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Safe Environment Policy and Procedure

NDIS Policies and Procedures Manual – Core Module

Document Number: CM-POL-021

Document Control

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Legal Name: Holistic Healthcare Management Services
ABN: 20695058096
ACN: 695058096
Primary address/head office: 15 Agasse Way, Tapping WA 6065
Document Name: NDIS Policies and Procedures Manual – Core Module
Document Number: CM-POL-021
Approved by: Director
Date Approved: February 2026
Version No: 1.0
Comments: Initial Release of the Policies and Procedures Manual
Next Review Date: May 2026

Introduction and Purpose

Holistic Healthcare Management Services is committed to ensuring that all participants access supports in a safe environment that aligns with their needs, promotes their wellbeing, and adheres to all regulatory and organisational standards. This policy outlines the principles, procedures, and systems in place to safeguard participants and workers.

Scope

This policy applies to all participants, workers, support networks, and settings in which Holistic Healthcare Management Services delivers supports. It covers:

  • Physical environments, including participant homes and organisational facilities.
  • Collaboration with external providers to ensure safety across shared service delivery.
  • Worker training in safety protocols, infection control, and emergency response.

Definition

Term Description
Safe Environment A setting where risks are minimised, and participants can access supports without undue hazards to their health, safety, or wellbeing.
Infection Prevention and Control (IPC) Measures designed to prevent and minimise the spread of infections, including standard precautions like hand hygiene and PPE usage.
Personal Protective Equipment (PPE) Equipment used to protect workers and participants from health and safety risks.
Escalation Protocols Predefined processes for responding to urgent health situations.

Outcomes and Indicators

Term Description
Each participant accesses supports in a safe environment that is appropriate to their needs.
  • Each participant can easily identify workers who provide supports to them.
  • Work is undertaken with each participant, and others, in settings where supports are provided (including their home), to ensure a safe support delivery environment for them.
  • Where relevant, work is undertaken with other providers (including health care and allied health providers and providers of other services) to identify and manage risks to participants and to correctly interpret their needs and preferences.
  • For each participant requiring support with communication, clear arrangements are in place to assist workers who support them to understand their communication needs and the manner in which they express emerging health concerns.
  • To avoid delays in treatments for participants: a) protocols are in place for each participant about how to respond to medical emergencies for them; and b) each worker providing support to them is trained to respond to such emergencies (including how to distinguish between urgent and non-urgent health situations).
  • Systems for escalation are established for each participant in urgent health situations.
  • Infection prevention and control standard precautions are implemented throughout all settings in which supports are provided to participants.
  • Routine environmental cleaning is conducted of settings in which supports are provided to participants (other than in their homes), particularly of frequently-touched surfaces.
  • Each worker is trained, and has refresher training, in infection prevention and control standard precautions including hand hygiene practices, respiratory hygiene and cough etiquette.
  • Each worker who provides supports directly to participants is trained, and has refresher training, in the use of PPE.
  • PPE is available to each worker, and each participant, who requires it.

Guiding Principles

  • Participant-Centred Safety: Safety measures will be tailored to the needs and preferences of each participant, with active engagement in their development (Indicators 2, 4, and 5).
  • Proactive Risk Management: Risks to participants and workers will be identified, assessed, and mitigated through collaboration and robust systems (Indicators 3 and 6).
  • Compliance and Training: Workers will receive comprehensive and ongoing training in infection control, emergency response, and safe environment protocols (Indicators 9 and 10).
  • Transparency and Collaboration: Clear communication with participants, workers, and external providers will ensure consistent safety practices and shared responsibilities (Indicators 1 and 3).

Policy

Management of Participant Safety

Holistic Healthcare Management Services is dedicated to providing a safe and secure environment for participants by implementing proactive safety measures tailored to individual needs and preferences. This includes developing comprehensive safety protocols addressing environmental hazards, health emergencies, and infection risks; participant-centred safety planning designed collaboratively with participants; and regular monitoring and auditing of systems and environments.

Worker Identification

Workers will be easily recognisable to participants to promote trust and ensure safety. This will be achieved through uniforms and name badges worn at all times during support delivery, introductions and relationship building during initial interactions, and participant feedback mechanisms (Indicator 1).

Collaboration with External Providers

The organisation will actively collaborate with external providers to enhance participant safety and ensure comprehensive support. This includes coordinated risk management by sharing relevant information with participant consent, conducting joint planning sessions, and monitoring collaborative outcomes (Indicator 3).

Communication and Training on Emergency Protocols

Clear and consistent communication will ensure all workers and participants are prepared for emergencies. This will include developing participant-specific emergency plans and training workers in initial and refresher protocols for medical emergencies, distinguishing between urgent and non-urgent situations, and using escalation systems effectively (Indicators 5 and 6).

Infection Prevention and Control

Infection prevention will be a core focus of the organisation’s safety efforts, with measures including the implementation of IPC standards like hand hygiene, respiratory etiquette, and routine cleaning, as well as comprehensive training programs for workers in IPC practices and PPE usage (Indicators 7, 8, 9, 10, and 11).

Procedure

Worker Identification

Workers will wear identifiable uniforms or badges with clear branding during service delivery. During initial interactions, workers will introduce themselves and explain their roles and responsibilities, using visual aids or interpreters for participants with communication challenges.

Risk Assessments

All environments where supports are delivered will undergo thorough initial and ongoing risk assessments to identify potential hazards and recommend mitigation strategies. Participants will be actively involved in the risk assessment process, and all identified risks and actions will be documented in participant plans and organisational safety logs (Indicator 2).

Emergency Preparedness and Response

Each participant will have an emergency response plan tailored to their needs, including evacuation procedures, communication protocols, and health escalation pathways. Workers will receive training on implementing emergency protocols and recognizing health emergencies, and regular drills will be conducted to test effectiveness.

Infection Prevention and Control

Routine cleaning and disinfection schedules will be established daily, prioritizing frequently touched surfaces and adhering to established guidelines using approved cleaning agents and disinfectants. Workers responsible for cleaning will be trained on proper techniques and PPE usage, and comprehensive logs will be maintained. Personal protective equipment (PPE) will be supplied and readily accessible, with mandatory training on safe donning, doffing, and disposal. Strict hygiene practices will be enforced, including regular hand hygiene, respiratory hygiene, cough etiquette, and strategic placement of handwashing stations and sanitiser dispensers.

Periodic Audits

Periodic audits will assess adherence to hygiene protocols and environmental cleaning standards, ensuring ongoing alignment with regulatory requirements and best practices.

Roles and Responsibilities

Ref No Roles Responsibilities
1 Board and Senior Management
  • Oversight and Accountability: Ensure the development and implementation of safety protocols align with regulatory requirements and organisational goals.
  • Resource Allocation: Allocate resources for training programs, environmental modifications, and PPE procurement.
  • Review and Monitoring: Regularly review safety policies and practices, addressing gaps or inefficiencies identified during audits or feedback sessions.
2 Workers
  • Implementation of Safety Protocols: Apply all safety measures during support delivery, adhering to organisational policies and participant plans.
  • Risk and Incident Reporting: Identify and report hazards, risks, or safety incidents promptly, contributing to a culture of continuous improvement.
  • Training and Compliance: Participate in all mandatory training programs and maintain competency in IPC practices, emergency response, and other safety protocols.
3 Participants and Support Networks
  • Collaboration in Safety Planning: Provide input on safety measures and support plans to ensure alignment with their needs and preferences.
  • Incident Reporting: Report hazards or safety concerns in support environments to enable prompt resolution.
  • Feedback on Practices: Engage in feedback mechanisms to improve safety measures and support delivery.

Record Keeping

  • Risk Assessments: Maintain detailed records of initial and periodic risk assessments, including identified hazards, mitigation strategies, and updates.
  • Emergency Protocols: Store participant-specific emergency response plans, including escalation pathways and communication strategies.
  • Training Records: Document training activities for workers, including attendance, content covered, and competency assessments.
  • Cleaning Logs: Maintain logs of routine cleaning and disinfection activities in all support environments.
  • Incident Reports: Comprehensive documentation of safety-related incidents, including root cause analyses, corrective actions, and outcomes.

Related Documents

  • Infection Control Policy
  • Emergency Response Plan
  • Risk Management Policy
  • Incident Reporting Procedure
  • Participant Communication Guidelines

References

  • NDIS Quality and Safeguards Commission Standards
  • Work Health and Safety Act 2011 (Cth)
  • National Safety and Quality Health Service (NSQHS) Standards
  • Australian Guidelines for the Prevention and Control of Infection in Healthcare

Policy Review

This policy will be reviewed annually or earlier if required by changes in legislation, organisational objectives, or feedback from stakeholders. Reviews will involve consultation with participants, workers, and external providers to ensure its ongoing relevance and effectiveness.