Being Prepared for an Inspection

Be always prepared for an inspection by an Occupational Health and Safety (OHS) officer¹. Legislation requires the business to allow inspectors entry into a workplace so they can conduct an inspection. Inspections are usually done with no prior notification.

Manager Responsibilities

• Train reception staff:
  • When an inspector arrives, they will introduce themselves, show identification and as with any business dealings, reception staff must be professional, respectful, and courteous.
  • The inspector will ask to speak with the most senior member of management available, reception staff are asked to facilitate locating the Practice Manager.
  • They will ask to speak with the workplace’s health and safety contact, reception staff are asked to facilitate locating the Health and Safety representative or health and safety committee co-chair team member (if applicable).
• Ensure Health and Safety Representative or Committee members are trained in their roles and responsibilities and can confidently demonstrate the Practice’s commitment to Health and Safety.
• Inform and provide a copy of the inspection report to the Operation Director and Human Resources Team

What to Expect

The business is obligated to facilitate the inspection and provide information when asked. Ensure all required documentation is available.

• The inspector may check that all documentation required under Occupational Health and Safety legislation is in place and displayed in an area accessible by all team members. Some examples are:
  • For a full list of documentation to be displayed, refer to the Communication Board.
  • Have the Health and Safety Program ready.
  • Workplace Inspections
  • Have the SDS Binder/Electronic resource ready.
• The inspector may also request to see other documentation as required by law (for example, proof of training).
• They can ask any team members a number of questions relating to health and safety.
  
• Following the inspection, the inspector may issue.
  • A compliance order(s). “Compliance orders” are issued when the inspector identifies violations of the law. Orders must be addressed within the time limit given.  Where there is an immediate risk of worker injury, an inspector will issue a “stop work” order to stop work until the hazard is addressed.
  • Tickets for fines.
• At the end of the visit, the inspector will give a written visit report that summarizes their findings
• The Practice must post a copy of the report on the Health and Safety Committee Board and give a copy to the health and safety representative or joint health and safety committee

⁽¹⁾ Terms for regulatory body overseeing Health and Safety in each province may vary i.e. Ministry of Labour, Occupational Health and Safety (OHS) officers