Information for Service Providers

Safety

• you have been properly briefed on the work that you will be doing and have the correct equipment to do your work;
• you have been fully trained on how to do your work in a safe manner and are fully across your company’s OHS manuals, policies and procedures;
• you act in a manner that promotes and provides for the safety of yourself, fellow employees, service providers, patients and the general public.

Code of Conduct– Respect by all for all – all the time

Appropriate Personal Appearance and Presentation  

Smoking 

Environmental   

• Aboriginal Heritage Act 2006 (Vic) 
• Heritage Act 2007 (Vic)
• Aboriginal Heritage Regulations 2018 
• Heritage Regulations 2017 

To maintain a high level of safety and care for everyone, service providers are asked to familiarise themselves with the following Forensicare vaccination requirements-

Vaccination

The Victorian State Government requires those who work in healthcare to be vaccinated against the flu. These health directions pertain to Forensicare employees, volunteers, students, and our service providers that are patient facing or regularly in clinical areas.

Service providers who come into regular contact with patients, staff and visitors will be required to provide annual Flu vaccination evidence. This will be captured as part of the online service provider induction.

Have symptoms? 

• It is important to us that we are able to provide an environment where we can protect you, our staff, consumers, and visitors.

If you have any of the following symptoms, we may, at our discretion, either request a RAT be conducted before entry or refuse entry to site:

• fever, chills or body aches;
• recent onset of a cough or shortness of breath/difficulty breathing;
• recent onset of runny nose or congestion;
• nausea, vomiting or diarrhea;
• tested positive for Covid.

Testing 

At times, service providers may be required to wear masks within the hospital grounds. In these instances, advice on mask requirements will be provided when attending site

If you test positive (whether from a Forensicare conducted test, or elsewhere), you and/or your employer must notify the Manager, Facilities and Asset Management immediately and provide details to WorkSafe. WS – Covid Form Unauthenticated (myworksafe.vic.gov.au)

For the most up to date COVID19 health alerts please visit:  Coronavirus (COVID-19) health alert | Australian Government Department of Health

Masks

At times, service providers may be required to wear masks within the hospital grounds. In these instances, advice on mask requirements will be provided when attending site.

Access on site

All service providers are required to register in our security registration systems. That may be as an escorted visitor or an inducted service partner.

You will be advised of your specific access and entry requirements upon engagement of your service.

Only service providers who have completed an online induction and attended an in-person orientation are issued with a Forensicare Security Identification and Access Card (ID Card). Those issued with an ID Card are responsible for the safekeeping and appropriate use of that card.

This extends also to the return of any keys, personal duress alarms and/or radios issued to them upon exiting the site.

Lanyards must be visibly worn at all times and keys are to be carried as inconspicuously as possible, using the chain or cord provided to securely fast key to belt or clothing. You are not to leave keys unattended at any time.

If you lose your ID Card, keys and/or personal duress alarm, Clinical Administration and your Forensicare Contract Relationship Manager must be notified immediately. You may be asked to provide an Incident report.

Site Induction Requirements

Companies who provide regular onsite services to Forensicare must complete a prequalification and provide us with all relevant insurance certificates and OHS information prior to commencing any service provision.

Employees and subcontractors of those companies must complete an online induction with us also.

Further information on this will be provided to you by your Contract Relationship Manager.

If you are providing a less regular service to us, you will be advised on what site and entry requirements are specific to you before your first visit.

For those required to complete an online induction, you will be asked to provide a valid National Police Check (NPC) no older than 12 months old. This is to be uploaded at the time of completing your The NPC is valid for 3 years from date of issue, after which time a new NPC will be required.

Forensicare only accepts National Police Checks (also known as Nationally Coordinated Criminal History Checks) prepared by ACIC accredited organisations. Additional information on ACIC accredited providers can be found here.

Some of the more commonly used ACIC accredited providers are:

Signing Attendance

All service providers must register their site attendance by signing in on arrival and out on departure.

Those with ID Cards are to use the dedicated service provider QR codes located at:

• Main Entry Building
• Building A – Admin Building
• Building H – Back of House

Those registered with us as Escorted Visitors must present to reception in the Main Entry Building.

Parking 

Service providers are asked to park in the Fairlea East Oval and other public parking areas outside of Thomas Embling Hospital.

Deliveries

Deliveries are to be directed to the dedicated delivery bay at Building H. There is limited space to drop people and equipment off at the front of the Main Entry Building.  

Facilities

Male, female and all gender toilet facilities are available in most areas. Speak to staff to ascertain the closest toilet that is available to you. Patient bathrooms are not to be used at any time.

There is a kiosk in the Recreation building, and small kiosk in the McFarlane Burnett carpark, where you can purchase hot food, coffee, sandwiches, and cold drinks.

Our ‘Permit to Work’ (PTW) system has been designed to control the risks applicable to specific activities of service providers on our sites.

A permit must be sought when any high-risk work is to be carried out including, but not limited to, any work in a confined space, demolition, excavation, hot works, isolation, and working at heights.

It is your responsibility to ensure that permits are applied for in advance of works commencing.

To request a permit in advance, please follow our Request a Permit to Work process.

Fires Detection

The Fire Detection System installed throughout Thomas Embling Hospital utilises a combination of smoke and thermal detection devices.  These devices can at times be triggered by work that generates dust, smoke, or sparks.

It is your responsibility to:

• check the area(s) in which you are working to ensure there are no smoke and/or thermal detection devices. You are to be mindful in this assessment of detection devices that nearby devices may still be affected by dust, smoke or sparks and ensure that the relevant detection devices are completely covered. Detector covers are available from Infrastructure and Site Services and must be fitted prior to any works being conducted;
• obtain and complete a Fire Impairment and Isolation Permit to allow for any smoke, thermal or sprinkler fire detection/suppression devices prior to any works being undertaken.

At the conclusion of works, you are to follow the necessary process to have the previously isolated detection devices put back into normal service operation mode and the Fire Impairment Permit discharged.

Note that the Contracting Company will be liable for any costs associated with the Fire  Service attending site for any false alarm activations.   

Fire Emergencies

A Fire Emergency could occur in the hospital at any time.  Inducted service providers are to ensure continued familiarisation with the location of any firefighting equipment such as extinguishers, hose reels and know the location of any fire exits.    

Portable fire equipment is installed throughout the hospital and are to be used for small, minor fires in the early development stages and to control or extinguish a fire, prior to the arrival of fire services.  

Please refer to the types of extinguishers on site and in which specific circumstances they can be used here. Please ensure you familiarise yourself with this content before arriving on site.    

It is important that fire equipment is not tampered with. Misuse of the fire equipment will result in permanent removal from the hospital and all associated cost for rectification being sought from the entity responsible. 

Please refer here to the types of extinguishers on site and in which specific circumstances they can be used. Please ensure you familiarise yourself with this content before arriving on site.    

First Aid 

If you witness a first aid emergency, locate the closest member of staff to seek first aid facilities and/or emergency services assistance as required.  

If you require First Aid treatment, if able, contact the nearest member of staff and report to the Facilities office in Building H.   

If you are injured and unable to move from your location as a result of your injuries activate your Personal Duress Alarm

Report an Accident or Incident

All accidents or incidents must be reported immediately to your Contract Relationship Manager.

Please note you may be requested to participate in an incident investigation, if one is required.

Safety Data Sheets (SDS/MSDS) (created by the chemical manufacturer) provide information about a substance or mixture for use in workplace chemical management.  

All service providers must hold any/all necessary SDS as required based on the task undertaken. Forensicare may request to see these at any time. 

Your feedback is important to us. Not only does it help us improve but lets us know when we’re doing a great job!

Should you wish to provide general feedback, or want to let us know you’ve enjoyed doing business with us, please email us at feedback@forensicare.vic.gov.au

If you wish to lodge a complaint, please refer to our complaints management process. This step-by-step guide provides guidance on how to lodge your complaint, and what you can expect in terms of responses from us and timelines.

In making your complaint, please ensure you:

• provide us with a clear explanation of the problem and give all relevant information; provide us with suggested solutions you are seeking (if any);
• notify us if new information comes to light or if you would like to withdraw the complaint; liaise only with the Forensicare individual assisting you with your complaint;
• Treat our staff with respect.

As we place a high level of importance on the way we conduct our business and how we interact with our service providers, we will ensure we:

• manage your complaint professionally, fairly and transparently;
• keep you informed of our progress; provide clear reasons for any decisions;
• treat you with respect.