptoms. A person may be infectious:

before they become unwell (during the incubation period) during their illness.

With some infections, people develop chronic disease and remain infectious.

What is infection prevention and control?

Infection prevention and control aims to minimise the risk of transmission by:

destroying infectious agents placing a barrier between the infectious agent and people practices such as hand washing and on-going vaccinations.

How does infection occur?

Infection occurs when an infectious agent is passed from a source, for example, an ill person, or infected organic material such as food, to another person. Infectious agents can be transmitted by:

direct contact, such as skin-to-skin contact with body fluids indirect contact, such as sharing contaminated personal items, or

touching contaminated surfaces sneeze and cough droplets sneeze and cough airborne droplets airborne spores, such as mould, fungi, or dust particles ingesting infected food, or water vermin, such as rodents and cockroaches.



Infection prevention and control in disability residential services

The risk of transmitting infections within residential services is controlled through the use of standard and additional precautions. Standard precautions are practices required for the basic level of infection prevention and control. Standard precautions assume all persons are potentially infectious. Standard precautions must be used at all times because a person can be infectious and have no visible signs of illness. Additional precautions are practices based on the infection transmission route, and are required, in addition to standard precautions to reduce the risk of transmitting specific infections.


Staff must follow infection prevention and control procedures by: using safe food handling procedures as described in Food Safety for

all using appropriate equipment when dealing with body fluids and

substance spills ensuring cuts and abrasions are treated and covered with

waterproof dressings reporting any issues to their supervisor, or manager implementing hand washing procedures covering coughs and sneezes implementing additional precautions, as required.

Staff should also access vaccinations to reduce infection risk.

Role of managers and supervisors

It is the responsibility of the employer, under the Occupational Health and Safety Act 2004, to provide appropriate facilities and equipment and establish safe work practices. Supervisors and managers must ensure:

infection control procedures are implemented, monitored and reviewed

staff follow established infection prevention and control procedures the workplace is provided with appropriate facilities and equipment

(see below) resident vaccinations are up-to-date staff are encouraged to access vaccination programs additional precautions are implemented, as required additional precautions are clearly communicated to staff and

visitors.



Required facilities and equipment

Managers and supervisors must ensure the following facilities and equipment are provided to implement infection prevention and control requirements:

hand washing items including liquid soap and paper towel. Liquid soap containers must not be re-used as they:

– can harbour potentially infectious agents which can multiply over time

– cannot be adequately cleaned before re-filling water-based hand moisturiser to reduce the risk of cracked and

broken skin Personal Protective Equipment (PPE) including gloves, masks, shoe-

covers and aprons for cleaning and personal support separate cleaning cloths, mops and buckets for food preparation

areas and bathrooms. It is preferable to have mop heads which can be removed, and washed after use. Sponge mops must not be used as they cannot be adequately cleaned.

lidded foot pedal, or sensor bins with plastic bag liners in the:– kitchen– bathroom– laundry

food preparation and storage equipment, as required for safe food handling, see RSPM 3.11.

body fluid spill kits impervious coverings, or kylie pads for furniture (to help manage

incontinence issues).

Resident inclusion

Residents should be involved in household routines and activities and must be supported to do tasks in line with infection prevention and control requirements. Residents can be included in specific infection prevention and control strategies by:

assisting with, or being responsible for, ensuring sufficient quantities of liquid soap and paper towel are available

assisting with, or being responsible for, ordering replenishment stocks of liquid soap (containers must not be re-filled), paper towel, water-based hand moisturiser and other items.



Further support and advice

The Blue Book produced by Public health is the main source of clinical infectious disease information in Victoria. Staff should refer to the Blue Book for information about infectious diseases additional to the RSPM practice instructions. Additionally, regional Work Health units can provide staff with general advice and support related to The Blue Book and other infection prevention and control issues. Local council Regional Environmental Health Officers and Public Health staff can also be contacted for infection prevention and control assistance and information.

Resources Inside story – infection prevention and control DVD training resource. Available on the DHS Hub: http://intranet.dhs.vic.gov.au/resources-and-tools/guides-and-manuals/disability-training-videos

The Blue Book: guidelines for the control of infectious diseases – provides direction for the control of infectious disease. Available on the Department of Health website at: http://rss.health.vic.gov.au/atoz/?Infectious Disease

Victorian Government Health Information website – information on aspects of public health including infectious disease reporting and management requirements. Available on the Department of Health website at: http://rss.health.vic.gov.au/atoz/?Infectious Disease



3.10.1 Standard precautions


Contents What are standard precautions?Hand washing requirementsPersonal protective equipmentWearing glovesOther protective equipment may be requiredHouse cleaningLinen and clothingPet care

What are standard precautions?

Standard precautions are practices required for the basic level of infection prevention and control. Standard precautions must be used at all times. Standard precautions include:

hand washing safe food handling, see RSPM 3.11 regular cleaning of surfaces and equipment the separate storage of resident hygiene and grooming items, for

example, toothbrushes, shaving equipment, towels and face washers

the appropriate use of Personal Protective Equipment (PPE) the appropriate handling and disposal of sharps, continence aids

and other infectious waste the safe laundering of clothes, bed linen and towels the appropriate grooming and vaccination of pets.

The use of bleach is generally not required unless directed by Public Health in the event of disease outbreak. Using a gentle detergent and thoroughly drying the area is usually sufficient in normal circumstances.



Hand washing requirements

Hand washing is the best way to reduce the risk of infection being transferred. Hands should be washed and dried thoroughly by:

removing rings and jewellery (these must also be washed and dried, especially if they have been in contact with contaminant)

using running water and liquid soap rubbing hands together, washing the backs of hands, wrists,

between the fingers and under the fingernails – this should take 20 to 30 seconds

rinsing well drying with single use paper towel.

Hand washing must occur: after providing personal hygiene support to residents after using the toilet after a nose bleed after exposure to contaminated items or substances after removing gloves after touching pets before eating after smoking before preparing food and during food preparation such as between

preparing raw and cooked foods.Where hand washing facilities are not available, for example, when on an outing, 70 per cent alcohol gel, or wipes may be used until hands are able to be properly washed.

Personal Protective Equipment

The use of PPE forms a barrier between a person and the infectious agent. PPE should be put on prior to any activity where contact with blood and body fluids, or substances may occur.



Wearing gloves Gloves are the most commonly used protective item. Gloves may be made from:

latex nitrile.

Nitrile gloves should be used by those with latex allergies. Vinyl gloves should be avoided as they easily tear, or rupture and are not impervious to some infectious materials. Gloves should always be powder free. Staff must wear gloves when:

assisting with personal hygiene tasks such as:– teeth cleaning– showering and bathing– changing incontinence pads– assisting with toileting

touching non-intact skin supporting residents with some health procedures, including

applying ointments handling any item contaminated with body fluids

Wearing gloves should be considered when: preparing food undertaking cleaning activities.

Staff cuts, or abrasions should be covered with waterproof dressings and gloves. Gloves must be removed and disposed of immediately after each use, and hands should be washed and dried. Gloves should be removed and disposed of appropriately, before supporting other residents.

Other protective equipment may be required

Other PPE may be required if there is a risk of body fluids, or substances coming into contact with clothing or bare skin when:

undertaking general cleaning tasks cleaning body fluid spills providing personal support.

PPE is available to protect clothing, or body parts which may be exposed and includes items such as:

a mask to cover the mouth and nose if there is a risk of exposure to airborne contaminants; there are types of masks for different purposes

disposable shoe-covers to protect footwear plastic aprons with sleeves for protecting clothing disposable overalls with a head cover for all over body protection eye protection safety glasses, or goggles.

If a resident has a cold, or influenza a single use face mask should be used especially when providing close personal assistance. If there is an identified infection staff must seek advice from the regional Work Health Unit or Public Health and The blue book for specific information about protective equipment required in particular circumstances, see RSPM 3.10.3.



House cleaning Cleaning activities need to be completed to reduce infection transmission risk, especially when residents are infectious. The following should be done daily:

hard floor surfaces should be vacuumed to remove dust and particles, and mopped with hot water and gentle detergent

wet areas should be dried as quickly as possible carpets should be vacuumed surfaces should be wiped with hot water and a gentle detergent disinfectant solution should be used for bathroom surfaces and

toilets, if there is a body fluids spill, or infection risk.Separate mops, buckets and cleaning cloths should be used for bathroom and kitchen areas. Using different coloured cloths for each area is the best way to ensure cloths to clean toilet and bathroom areas are not used in food handling and preparation areas. Cleaned areas should be rinsed using hot water, and dried, to prevent detergent build-up, which may become sticky and attract contaminants. Steam, or dry-cleaning may be required for carpets. This should be completed in accordance with the manufacturer’s instructions.

Linen and clothing

When washing laundry: each resident’s laundry should be kept in an individual laundry

hamper and washed separately, if possible clothing and linen should be washed according to the

manufacturer’s instructions.Where clothing and bed linen has been soiled with body fluids:

solid material should be scraped off and disposed of the items should be rinsed using warm water to remove body fluids

and washed in hot water the items should be washed as soon as possible to prevent the

growth of bacteria, mould and fungus.Outside clothesline drying should be used as much as possible, as sunlight assists in removing contamination.



Pet care Pets must be kept clean for their own wellbeing and to reduce the risk of disease transmission. To ensure pets are healthy and clean the following is to occur:

vaccination and parasite prevention treatment for fleas and worms, as per the instructions from the pet shop or vetinary clinic

grooming including daily brushing and regular bathing regular washing and airing of pet bedding daily washing of pet food and water bowls regular cleaning of fish tanks and ponds – care should be taken and

appropriate PPE worn as water from fish tanks has been implicated in gastroenteritis outbreaks

bird cages are to be cleaned regularly to reduce the build-up of seed husks and droppings – take care to avoid creating dust as this can cause infections such as psittacosis. (Bird cages should be cleaned at least weekly with warm water and a gentle detergent, rinsed with hot water and dried – if necessary a disinfectant solution can also be used – seek veterinary advice about which is the most suitable)

ensuring pet droppings are picked-up daily and the area cleaned and, as necessary disinfected

wash cat litter trays at least weekly with gentle detergent and replacing litter. (Solids litter clumps must be removed daily – do not use strong disinfectant solution as the smell may deter tray use).

Cleaning regimes are important to reduce the risk of diseases passing to people, either directly for the pet or from flea or other insect bites. Vermin such as rodents and cockroaches are also an infection risk as they can be attracted to unclean pet food bowls and bedding.



3.10.2 Body fluid spills and personal support


Contents What are body fluids and substances?Body fluid spills kitCleaning body fluid and substance spillsIf body fluids or substances contact skinSoiled linen and clothingIncontinence aids disposalUse and care of personal itemsHandling and disposal of sharpsResources

What are body fluids and substances?

Body fluids and substances include: blood saliva mucous vomit faeces urine eye and ear secretions semen vaginal secretions perspiration.

Some body fluids and substances pose a higher risk of transmitting infection than others. For example, perspiration has a low risk of transmitting disease, but body fluids and substances generally have more risk.

Body fluid spills kit

Each work area must have a body fluid spills kit which includes: a ten litre bucket with an accompanying lid leak proof bags for waste disposal a scraper and pan five sachets of granules with chlorine or equivalent (these help to

absorb and soak-up liquid) – each sachet should cover a ten centimetre area

three pairs of gloves – latex or nitrile only – vinyl gloves should not be used for body fluid spills

an eye protection set two single-use face masks to protect the airways from inhaling

spray or droplets a plastic, or single use disposable apron paper towel.

Body fluid spills kits should be maintained to ensure the required items are included. Single use items must be replaced after use.



Cleaning body fluid and substance spills

When cleaning body fluids and substance spills: Personal Protective Equipment (PPE) should be used to minimise

the risk of contact with body fluids (the PPE to be used will depend on the spill type, size and location)

gloves should be used when contact with body fluids is likely (where the spill may come into contact with clothing or bare skin, other than hands, additional PPE will be required)

PPE must be discarded after use staff must not share PPE large body spills may be soaked-up with absorbent granules, or

pellets available from specialised cleaning suppliers solid material should be removed with a scraper and placed in a

bag which can be securely tied for disposal (the scraper and pan should be wiped with paper towel and washed with hot water and detergent)

the use of disinfectant solution and bleach is not generally necessary (detergent cleaning and rinsing and drying the area well is sufficient in most circumstances)

blood spills should be mopped-up with paper towel and cleaned using tepid water. Cold and hot water ‘set’ the blood making cleaning more difficult. Rinse with hot water and dry the area.

body spills on carpets should be soaked-up using paper towel and the area carefully washed with warm water and detergent (carpet should not be soaked as this may spread the spill – carpet spills may also require steam or dry cleaning)

body spills on hard floors should be cleaned using hot water and detergent

body spills on furniture should be wiped over with hot water and detergent (washable furniture should be cleaned as per the manufacture’s instructions for hard surfaces – steam or dry cleaning may also be required to ensure furniture fabric is adequately cleaned).

If body fluids or substances contact skin

Care must be taken to avoid body fluids and substances coming into contact with broken skin, or mucous membranes such as:

inside the mouth eyes nostrils.

Any areas which come into contact with body fluids must be rinsed thoroughly with warm water. If skin or mucous membranes are intact the risk of infection transmission is very low. The blue book provides guidance on risk of exposure to disease. Regional Work Health teams can also provide information. Staff must complete a Disease Injury Near Miss (DINMA) report.



Soiled linen and clothing

Linen and clothing which has been soiled with body fluids, or substances should be cleaned of solid matter and rinsed to remove as much of the spill as possible. Fabric stain removers may be used, as required. Items should be hot machine washed with detergent and where possible, dried outside in the sunshine to ensure contaminants do not remain.

Incontinence aids disposal

When supporting a resident to change incontinence pads staff must ensure a disposal bag and gloves are available before starting. The soiled incontinence pad and the gloves should be bagged before leaving the area and hands must be washed and dried after the task is completed.

Use and care of personal items

Toothbrushes, razors, towels, face washers and other personal care items must not be shared. These items carry body fluids and should be kept separately. Toothbrushes should be thoroughly cleaned after each use and replaced as recommended by the dentist. Replacement is usually recommended every six to eight weeks with immediate replacement required if a resident has been ill, with gastroenteritis, or influenza.

Handling and disposal of sharps

Most residential services do not use needles, or other sharps. If sharps are required, for example, to check blood glucose levels, supervisors must ensure a management strategy such as a sharps container is in place. The pharmacist or local council can provide advice about sharps containers and safe sharps disposal. Containers must be locked in the medication cupboard when not in use.

Resources The body fluids spills kit – contents list. Available on the DAS Hub



3.10.3 Infectious disease outbreaks and additional precautions


Contents When additional precautions are requiredSocial distancing of infectious personExclusion from work and day programsLinen and clothingBody fluid spillsCleaning support equipment and roomsManaging a suspected infectious disease outbreakResources

When additional precautions are required

Additional precautions are used in conjunction with standard precautions when supporting residents with a known, or suspected infection. Additional precautions are required when standard precautions alone may not contain infection transmission. Additional precautions are based on the infection transmission route. For example:

if an infectious disease such as influenza is transmitted by airborne particles, a single use face mask must be used.

if the disease is transmitted by skin contact, gloves are required.Additional precautions are not required for blood borne viruses such as HIV, or Hepatitis B or C, unless there are complicating infections, such as pulmonary tuberculosis. For information about additional precautions required to reduce the transmission risk of specific infectious diseases, see: The Blue Book. The resident’s doctor, Public Health or regional Workhealth team can also provide advice.

Social distancing of infectious person

Contact restrictions should be put into place in some circumstances to minimise the risk of infection transmission. These include:

assigning one staff member to provide support to the ill-resident to reduce transmission risk

restricting visitors to the ill-resident and asking them to follow infection prevention and control procedures

directing staff not assigned to provide direct support to the ill-resident to stay more than one metre away

as much as possible, having the ill-resident remain in their own room and access one bathroom

cleaning the bathroom after the ill-resident has used it using alcohol-based hand gels in addition to hand washing prior to

entering and exiting the ill-resident’s room.Advice must be sought from the resident’s doctor and regional Workhealth team, or Public Health to ensure strategies are applicable to the type of infection. Social distancing must only be used if it is required to contain infection risk.



Exclusion from work and day programs

Exclusion from work and day programs applies to staff and residents with influenza or gastroenteritis. Those with gastroenteritis should not attend work, or day programs until 48 hours after symptoms cease. There are a number of infections where exclusion requirements may be shortened or extended. The Blue Book provides specific advice regarding exclusion requirements. Staff can also obtain recommended exclusion period advice from the resident’s doctor or Public Health.

Linen and clothing

The used linen and clothing of a resident with an infectious disease should be:

kept separate to the linen and clothing of other residents washed in hot water.

Body fluid spills Staff must follow body fluid and substance spills instructions. Additional precautions are required in the event of a body fluid spill when a resident has an infectious disease. Staff must use chlorine granules to clean body fluid spills on hard surfaces. Spills on carpet must be cleaned with gentle detergent and steam, or dry cleaned, as required.

Cleaning equipment and rooms

Equipment such as hoists and change tables should be cleaned with warm water, rinsed with hot water and dried. Items which are washable such as slings and cleaning cloths should be washed with detergent and hot water and dried. Mops and buckets should be washed with warm water and detergent, rinsed in hot water and turned upside down to dry. It is preferable to have mops with detachable heads which can be laundered in hot water after use. Sponge type mops should not be used, as they cannot be adequately cleaned.

Managing a suspected infectious disease outbreak

Where more two or more residents and/ or staff become ill with the same symptoms of vomiting and /or diarrhoea within 72 hours of each other that is not explained by other medical conditions, it must be treated as a suspected infectious disease outbreak. This should be responded to according to the Department of Health’s A guide for the management and control of gastroenteritis outbreaks in aged care, special care, health care and residential care facilities, which provides the required strategies that must be used in the event of an outbreak. The manager should also ensure the following occurs:

where a specific illness has been diagnosed, the relevant disease control measures from the Department of Health’s Blue Book are implemented

telephone Communicable Disease Prevention and Control on 1300 651 160, to notify of an outbreak and for assistance in managing an outbreak

contact the regional Work Health Unit for support in applying control strategies.



Resources A guide for the management and control of gastroenteritis outbreaks in aged care, special care, health care and residential care facilities -a comprehensive guide for those involved in the management of gastrointestinal outbreaks. It is available at: http://docs.health.vic.gov.au/docs/doc/A-guide-for-the-management-and-control-of-gastroenteritis-outbreaks-in-aged-care--special-care--health-care-and-residential-care-facilities

Blue Book- a guide to assist public health practitioners in the prevention and control of infectious diseases.http://ideas.health.vic.gov.au/bluebook.asp

IDEAS- a Department of Health website on infectious diseases with various resources including fact sheets, guidelines, standards and legislation for the investigation, control and prevention of infectious diseases in a range of settings.



3.11 Food safety


Contents Why is food safety important?When does food poisoning occur?What are the symptoms of food poisoning?Clean food preparation and storage areasManaging food safely when shoppingStoring food safelyPreparing food safelyManaging food safely on outingsRole of all staffRole of the supervisorResources

Why is food safety important?

Food safety is important as food poisoning can cause serious illness. Some residents are at greater risk of food borne infections as they experience poorer health outcomes. Food poisoning can be fatal in:

the elderly young children those with frail health.

When does food poisoning occur?

About 20 per cent of food poisoning cases are caused by food prepared at home. Appropriate food handling significantly reduces the risk of food poisoning in environments such as residential services. Residential institutions should seek specific advice from the Food Act 1984. Food poisoning is usually the result of food mishandling, such as:

storing it at the wrong temperature inadequate reheating cross-contamination.

These problems can occur at any stage of the food purchasing and handling process, such as when transporting fresh meat to the residential service. There is also a high risk if leftovers are taken for lunch, as these are not always properly refrigerated, or re-heated.

What are the symptoms of food poisoning?

The symptoms of food poisoning include: nausea vomiting stomach cramps diarrhoea.

Symptoms can occur from one hour up-to-a few days after eating unsafe food, and must be assessed by a doctor to determine the cause.



Clean food preparation and storage areas

To reduce the risk of food contamination, it is important food storage and preparation areas are kept clean. This includes:

regularly checking the kitchen and food storage areas for signs of insect, or rodent infestation

wiping cupboard doors and handles weekly with hot water and detergent

cleaning the refrigerator and discarding out-of-date items monthly, or more regularly, if required.

thoroughly cleaning pantry shelves, the oven and microwave monthly and wiping, as required

cleaning bench and stove tops with hot water and detergent after each use

washing chopping boards in the dishwasher, or hot soapy water after use

ensure reusable shopping bags are clean.

Managing food safely when shopping

Preparing for shopping: ensure items for the refrigerator and freezer are included last on the

shopping list take an insulated fridge bag all year round and include ice packs

during summer monthsWhen purchasing and transporting food:

check use-by-dates examine packaging to ensure seals are intact avoid open self-serve foods such as salads purchase refrigerator and freezer foods last transport food immediately, so it can be readily refrigerated.

Storing food safely

To ensure food is safely stored: ensure raw and cooked meats are stored separately with raw meats

on a plate, or tray (on the shelf under cooked meats, to ensure fluids do not drip down)

move to the front of the shelf items to be used first, especially in the crisper section

if foods are taken from original packing remove the use-by-date and tape it to the storage container

ensure food is not stored on the pantry floor thaw frozen foods in the refrigerator (add a reminder to the daily

menu to remove freezer items for use the next day) check the temperature of the fridge and freezer to ensure the

temperature is correct do not re-freeze food that has begun to thaw.



Preparing food safely

To prepare food safely the following rules apply: anyone who will be in contact with the food must wash their hands thoroughly wash fruit and vegetables before cooking, or serving use separate chopping boards for raw and cooked meats use a different chopping board for meats and fruit and vegetables cook food according to directions ensure processed meats are well cooked, so pink juices do not

remain. These include:– sausages– mince– chicken– stuffed meats

whole meats, steak, chops, roast without stuffing, may be cooked to preference, as bacteria will only be on the outside surface

ensure white fish cooks until it flakes oily fish, tuna and salmon may be cooked to preference re-heat food until it boils, or produces steam, and stir evenly during

the heating process label left-over food and eat it within 48 hours, or discard.

Managing food safely on outings

Food to be eaten away from the residential service includes packed lunches, picnics and barbeques. Some foods should be avoided unless they have been placed in an insulated box, with an ice pack in summer. High risk foods include:

processed meats cheeses dips eggs cooked rice salads

Prepare food on the day it is to be eaten and: avoid milk and fruit juices or use UHT packs discard uneaten food and drink take disposable wipes on outings to ensure hands can be wiped

clean.



Role of all staff The Role of all staff is to refer to Food safety in action for guidance and: follow infection prevention and control procedures ensure food entering the residential service is purchased, prepared

and stored appropriately, as recommended in Food safety for all encouraging residents to pack an ice pack, or freeze a drink

container to keep their lunch fresh Where food is prepared to be taken to day program and is intended

to be re-heated, check the service has facilities to refrigerate and re-heat the food appropriately.

seek immediate medical assistance, if a resident experiences vomiting, or diarrhoea

follow procedures and reporting instructions in the Infection Prevention and Control instruction

ensure infection prevention and control procedures, such as hand washing and kitchen hygiene, are implemented.

exclude themselves from attending work if unwell, based on their doctor’s or Public Health advice

exclude themselves from food handling and preparation for at least 48 hours after symptoms cease.


The role of supervisors is to ensure safe food handling practices are incorporated into household routines. For example:

cleaning the refrigerator, as a planned weekly task reminding staff via the shopping list to take cool bags for shopping reminding staff via menu plans to label, and date left-over food

Resources Do food safely – an online learning program to assist in understanding safe food handling practices developed by the Department of Health Victoria. Available at: http://dofoodsafely.health.vic.gov.au/

Food safety for all – a 51 page guide on food safety in shared homes for people with a disability. Available on the Department of Health website at: http://www.health.vic.gov.au/nutrition/

Food safety in action – a 41 page guide to developing a food safety plan in a shared home. Available on the Department of Health website at: http://www.health.vic.gov.au/nutrition/

Incorporating food safety into everyday routines – Tip sheet. Available on the DAS Hub



3.12 First aid and cardiopulmonary resuscitation


Contents OverviewWhat is first aid?What is cardiopulmonary resuscitation?A first aid kit must be taken on outingsMandatory first aid and CPR certificationsHow to maintain a current certificationDocumenting first aid administeredRole of the supervisorResources

Overview Staff must provide first aid consistent with the training they have received. Staff are required to perform rescue breathing (not chest compression alone) when performing Cardio Pulmonary Resuscitation (CPR) as:

they have received training to do this Personal Protection Equipment (PPE) is provided there is no evidence to suggest rescue breathing results in disease

transmission.CPR must be provided as required, except where it is clearly documented in a specific health management or palliative care plan that has been signed by both the medical treatment decision maker (see RSPM 5.5) and the treating health practitioner, that CPR is not to be performed under specific circumstances. See RSPM 5.16 for further palliative care information.

What is first aid?

First aid is the immediate care given to an injured, or ill person, before treatment by medically trained personnel.

What is cardio-pulmonary resuscitation?

CPR is a method of artificial breathing and circulation administered to a person whose natural heart action and breathing have stopped.

A first aid kit must be taken on outings

Residential services must have two first aid kits. One is to be kept at the residential service and the other to be taken on outings, so information and emergency contacts are immediately available. The outings kit may be kept in:

the vehicle, if one is permanently located at the residential service or,

an accessible location to be taken on excursions, if the residential service does not have a vehicle.

The outings kit must contain the items listed on the first aid kit contents list, and include the:

emergency contact form emergency information form for each resident.

Mandatory first aid and CPR certifications

The department has mandatory first aid and CPR requirements. Refer to Maintaining mandatory certifications on the staffing resources intranet page for information about obtaining and maintaining these certifications.



Documenting first aid administered

When a resident requires first aid, document: the incident and action taken in the file and shift report as per the client incident reporting or non-critical client event log

processes.When staff require first aid a Disease Injury, Near Miss and Accident (DINMA) must be completed.


The supervisor must ensure: the residential service has two fully stocked first aid kits (list of

inclusions is located in Workplace inspection Module 5). the first aid kits are readily accessible and not locked materials used are replaced, as soon as possible the first aid kits are:– checked quarterly– kept fully maintained, with contents within their use-by-date, in

adequate quantities and good order, for example, packets containing sterile items must not be damaged

staff know the location of the first aid kits new staff are informed of the location of the first aid kits (as part of

their orientation to the residential service) staff have a current first aid and CPR certification the training and certification status of staff is documented staff are made aware of any issues the resident has which may

impact on the provision of CPR.

Resources Forms and templates are available on the department’s internet.



3.13 Issue resolution for OH&S


Contents What is issue resolution?Role of all staffRole of managersResources

What is issue resolution?

Issue resolution is a quick and effective process for joint problem solving of Occupational Health and Safety (OH&S) issues. The process ensures staff, managers and OH&S representatives attempt to solve issues at the local level before seeking external solutions. For issue resolution related to other matters, see RSPM 2.3.

Role of all staff Staff must attempt to solve OH&S issues at the local level in conjunction with their OH&S representative.

Role of managers

Managers must ensure staff are aware of issue resolution processes and are promptly referred to these, as necessary.

Resources Issue resolution – a one page guide for resolving OH&S issues. Available on the DHS Hub.

Occupational Health and Safety Act 2004 – provides the legislative framework for OH&S in Victorian workplaces. Available on the Victorian Legislation and Parliamentary Documents website at: http://www.legislation.vic.gov.au

Health, safety and wellbeing contacts. Available on the DHS Hub, or contact regional Human Resources staff.



3.14 Disease, Injury, Near-Miss, Accident (DINMA) reports


Contents What is a Disease, Injury, Near-Miss, Accident (DINMA) report?Why are DINMA reports important?When must a DINMA report be completed?What happens to copies of the DINMA report?Role of all staffRole of the managerResources

What is a DINMA report?

A Disease, Injury, Near-Miss, Accident (DINMA) report is the main document for reporting staff workplace incidents and injuries. This includes near-miss incidents which may have resulted in injury. DINMA reports are separate to the department’s Critical Client incident reporting system.

Why are DINMA reports important?

DINMA reports are important as they identify: near-misses, so interventions can be developed to prevent injuries incidents and injuries which need to be investigated hazards actions to prevent the recurrence of an incident, or injury ways to improve work practices.

When must a DINMA report be completed?

The DINMA report should be completed at the time of the incident, if possible, so:

the cause can be promptly addressed claims for compensation can be processed within required timelines.

What happens to copies of the DINMA report?

Three copies of each DINMA report are required. DINMA books are triple carbon to automatically create two copies when the front copy is completed. The front copy must be completed by staff, so information recorded goes onto the carbon copies. The manager must complete the risk control strategy sections of the form and forward the front copy to the WorkHealth Unit. Health and Safety Representatives (HSR) should be involved in the development of risk control strategies to address the issue. The staff member retains the employee copy and the third copy must be kept in the residential service DINMA book. To protect staff privacy, the workplace DINMA report copy can be removed from the report book and stored separately. Reports must be accessible to local health and safety representatives and Victorian WorkCover Authority field officers.



Role of all staff Staff must use a DINMA to report: injuries near-misses diseases caused by work. In addition staff should inform the HSR of DINMA reports.

Role of the manager

Managers must ensure: a DINMA report is completed for incidents, injuries and near-misses HSRs are notified of DINMA reports from their designated work

group relevant checklists and strategies are reviewed risk control strategies are implemented and regularly reviewed.

Resources The DINMA report book – contains the register of injuries and risk assessment process. A DINMA book is located in each residential service.



3.15 Serious incident notification to WorkSafe Victoria


Contents Reporting is a legal requirementWhat incidents must be reported?Dangerous occurrences that must be reportedPeople involved in the incident must be supportedDo not disturb the incident sceneNotifications that must occurReports that must be completedResources

Reporting is a legal requirement

The Occupational Health and Safety Act 2004 requires the department to notify WorkSafe Victoria immediately if a serious incident occurs. The legal requirement to notify WorkSafe Victoria applies to incidents involving any person, including:

staff residents or clients contractors visitors.

What incidents must be reported?

An incident which results in death, serious injury, or a dangerous occurrence must be reported immediately to WorkSafe Victoria. A serious injury is defined as, but not limited to, incidents which result in a person requiring:

medical treatment within 48 hours of exposure to a substance immediate treatment as an in-patient in a hospital immediate medical treatment (including an operation,

administration of a drug, or like substance, or any other medical procedure) for:

– amputation (of any body part)– a serious head injury– a serious eye injury– separation of skin from underlying tissue (for example, de-gloving or

scalping)– electric shock– a spinal injury– loss of body function (including fractures, dislocations, eye, or

hearing injuries and incontinence)– serious lacerations.

Note: Immediate medical treatment does not include procedures carried out for diagnostic purposes only or palliative care.



Dangerous occurrences that must be reported

Dangerous occurrences are those which may not have injured a person, but expose those in the immediate vicinity to an immediate health, or safety risk. These include:

the collapse, overturning, failure, or malfunction of, or damage to, a plant which is required to be licensed or registered

the collapse or failure of an excavation, or any shoring, supporting an excavation

the collapse or partial collapse of a building, or structure an implosion, explosion, or fire the escape, spillage, or leakage of any substance, including

dangerous goods the fall, or release from a height of any plant, substance, or object.

People involved in the incident must be supported

If safe to do so, staff are required to provide support to any injured party to minimise the risks of others being injured. This includes providing:

first aid contacting emergency services.

Do not disturb the incident scene

The site where the incident occurred must not be disturbed until: an inspector arrives such other time as directed by an inspector when WorkSafe Victoria

is notified of the incident.The site may be disturbed before an inspector arrives for the purpose of:

protecting someone’s health, or safety aiding an injured person involved in the incident taking essential action to ensure the site is safe, or to prevent

further incident.

Notify a manager immediately

Staff must immediately, and directly speak to a manager, to inform them of any notifiable incident involving:

staff residents visitors.



Managers responsible to notify Worksafe Victoria

The manager must: immediately notify WorkSafe Victoria of any serious incident by

telephone: 13 23 60 notify WorkSafe Victoria in writing within 48 hours of becoming

aware of the incident send the WorkSafe Victoria Incident Notification form (below) to the

Incident Notification Coordinator, GPO Box 4306, Melbourne 3001, or fax it to: (03) 9641 1091

inform the Health and Safety representative contact the regional Work Health unit, and provide a copy of the

completed WorkSafe Victoria Notifiable Incident formThe WorkSafe Victoria Incident Notification form is available for download from the WorkSafe Victoria website. If a manager is uncertain an incident is notifiable, they must contact WorkSafe Victoria in accordance with the above process. Support and advice related to the issue can also be obtained from regional Work Health Teams.Managers must refer to RSPM 6.4, if the incident involves a department bus.

Reports which must be completed

A departmental Critical Client Incident report must be completed for notifiable incidents, see RSPM 6.4. Section: C of the standard departmental incident report has a box which must be ticked if WorkSafe Victoria has been notified. A DINMA report must be completed if staff were involved in the incident, and risk control measures must be put into place.

Resources Critical Client Incident reporting – reporting policy, report templates and guides. Available on the DHS Hub: http://intranet.dhs.vic.gov.au/resources-and-tools/policies-and-standards/incident-reporting-departmental-instruction

WorkSafe Victoria – website of the Victorian WorkCover Authority which manages Victoria’s workplace safety system. Available at: http://www.worksafe.vic.gov.au


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