Safety & Wellbeing Assurance Check

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Safety & Wellbeing Assurance Check

Preventative Management-General

1. Are consultation arrangements in place and understood? OHS Committee or team meetings with standing safety as an agenda item, use of I-Sight. What is the standard for minimum frequency of meetings? How often are your meetings held?
Prompts: Check the team knows about the Consultation procedure, toolbox talk and hazard and safety issue resolution factsheet. Ask the team to explain their consultation arrangements such as a formalised OHS committee, HSR’s or other agreed arrangements e.g I-sight safety as an agenda at meetings etc. Compliant: Consultation arrangements are clearly understood, and meetings are held at regular intervals with documented evidence. Partially Compliant: Some understanding of the consultation arrangements is evident, and meetings have occurred. However, there may be inconsistencies in frequency or insufficient documentation. Non-Compliant: Consultation arrangements are not understood, and there is no evidence that meetings have taken place.
Evidence Required:
Corrective Actions:
2. Are all required safety posters clearly visible? Includes other posters - Injury Assist ‘if you get injured at work’, EAP, PMS, Hazard and Issue Resolution.
Prompts: Compliant: All required posters are clearly visible. Partially Compliant: Only some of the required posters are visible. Non-Compliant: None of the required posters are visible. Place on notice boards and communicate to staff at team meetings 1. One page S&W contact sheet 2. Injury Assist 3. EAP 4. ‘If you get injured at work’ NSW & VIC (only) 5. Preventative Maintenance Schedule 6. Hazard and Safety Issue Resolution Process
Evidence Required:
Corrective Actions:
3. Do staff conduct effective progress notes? Evidence of consistency and quality re details. (Sample – Check previous 7 days)
Prompts: Review the CIRTS progress notes in advance. Ask the team to show how they enter notes into the system. Clarify if there is a review process in place for these notes and who is responsible for it. Compliant: Progress notes are completed consistently and are well-written. Partially Compliant: Progress notes are completed inconsistently, with average quality writing. Non-Compliant: No progress notes are completed.
Evidence Required:
Corrective Actions:
4. Do progress notes get reviewed? What is the review process? Are progress notes reviewed by a manager regularly for early identification of issues.
Prompts: Ask if they know about the resources progress notes and progress notes guide. Check if there is a house, region or program specific policy or process. Compliant: The process is well understood, and there is documented evidence of feedback provided to staff, business partners, or health professionals to drive improvements. Partially Compliant: Some feedback has been provided, with a basic understanding of the process. Non-Compliant: No feedback has been provided.
Evidence Required:
Corrective Actions:
5. Is there written shift handover process in place? What is the house policy?
Prompts: Ask if there is an established process for shift handovers. Request the team to demonstrate how shift handovers are carried out. Compliant: The shift handover process is understood, and evidence shows that handovers are consistently conducted. Partially Compliant: There is some understanding of the process, and shift handovers are occasionally conducted. Non-Compliant: No shift handover process exists, and there is no evidence of handovers.
Evidence Required:
Corrective Actions:
6. Is working alone risks identified? Are appropriate controls in place?
Prompts: Understand the risks for staff working alone. Ask what communication tools are used (e.g., mobile phones, Teams chat, duress alarms). Check if the communication methods are suitable for staff safety. Compliant: Risks are well understood, and effective controls are in place. Partially Compliant: Risks and controls are understood, but they are only partially implemented. Non-Compliant: Risks are not understood, and no controls are in place. Not Applicable: This criterion does not apply if there is no risk of working alone or similar risks.
Evidence Required:
Corrective Actions:
7. Are there effective communication systems in place to manage working alone risks? Eg Duress Alarm/Staysafe App/Mobile Phone/Teams Chat (If applicable) If so, what are the instructions? Has the policy been communicated to staff?
Prompts: Understand the risks for staff working alone. Ask what communication tools are used (e.g., mobile phones, Teams chat, duress alarms). Check if the communication methods are suitable for staff safety. Compliant: Frontline staff fully understand the communications process, and there is evidence of effective implementation. Partially Compliant: A communications process is in place but is only partially understood or implemented. Non-Compliant: No effective communications process is in place and risk exists from working alone or a similar risk. Not Applicable: This criterion does not apply if there is no risk of working alone or related risks.
Evidence Required:
Corrective Actions:
8. Conduct an environmental scan of the location. Identify hazards and non-compliant standards (eg. Broken window, mould, interaction dynamics between staff and client).
Prompts: Walk around and assess for any hazards. Compliant: No major environmental hazards are observed beyond those already identified, with temporary controls in place. Partially Compliant: Minor hazards are present without temporary controls. Non-Compliant: One or more major hazards are present without temporary controls. Minor Hazard Examples: Worn or raised carpet, loose mats, or electrical cables in walkways. Major Hazard Examples: Exposed electrical wiring, open fall risks over 1 meter, or exposed/damaged asbestos.
Evidence Required:
Corrective Actions:
9. Is the manager aware of the high-risk panel processes? High Risk Review Panel (HRRP) or Complex Support Need Panel (CSNP) (CYF only) Are their terms of reference known and accessible
Prompts: Understand if the house might need a CSNP or HRRP. Ask if they are familiar with the terms of reference. Confirm if a panel has been convened when necessary. Compliant: The panel process is understood, and a panel has either occurred or is scheduled where required. Partially Compliant: The panel process is not fully understood. Non-Compliant: The panel process is not understood, and a significant risk exists where a panel is needed.
Evidence Required:
Corrective Actions:
10. When was the last time a manager / business partner visited the home?
Prompts: It is recommended that managers regularly visit homes. These are managers that don’t normally work at that location. Compliant: A manager has visited the house at least once within the past year. Partially Compliant: A business partner (e.g., safety and wellbeing, practice, property team members) has visited the house at least once in the past year with the manager’s approval. Non-Compliant: Neither a manager nor a business partner has visited the house within the past year.
Evidence Required:
Corrective Actions:

Occupational Violence & Client Related ( Mental Stress)

11. Has the client got a Positive Behaviour Support Plan (PBSP) and/ or Individual Crisis Support Plan (ICSP) (CYF only) Are plans in date? Does it reflect current client behaviours?
Prompts: Review the client's CIRTS records. Check if the plan is uploaded to CIRTS, if needed. Confirm if the plan is appropriate for the client. Compliant: All required plans are in place and have been reviewed within the last year. Partially Compliant: All plans are in place, but one or more have not been reviewed in the last year. Non-Compliant: No required plans are in place. Not Applicable: This criterion does not apply if the risk is low, and plans are not required.
Evidence Required:
Corrective Actions:
12. Have staff received training in the clients PBSP or ICSP? Recorded on tracker and available.
Check training records if staff have received training in the clients PBSP. Ask what the training was and seek their feedback. Compliant: Training outlined in the plan has been delivered by an external clinician or practice team to at least 80% of staff within the last year, with evidence available. Partially Compliant: Some staff have received training, but: The training was of poor quality or not integrated into house practices. Non-Compliant: There is a significant occupational risk, but no training has occurred. Not Applicable: This criterion does not apply if there is no or low risk of occupational violence and low-level client behaviours. Discretion: The advisor should determine partial compliant based on the amount and quality of training, how recent it was, and staff feedback.
Evidence Required:
Corrective Actions:
13. Have staff received De-escalation training? Required based on significant risk of occupational violence
Prompts: Check training records if staff have received any practical de-escalation training. Ask what the training was and seek their feedback. Compliant: De-escalation training has been provided to at least 80% of staff in the last year, with evidence available. Partially Compliant: Some staff have received training, but, it occurred over a year ago with no refresher or review in meetings. The training was of poor quality or not integrated into house practices. Non-Compliant: There is a significant occupational risk, but no de-escalation training has occurred. Not Applicable: This criterion does not apply if there is no or low risk of occupational violence.
Evidence Required:
Corrective Actions:
14. Does incident de-briefs occur by client services? e.g Reflective practice, Life Space interview (CYF only) or similar. What is the process for conducting these? Frequency and understanding of debriefs.
Prompts: Check if there are any records in I-sight for LSI’s or reflective practices. Ask if the house knows the process for reviewing occupational violence incidents. Ask if they’ve been involved in any incidents and if they receive feedback. Compliant: A formal incident de-brief process is in place, with evidence of de-briefs conducted. Partially Compliant: No formal process exists, but some de-briefs have occurred. Non-Compliant: No de-brief process is in place, and there is no evidence of de-briefs, despite the severity of incidents warranting them. Not Applicable: This criterion does not apply if there is no or low risk of occupational violence. Discretion: The advisor should assess partial compliant based on the severity of incidents and the extent of de-briefs conducted.
Evidence Required:
Corrective Actions:

Muscular Stress/Manual Handling – Moving Together Safely Program

15. Has the client got a TRAM* Plan (mobility Plan)? In date within 12months? *Transferring, Repositioning and mobilising
Prompts: Understand the complexity of the client e.g are they high or low support? Review CIRTS for the TRAM plan. Compliant: All client-specific TRAM plans are in place and reviewed within the last year. Partially Compliant: All required plans are in place, but one or more have not been reviewed in the last year. Non-Compliant: No TRAM plans are in place for the clients. Not Applicable: This criterion does not apply if there is no or low risk of manual handling. Discretion: For partial compliant, the advisor should consider the level of risk, the importance of the missing plans, and any mitigating factors.
Evidence Required:
Corrective Actions:
16. Have staff received practical manual handling training? Required for complex transferring, repositioning and mobilising (TRAM) needs. View records from My Learning or other sources if provided externally.
Prompts: Check My Learning if records exist under ‘Moving Together Safely – Face to Face Training’. Ask staff if they have received practical training and seek their feedback on the training. Compliant: Practical manual handling training covering the use of equipment and client plans has been provided to 80% or more of staff in the last year, with evidence available. Partially Compliant: Some staff have received practical training, but: o Training occurred over a year ago with no refreshers or reviews in team meetings. o The training was inadequate or poorly integrated into daily practice. Non-Compliant: The home has complex manual handling needs, but no practical training has been conducted. Not Applicable: This criterion does not apply if there is no or low risk of manual handling Discretion: The advisor should assess partial compliant based on the amount and quality of training, how recent it was, and staff feedback.
Evidence Required:
Corrective Actions:
17. Has the client got equipment suitable for their needs?
Prompts: Is the client waiting for any equipment? Is equipment not damaged or working correctly? Have the client’s needs changed and their equipment now not suitable? For high support homes are slide sheets used. A sling suitable for the person’s needs. Compliant: All clients have the necessary equipment to meet their needs. Partially Compliant: Some equipment is missing, but the associated risk is low. Non-Compliant: One or more clients have changing needs, but critical TRAM equipment is not available. Not Applicable: This criterion does not apply if TRAM equipment is not required. Discretion: For assessing partial or non-compliant scores, the advisor should consider the equipment's criticality for the client’s needs and weigh up the reason for lack of equipment such as funding issues or if delays in sourcing rental equipment.
Evidence Required:
Corrective Actions:
18. Has the TRAM Equipment Register been completed and equipment serviced? Check equipment for correct labelling/service sticker. Verify details in the register.
Prompts: Check the TRAM Equipment Register if any entries exist for the house. Check equipment is labelled correctly (asset number and service sticker) and service is in date. Compliant: A TRAM equipment register or equivalent is maintained, and/or all equipment is serviced according to the manufacturer’s instructions. Partially Compliant: There is no formal register, but some equipment has been serviced. Non-Compliant: No register is in place, and equipment has not been serviced. Not Applicable: This criterion does not apply if TRAM equipment is not required. Discretion: The advisor should determine partial compliance by reviewing the type of equipment, service history, and any mitigating circumstances.
Evidence Required:
Corrective Actions:
19. Can staff on site explain/demonstrate competence and compliance to the TRAM Plan, work instructions and equipment? This could mean 1 or 2 staff on shift during audit, verbal discussion rather than physical demonstration – client dignity and human rights.
Prompts: Review clients support needs, review the clients TRAM Plan. Do staff feel confident to perform the tasks in the TRAM plan and use the equipment. Compliant: Staff can confidently explain or demonstrate competence in: o Using equipment correctly. o Following work instructions. o Adhering to the client’s TRAM plan. Partially Compliant: Some staff demonstrate competence, but: o New or alternate shift staff (e.g., night vs. day) lack competence. o Some staff are non-compliant with the TRAM plan or work instructions. Non-Compliant: o None of the interviewed staff demonstrate competence. o No relevant plan is in place, or the plan is not followed. Not Applicable: This criterion does not apply if there is no or low risk of manual handling Discretion: For partial compliant, the advisor should assess what systems are in place (e.g., TRAM plans, practical training) and evaluate how well the house maintains competency and compliance across shifts e.g if any differences between day or night shifts.
Evidence Required:
Corrective Actions:

Slip, Trips and falls

20. Following a visual inspection are any slip, trip or fall hazards present?
Prompts: Identify potential slip trip and fall hazards such as worn or raised carpet, tiles flooring, loose mats. Electrical cables over walkways. Damaged steps or ramps. Steep driveways. Uneven areas such as rocks, holes, ditches or outdoor tiles. Wet or slippery surfaces. Outdoor areas covered in moss. Compliant: No major slip, trip, or fall hazards were observed, and previously identified hazards have temporary controls in place. Partially Compliant: Minor hazards are present, but no temporary controls have been implemented. Non-Compliant: One or more major hazards are present without temporary controls. Examples: Minor Hazards: o Worn or raised carpets, loose tiles, unsecured mats. o Electrical cables obstructing walkways. • Major Hazards: o Exposed openings with a fall risk greater than 1 meter.
Evidence Required:
Corrective Actions:
21. Do staff have the correct footwear?
Prompts: Compliant: All staff observed are wearing the correct and appropriate footwear for the workplace. Partially Compliant: Some staff are wearing the correct footwear, while others are not. Non-Compliant: All staff observed are wearing inappropriate footwear that does not meet safety standards.
Evidence Required:
Corrective Actions:
22. Is the lighting adequate?
Prompts: Do staff work at night? What is the lighting like inside? What about outside? Compliant: Lighting at the location is adequate based on the nature of the work and identified risks. Partially Compliant: Some areas have lighting that could be improved to enhance visibility and safety. Non-Compliant: o Lighting is inadequate, posing a significant safety risk. o An incident has occurred due to poor lighting, and no measures have been taken to manage or address the risk.
Evidence Required:
Corrective Actions:

Mental Health

23. Has a psychosocial risk assessment been completed?
Prompts: Use HS 802.2 Psychosocial Risk Assessment. Reach out to S&W for support. Compliant: A psychosocial risk assessment has been conducted, and appropriate mitigation strategies have been implemented. Partially Compliant: No formal risk assessment has been conducted, but some strategies are in place to manage psychosocial risks. Non-Compliant: Psychosocial risks are present, but no risk assessment has been conducted, and no strategies are in place. Not Applicable: This criterion does not apply if there is no or low psychosocial risks. Discretion: The advisor should consider partial compliant based on the location’s risk level and the strategies currently in place to manage psychosocial risks.
Evidence Required:
Corrective Actions:
24. Do you know about the Mental Health First Aider Network? Do you know where to find a support person?
Prompts: Compliant: The Mental Health First Aider (MHFA) Network is known and actively utilised by staff. Partially Compliant: The network is not well-known or actively used, but psychosocial risks are low. Non-Compliant: The MHFA Network is not known or used, and psychosocial risks are high at the location. Discretion: The advisor should apply discretion between partial and non-compliant statuses based on the actual risks at the location and the network's relevance to staff well-being.
Evidence Required:
Corrective Actions:
25. Do staff proactively use the Employee Assistance Program (EAP)? (Converge) Eg: group or individual counselling – Is the process known and understood? Has the EAP Toolbox Talk been conducted.
Prompts: Compliant: The Employee Assistance Program (EAP) is well-known by staff. Staff can explain the different services on offer. Partially Compliant: The EAP is not well-known and psychosocial risks are low. Non-Compliant: The EAP is not known, and psychosocial risks are high at the location. Discretion: For partial compliant, the advisor should assess both the risk level and whether the lack of EAP usage reflects a genuine gap or a low need for such services.
Evidence Required:
Corrective Actions:
*In the final audit document these will need to be asked for each client N/A will remove the question from total and scoring

Training Compliance checks

These records obtained for each worker 80%+ complaint, 50-80% Partial Compliant, <50% No Compliant
Records found here L&D Scorecard

Training Compliance checks

1. LWB Safety Induction
Prompts:
Evidence Required:
Corrective Actions:
2. LWB Emergency management
Prompts:
Evidence Required:
Corrective Actions:
3. Introduction to Moving Together Safely
Prompts:
Evidence Required:
Corrective Actions:
4. Managing Potential Workplace Violence
Prompts:
Evidence Required:
Corrective Actions:

Safety Management Plan Compliance checks

1. Site Famil Induction+ Emergency Response Plan
Prompts:
Evidence Required:
Corrective Actions:
2. First Aid Kit
Prompts:
Evidence Required:
Corrective Actions:
3. Site Risk Register
Prompts:
Evidence Required:
Corrective Actions:
4. Hazardous Substance Register
Prompts:
Evidence Required:
Corrective Actions:
5. Quarterly Workplace inspection
Prompts:
Evidence Required:
Corrective Actions:
6. Extreme Weather Event Plan
Prompts:
Evidence Required:
Corrective Actions:
7. Evacuation Diagram
Prompts:
Evidence Required:
Corrective Actions:
8. Asbestos Register
Prompts:
Evidence Required:
Corrective Actions:
9. Electrical test and tag register
Prompts:
Evidence Required:
Corrective Actions:
10. Fixed RCD testing conducted
Prompts:
Evidence Required:
Corrective Actions:
11. Fire servicing
Prompts:
Evidence Required:
Corrective Actions:
12. TMV installed and serviced
Prompts:
Evidence Required:
Corrective Actions:

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Safety & Wellbeing Assurance Check

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Preventative Management-General

Occupational Violence & Client Related ( Mental Stress)

Muscular Stress/Manual Handling – Moving Together Safely Program

Slip, Trips and falls

Mental Health

Training Compliance checks

Safety Management Plan Compliance checks

Related checklists

Safety & Wellbeing Assurance Check

Free Safety & Wellbeing Assurance Check Checklist

Go digital today!

Convert your paper checklists into digital forms

Preventative Management-General

Occupational Violence & Client Related ( Mental Stress)

Muscular Stress/Manual Handling – Moving Together Safely Program

Slip, Trips and falls

Mental Health

Training Compliance checks

Safety Management Plan Compliance checks

Related checklists