QUESTIONS ANSWERED IN THIS SECTION:

• What should I expect from a workplace inspection?
• What do I need to have in my response plan?
• What documentation should I have relating to our Covid-19 induction?
• What detail will an inspector look for around the control measures in place?
• What will an inspector discuss with our Covid-19 Compliance Officer?

What should I expect from a workplace inspection?

The HSA have outlined the key questions they will be asking while conducting a workplace.

• Has a Covid-19 response plan been prepared?
• Have your employees been given Covid-19 induction training?
• Are the Covid-19 control measures in the workplace adequate?
• Has a Covid-19 employee representative been appointed?

The inspection will be aimed at assessing your compliance with the National Return to Work Safety Protocols, and employers need to ensure that their response plan, induction training and control measures are aligned with this document. Each inspection will vary, so it is important to ensure that all procedures, policies and documentation are in place and implemented correctly.

What do I need to have in my response plan?

The national protocol document states that every business must have a Covid-19 response plan in place before re-opening. The plan should detail the control measures within the workplace, risk factors associated with the workplace, individual risk factors, the system in place for concerns or issues to be raised, and the communication system for ensuring every employee is aware of the plan.

The plan should include provision of return to work forms to all employees, to be completed in advance of returning to work. The inspector will ask to review these forms for each employee, so these should be filed on receipt. The inspector may also ask for evidence of action taken by the company in response to answers on this form, so any actions should be documented and filed with the forms.

Possible areas that may be looked at within your plan include:

• Does it include current public health advice?
• Have employees been made aware of the signs and symptoms of Covid-19?
• Have you identified vulnerable or high-risk individuals in your workplace?
• Does the plan cover hygiene and disinfection procedures, as well as training provision on hand hygiene and respiratory etiquette?
• Have safety measures been put in place when the two-metre social distancing rule cannot be complied with? Examples include Perspex glass, barriers and personal protective equipment.
• Are you updating the Plan as public health advice develops and is there a communication system in place to update employees of changes?
• Have you put measures in place in high traffic as entrances and exits, clocking in areas?
• Does it cover what resources are available for employees suffering from stress and anxiety as a result of the whole COVID-19 pandemic?

What documentation should I have relating to our COVID-19 induction?

The HSA has provided a useful checklist for Induction Training for employees, which can be accessed here. All workers must complete COVID-19 Induction Training before returning to work.

Possible areas that an inspector may wish to ensure were covered in your induction include:

• The signs and symptoms of COVID-19;
• How the virus is spread;
• The control measures in place to minimise risk of exposure;
• Demonstrating proper distancing, hygiene and etiquette;
• Information on who might fall into “Higher Risk Groups”;
• What to do if a worker has symptoms at home or at work;
• Any policy updates or updates to risk assessment/safety statement;
• Identifying the Worker Representative(s);
• Recommendations for travelling to and from work.

All induction training should be documented, and records of completion kept on file. An inspector may also speak to workers to ensure that they are aware of all procedures in place after their induction.

What detail will an inspector look for around the control measures in place?

The inspector will review all control measures in place and look for evidence such as signs and informational posters, social distancing and hand washing and sanitizing facilities. The inspector will do a walk around the workplace to ensure that employees are observing all control measures and complying with social distancing procedures. They will review all refreshment and welfare facilities to ensure that adequate provisions for handwashing are in place.

The inspector will review procedures for responding to suspected cases, contact tracing logs, and procedures for contractors on site. The inspector may also wish to see designated isolation areas and review procedures for ensuring minimal contact with suspected cases.

What will an inspector discuss with our COVID-19 Compliance Officer?

The inspector will ask to speak to your employee representative in order to ensure that they have received training and have a full understanding of their role. The inspector may look at what procedures are in place for employees to raise concerns or questions about Covid-19, and what supports the employer has in place to support the designated representative.

It is critical for employers to ensure that they are prepared for a workplace inspection by the HSA in relation to Covid-19. Every employer needs to have their plan implemented, and ensure it is kept up to date with public health guidance. Employers need to ensure that their employees are trained in and compliant with their individual policies and procedures, and that all steps taken to protect employees are documented in order to ensure they are adequately prepared for a workplace inspection.