Q. How does Smart OHS work?
A. How the System Works
After signing up, you are sent an OHSMS Plan, which explains how Smart OHS systems will use the Australian Standard 4801 (OHS Management Systems) to build your OHS system.
You will receive email reminders on average of once every week. As long as you complete the task by logging in and entering the information, you will be building and maintaining your OHS system (all the records).
a) A new user (or insurer/or Smart OHS systems staff member on their behalf - as per the above sections of this User Manual) joins the system by keying in some very basic questions about their business - a maximum two minute process.
b) Once the new member/user has answered those questions, they will be sent an email notification detailing the system and highlighting how they currently perform in OHS management on a scale of 1-5 (see later in this document for definitions) as well as which areas they may need to improve in their OHS.
c) Users can therefore immediately identify weaknesses and strengths in their current OHS practices before they fully engage with the system for the first time.
d) The users are sent an average of one email reminder per fortnight to prompt them to undertake an OHS task and record these results by logging in to the Smart OHS online system and recording the task into their unique 'Member Area'.
e) Whenever a task is recorded online, the Smart OHS system recognises when a follow-up is due and reminds the user at the correct time by sending them an email notification.
f) At any stage, the user can log in to the system and view their 'MY HISTORY' interface, detailing what is due, how injuries are tracking and the cost of claims etc.
g) In the 'MY HISTORY' section, the user may view their 'risk score' - a rating from 1 - 5, highlighting how the user is performing for that month and for that year, at any time.
h) The Smart OHS online system allows users to have multiple locations and multiple accounts, where an 'administrator' can view and track progress of each sub-site/location, by viewing that individual users' 'MY HISTORY' page.
i) The insurer and/or WorkCover/WorkSafe authority in the relevant state will be a tier-2 administrator who can view the same details of each user as the 'administrator'. This allows the insurer and/or WorkCover/WorkSafe authority to have a snapshot of the risk profile the insured party presents to them through their user area and the 'Risk Score' details.
j) The system does not allow people to forget when a task is due, but even better than that - Sets up, assists with maintaining and improving OHS for all users, and is completely automated.
Smart OHS Tools Users May Access to assist with OHS
The following tools can be accessed and filled in online by the user to manage their OHS obligations:
· Contractor Insurances Tool
· First Aid Register
· Workplace Inspection Tool
· Staff Induction Tool
· OHS Training Record and Plan
· Hazardous Substances Register
· Risk Assessment/Hazard Report/Task
· Incident and Injury Report
· OHS Committee Meeting Minutes Tool
· OHS Documentation and Records (including provision template P&P document)
· Quarterly Documentation and Training Review
*If you have an issue in the workplace - call your state WorkSafe/WorkCover immediatley.