Residential Services Practice Manual 3rd Edition – Part 3
In this section
3
Ensuring a safe environment
3.1
Occupational health and safety
3.2
Workplace safety inspections
3.2.1
Maintenance and repairs
3.3
Manual handling
3.3.1
Purchasing manual handling aids and equipment
3.4
Occupational violence
re-issued February 2014
3.5
Vehicle safety
3.6
Hazardous substances
3.7
Smoke-free environment
3.8
Fire and emergency procedures
3.8.1
Bushfire preparedness
3.9
Electrical safety
3.10
Infection prevention and control overview
3.10.1 Standard precautions
3.10.2 Body fluid spills and personal hygiene support
3.10.3 Infectious disease outbreak and additional precautions
3.11
Food safety
3.12
First aid and cardiopulmonary resuscitation
re-issued July 2013
3.13
Issue resolution for OH&S
3.14
Disease, Injury and near miss and accident (DINMA) reporting
3.15
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:
FBR
facility based respite
GH
group homes
STJ
short term justice
LTR
long term rehabilitation program
I
Sandhurst and Colanda
RTF
residential treatment facility (DFATS)
Instruction application:
Y
instruction applies in full
N
instruction does not apply to service type
P
Partial application. Service required to implement principle of instruction but service not generally
directly responsible for planning, monitoring and reviewing components of instruction
LD
Locally determined based on client plans, service model and protocols. Applicable to STJ, LTR and
RTF only
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Residential Services Practice Manual 3rd Edition – Part 3
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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 2004
Employer obligations
Functions of Health and Safety Representatives
Role of all staff
Role of the supervisor and manager
Resident inclusion
Resources
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
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Residential Services Practice Manual 3rd Edition – 3.1 – 2
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 nondepartmental staff, need to enter a residential service for work purposes.
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Residential Services Practice Manual 3rd Edition – 3.1 – 3
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-andresources/policies,-guidelines-and-legislation/disability-supportedaccommodation-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.
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Residential Services Practice Manual 3rd Edition – 3.1 – 4
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Residential Services Practice Manual 3rd Edition – 3.2 – 1
3.2 Workplace safety inspections
Issued: August 2012
Applies to all
Contents
What are Workplace safety inspections?
When Workplace safety inspections are done
Who is responsible for workplace safety inspections?
Who is responsible to monitor and manage outcomes?
Role of all staff
Functions of the HSR
Resident inclusion
Resources
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.
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
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.
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Residential Services Practice Manual 3rd Edition – 3.2 – 2
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
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Residential Services Practice Manual 3rd Edition – 3.2 – 3
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:
EMSonline@dhs.vic.gov.au

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
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Residential Services Practice Manual 3rd Edition – 3.2 – 4
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Residential Services Practice Manual 3rd Edition – 3.2.1 – 1
3.2.1 Maintenance and repairs
Issued: August 2012
Applies to all
Contents
Overview
Building maintenance
Equipment maintenance
Role of support staff
Role of the supervisor
Resident inclusion
Resources
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.
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Residential Services Practice Manual 3rd Edition – 3.2.1 – 2
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.
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-andresources/policies,-guidelines-and-legislation/disability-supportedaccommodation-house-maintenance-guide

Singleton Equity Housing Limited and properties owned or managed by other
housing options, follow the maintenance information provided at the site.
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Residential Services Practice Manual 3rd Edition – 3.3 – 1
3.3 Manual handling
Issued: August 2012
Applies to all
Contents
What is a manual handling risk?
Managing Manual handling risks
Role of the supervisor
Role of the manager
Role of support staff
Resources
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:



Staff




Managing
Manual
handling risks
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.
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.
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:





This
environmental design
use of equipment
information and instructions
workflow planning
training.
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.
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Residential Services Practice Manual 3rd Edition – 3.3 – 2
Role of the
supervisor
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:





Role of the
manager
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.
The manager must ensure that:

required actions are implemented
 strategies are in place for staff orientation to site specific safe work practices
Work routines and rosters are balanced to enable staff to:



Role of
support staff
Resources
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.

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: EMSonline@dhs.vic.gov.au.

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:
EMSonline@dhs.vic.gov.au
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Residential Services Practice Manual 3rd Edition – 3.3.1 – 1
3.3.1 Purchasing manual handling aids and equipment
Issued: August 2012
Applies to all
Contents
Overview
Assessments required before purchase
Hoists
Commodes and shower chairs
Specialised beds
Wheelchairs
Other specialised chairs
Role of support staff
Role of the supervisor and manager
Resources
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
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Residential Services Practice Manual 3rd Edition – 3.3.1 – 2
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.
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Residential Services Practice Manual 3rd Edition – 3.3.1 – 3
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.
Role of
support staff
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.
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Residential Services Practice Manual 3rd Edition – 3.3.1 – 4
Role of the
supervisor and
manager
Resources
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.

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: EMSonline@dhs.vic.gov.au

Specialised bedding – a guide for the assessment and purchase of specialised
bedding systems. Available on the DAS Hub.
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Residential Services Practice Manual 3rd Edition – 3.4 – 1
3.4 Occupational violence
Issued: February 2014
Applies to all
Contents
Overview
What 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 occurs
Call ‘000’ if in immediate danger
Where to find more information
Role of all staff
Role of the supervisor
Resources
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:
What is the
Occupational
Violence Risk
Assessment and
Management
Tool (OVRAMT)?
The Occupational Violence Risk Assessment and Management Tool (OVRAMT) is
used to:






verbal abuse
threats
physical assault.
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.
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Residential Services Practice Manual 3rd Edition – 3.4 – 2
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:



What to do if
occupational
violence occurs
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.
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.
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Residential Services Practice Manual 3rd Edition – 3.4 – 3
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.
Role of the
supervisor
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.
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Residential Services Practice Manual 3rd Edition – 3.4 – 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.
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Residential Services Practice Manual 3rd Edition – 3.5 – 1
3.5 Vehicle safety
Issued: August 2012
Contents
Applies to all
Overview
Driver Requirements for department vehicles
Basic vehicle safety checks
Regular maintenance
Vehicle replacement
What is involved in the assessment?
Assessment outcomes must be implemented
Who 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 copy
Staff 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.
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Residential Services Practice Manual 3rd Edition – 3.5 – 2
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.
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Residential Services Practice Manual 3rd Edition – 3.5 – 3
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.
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Residential Services Practice Manual 3rd Edition – 3.5 – 4
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Residential Services Practice Manual 3rd Edition – 3.6 – 1
3.6 Hazardous substances
Issued: August 2012
Applies to all
Contents
What are hazardous substances?
Handling hazardous substances
Role of all staff
Role of managers
Other substances that may be a risk
Resources
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.
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Residential Services Practice Manual 3rd Edition – 3.6 – 2
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.
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Residential Services Practice Manual 3rd Edition – 3.7 – 1
3.7 Smoke-free environment
Issued: August 2012
Applies to all
Contents
Smoke-free workplace
Why is smoking banned?
Where can staff smoke?
Residents and visitors who smoke
Resources
Smoke-free
workplace
The department’s workplaces are smoke-free, as there is not a safe level of smoking, or
passive smoking. 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 should not smoke near residents when on outings
 environments where others are smoking should be avoided. For example,
residents should be encouraged to sit inside, if people are outside smoking.
Why is smoking
banned?
Smoking is prohibited to minimise the risk of illness and disease associated with
smoking and passive smoking. Smoking is the largest contributor to preventable death
in Australia and is known to increase the risk of:
 lung cancer
 cardiovascular disease
 chronic obstructive pulmonary disease
 other illnesses.
In adults, passive smoke can:
 increase the risk of heart disease, lung cancer and other illnesses
 place residents with frail health at increased risk of deteriorating health.
Where can
staff smoke?
In residential services, a designated smoking area is permitted to ensure the rights
of department clients are not unreasonably interfered with and to acknowledge the
work environment which may not permit staff to exit the property during a shift.
Staff who smoke are permitted to do so:
 during authorised breaks
 in the designated outdoor smoking area.
Staff are not entitled to take cigarette breaks in addition to meal breaks.
A designated smoking area must be a minimum of five metres away from doorways
and windows. A 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. Extra precautions for residents with,
or at high risk of, respiratory illness should be taken to reduce smoke exposure risk.
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Residential Services Practice Manual 3rd Edition – 3.7 – 2
Residents and
visitors who
smoke
Resources
Residents, their families, contractors, or visitors to the residential service who
smoke must use the designated outside smoking area.

Quitline – a confidential telephone services providing information, advice and
support for quitting, telephone: 13 78 48.

Quit Victoria – comprehensive information and resources on quitting are
available at: http://www.quit.org.au

Smoke-free environment – smoke-free information and policy. Available on
the
DHS Hub.
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Residential Services Practice Manual 3rd Edition – 3.8 – 1
3.8 Fire and emergency procedures
Issued: August 2012
Applies to all
Contents
Provisions for fire and emergencies
Evacuation packs
Role of all staff
Role of supervisors and managers
Resident inclusion
Resources
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.
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Residential Services Practice Manual 3rd Edition – 3.8 – 2
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-thedepartment/documents-and-resources/reports-publications/fire-safety-fordisability-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/
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Residential Services Practice Manual 3rd Edition – 3.8.1 – 1
3.8.1 Bushfire preparedness
Issued: August 2012
Applies to all
Contents
Why Victorians must be fire ready
Fire ready policies
Fire danger ratings
What is in a bushfire survival plan?
Role of all staff
Role of the manager
Resources
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.
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.
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.
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.
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Residential Services Practice Manual 3rd Edition – 3.8.1 – 2
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.
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Residential Services Practice Manual 3rd Edition – 3.8.1 – 3
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-andpreparedness

Country Fire Authority (CFA) – provides information and resources to support
Available at: www.cfa.vic.gov.au

Australian Red Cross – www.redcross.org.au
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Residential Services Practice Manual 3rd Edition – 3.8.1 – 4
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Residential Services Practice Manual 3rd Edition – 3.9 – 1
3.9 Electrical safety
Issued: August 2012
Applies to all
Contents
How to ensure the safety of electrical equipment
What items must never be used in group homes?
What needs to be inspected?
Resident inclusion
Role of managers and supervisors
Resources
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.
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Residential Services Practice Manual 3rd Edition – 3.9 – 2
Role of all staff
Resources
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.

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-andresources/policies,-guidelines-and-legislation/disability-supportedaccommodation-house-maintenance-guide

Singleton Equity Housing Limited and properties owned or managed by
other housing options, follow the maintenance information provided at the
site.
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Residential Services Practice Manual 3rd Edition – 3.10 – 1
3.10 Infection prevention and control overview
Issued: August 2012
Applies to all
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 services
Role of support staff
Role of managers and supervisors
Required facilities and equipment
Further support and advice
Resources
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.
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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.
Role of
support staff
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.
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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.


Resident inclusion
body fluid spill kits
impervious coverings, or kylie pads for furniture (to help manage
incontinence issues).
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.
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Further support
and advice
Resources
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.

Inside story – infection prevention and control DVD training resource.
Available on the DHS Hub: http://intranet.dhs.vic.gov.au/resources-andtools/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
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3.10.1 Standard precautions
Issued: August 2012
Applies to all
Contents
What are standard precautions?
Hand washing requirements
Personal protective equipment
Wearing gloves
Other protective equipment may be required
House cleaning
Linen and clothing
Pet 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.
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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.
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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.
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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.
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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.
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3.10.2 Body fluid spills and personal support
Issued: August 2012
Applies to all
Contents
What are body fluids and substances?
Body fluid spills kit
Cleaning body fluid and substance spills
If body fluids or substances contact skin
Soiled linen and clothing
Incontinence aids disposal
Use and care of personal items
Handling and disposal of sharps
Resources
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.
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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.
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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
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3.10.3 Infectious disease outbreaks and additional precautions
Issued: August 2012
Applies to all
Contents
When additional precautions are required
Social distancing of infectious person
Exclusion from work and day programs
Linen and clothing
Body fluid spills
Cleaning support equipment and rooms
Managing a suspected infectious disease outbreak
Resources
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.
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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.
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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-andcontrol-of-gastroenteritis-outbreaks-in-aged-care--special-care--health-careand-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.
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Residential Services Practice Manual 3rd Edition – 3.11 – 1
3.11 Food safety
Issued: August 2012
Applies to all
Contents
Why is food safety important?
When does food poisoning occur?
What are the symptoms of food poisoning?
Clean food preparation and storage areas
Managing food safely when shopping
Storing food safely
Preparing food safely
Managing food safely on outings
Role of all staff
Role of the supervisor
Resources
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 reheated.
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.
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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 months
When 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.
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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.
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Residential Services Practice Manual 3rd Edition – 3.11 – 4
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 reheated, 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.
Role of the
supervisor
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 D
AS Hub
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Residential Services Practice Manual 3rd Edition – 3.12 – 1
3.12 First aid and cardiopulmonary resuscitation
Issued: July 2013
Applies to all
Contents
Overview
What is first aid?
What is cardiopulmonary resuscitation?
A first aid kit must be taken on outings
Mandatory first aid and CPR certifications
How to maintain a current certification
Documenting first aid
Role of the supervisor
Resources
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 a valid Not for Resuscitation (NFR)
order exists, or a valid Refusal of Treatment Certificate states CPR must not be provided.
See RSPM 5.16 for further NFR and Refusal of Treatment 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 cardiopulmonary
resuscitation?
CPR is a method of artificial breathing and circulation administered to a person whose
natural heart action and breathing have stopped.
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Residential Services Practice Manual 3rd Edition – 3.12 – 2
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 attached to the residential service
 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
It is mandatory for staff to have a:
 current certificate in 'Apply First Aid'
 current certificate in performing CPR.
How to maintain
a current
certification
It is mandatory for staff to maintain current first aid and CPR certification so attendance
at training should occur prior to the expiry of certificates however, there may be times
when offered training schedules do not provide for this to occur. In this circumstance
training must be undertaken within one month of a certificate expiring.
Staff may undertake first aid training with other organisations, for example as an
emergency services volunteer. In this case, the certificate will need to be sighted and a
copy provided to the Divisional Learning and Development Consultant (DLDC).
Documenting
first aid
When a resident requires first aid:
 document the incident and action taken in the file and shift report
 a Critical Client Incident report or non-critical client event log entry must be
completed.
When staff require first aid a Disease Injury, Near Miss and Accident (DINMA) must
be completed.
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Residential Services Practice Manual 3rd Edition – 3.12 – 3
Role of the
supervisor
Resources
The supervisor must ensure:
 the residential service has a suitably stocked first aid kit
 the first aid kit is readily accessible and not locked
 materials used are replaced, as soon as possible
 the first aid kit is:
– 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 kit
 new staff are informed of the location of the first aid kit (as part of their
orientation to the residential service)
 staff undertake training as specified by their DLDC
 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.

Emergency contacts form – a one page form for recording emergency
contact numbers. Available on the DAS Hub.

Emergency information form – a one page form filled in for each person
which contains important information and contacts. Available on the DAS
Hub.

First aid kit contents list – a list of items which must be included in
mandatory first aid kits. Available on the DAS Hub.
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Residential Services Practice Manual 3rd Edition – 3.12 – 4
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Residential Services Practice Manual 3rd Edition – 3.13 – 1
3.13 Issue resolution for OH&S
Issued: August 2012
Applies to all
Contents
What is issue resolution?
Role of all staff
Role of managers
Resources
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.
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Residential Services Practice Manual 3rd Edition – 3.13 – 2
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Residential Services Practice Manual 3rd Edition – 3.14 – 1
3.14 Disease, Injury, Near-Miss, Accident (DINMA) reports
Issued: August 2012
Applies to all
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 staff
Role of the manager
Resources
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.
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Residential Services Practice Manual 3rd Edition – 3.14 – 2
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.
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Residential Services Practice Manual 3rd Edition – 3.15 – 1
3.15 Serious incident notification to WorkSafe Victoria
Issued: August 2012
Applies to all
Contents
Reporting is a legal requirement
What incidents must be reported?
Dangerous occurrences that must be reported
People involved in the incident must be supported
Do not disturb the incident scene
Notifications that must occur
Reports that must be completed
Resources
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.
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Residential Services Practice Manual 3rd Edition – 3.15 – 2
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.
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Residential Services Practice Manual 3rd Edition – 3.15 – 3
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 form
The 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
Resources
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.

Critical Client Incident reporting – reporting policy, report templates and
guides. Available on the DHS Hub: http://intranet.dhs.vic.gov.au/resourcesand-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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Residential Services Practice Manual 3rd Edition – 3.15 – 4
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