Making high quality mental healthcare accessible for everyone

COVIDSafe Plan

  • Based on:


    This COVIDSafe Plan both answers the questions from the template, and in doing so also provides essential information for TTS Staff to know and follow regarding COVID-19 in the workplace.

    This is how you will keep your workers and customers safe

    Business name + Trading nameApical Vista Pty Ltd t/a The Talk Shop Australia
    ABN35 006 622 402
    Contact personMatthew Vella
    Contact number0418 994 830
    Date reviewed2022-03-25
    Next review2022-04-29

    Document how you will manage a COVID-19 case at your business


    Workers must get tested at the first sign of symptoms.

    If a worker who has tested positive for COVID-19 has worked in the work premise during their infectious period, they must inform their workplace as soon as possible.

    When you become aware of a case of COVID-19 at the workplace, you must follow government advice on what to do.

    Visit for the latest information and advice, and resources to help you manage the situation.

    If you need help with any of the steps, call the Department of Health on 1300 651 160.

    Do your workers know to get tested and isolate at the first sign of symptoms?At the first sign of symptoms, you must get tested and isolate while waiting for the result.

    You must not come into the workplace if you have symptoms, are waiting for a result, or during your infectious period if COVID-positive

    You must inform Practice Management as soon as possible upon receiving a COVID-positive test result.
    Who will identify workplace contacts?Practice Management
    Who will notify workplace contacts and advise on actions to follow?Practice Management
    Who will notify your health and safety representative?N/A
    Who will document the actions taken?Practice Management
    Who will notify the Department of Health?Practice Management
    What will your business do if you or your workers need to isolate?

    Summary of key items from (current as at 2022-03-25):

    1.a Worker to return directly home immediately (if at workplace) and self-isolate for 7 days.

    1.b If unable to return home immediately (e.g. not well enough), worker to isolate at the office and:
    * wear a mask
    * maintain 1.5m distance from others
    Colleagues and/or Practice Management to assist getting the worker home safely


    2. Identify workplace contacts, being those who have been:
    face-to-face (< 1.5m) for more than 15 minutes total in a day
    * in a small indoor space (<100m²) for more than 2 hours total in a day

    Note that all TTS consult rooms and the common areas in most TTS offices are small indoor spaces

    This tool can also help identify contacts:


    3. Practice Management to identify and contact the workplace contacts and inform them that they may have been exposed to COVID-19


    4. Practice Management to inform all workers to be vigilant about the onset of COVID-19 symptoms

    Note: currently not required to deep clean the workplace after a case at the workplace



    Where practical, consider rostering workers into groups (workplace bubbles). Avoid overlap of workers during shift changes.

    Visit for the latest advice.

    Have you rostered your workers into groups?N/A
    Is there an overlap of workers during shift changes?N/A

    Make sure workers are fully vaccinated if working outside their home


    To work on-site, many workers need to provide evidence to their employer that they are fully vaccinated or have a valid proof of medical exemption.

    If there is a vaccine requirement for your sector or facility, sight and record the vaccination certificate for all workers who are working outside their homes.

    Visit for the latest information and advice.

    Who will check the vaccination status of your workers?Practice Management
    How will you manage the records of vaccination status?Copies of vaccination certificates are stored in the staff member’s Staff profile
    If your business operates across multiple sites, how will the records be managed — centrally or by location?Centrally

    Make sure customers check-in and are vaccinated if required


    Register a Victorian Government QR Code for each workplace at

    Businesses must display Victorian Government QR Code posters at each public entrance to the premises (both indoor and outdoor) and at points of sale (in a retail or food and drink premises).

    Make sure everyone checks in.

    • If someone cannot check themselves in, the Service Victoria Kiosk check-in service allows businesses to use their smartphone, tablet or computer to check people in.
    • Businesses in sectors with a customer vaccination requirement must check customers over the age of 18 are fully vaccinated against COVID-19 or have a valid medical exemption.

    For information on:

    Who is responsible for checking the location of QR Code posters?N/A
    Who is responsible for making sure customers have checked in (if required for your business)?N/A
    Who is responsible for confirming customers are fully vaccinated?N/A

    Record keeping


    In addition to records on worker vaccination information and QR Code processes, businesses are required to maintain detailed records of worker attendance, areas of work and contact details.

    Visit for the latest information and advice.

    Consider alternative record-keeping methods if you lose power or wi-fi access.

    Describe how you will keep records of this information.Worker attendance
    * Staff access pass logs
    * Face-to-face appointment records in the TTS Practice Management system

    Area of work (which office/s)
    * Clinicians are only permitted to attend work in an office for which they have a room allocation
    * Room allocations are documented in each office’s Room Allocation page in TTS Community

    Staff contact details
    Stored in the staff member’s Staff profile
    Who will keep records up to date?Practice Management

    Staff can update their own contact details in their Staff profile

    Wear face masks to reduce the risk of COVID-19 transmission


    Ensure all workers follow the current face mask requirements.

    Visit for the latest information and advice.

    In settings where face masks are required, businesses and venues must display face mask posters at each public entrance. These are available at signs-posters-and-templates.

    For information on sectors requiring additional Personal Protective Equipment (PPE) obligations, visit for the latest information and advice.

    Do workers know the face mask requirements for your business?Yes, see Clinician Handbook COVID-19 – Hygiene
    Who will make sure workers understand how to wear face masks correctly and when they need to wear them?Practice Management ensures staff are aware of the mask requirements via:

    * COVIDSafe Plan, which staff must read, agree to and sign in order to work in an office
    * Clinician Handbook COVID-19 – Hygiene
    If required, who will provide workers with face masks?Staff provide their own masks
    Are face mask posters required to be displayed in your business setting?Masks are required for allied healthcare settings, so yes
    Where are face mask posters displayed?* Front entrance door
    * Internal entrance door
    * Kitchen / common area


    It is recommended you provide training, instruction and guidance on how to correctly fit, use and dispose of Personal Protective Equipment (PPE) if it is required.

    Visit for the latest information and advice.

    Masks should be worn for up to four hours and replaced after this time.

    Do your workers understand the risk of airborne transmission?N/A
    Do you provide training, instruction and guidance on PPE use and disposal?Face masks guidance is in Clinician Handbook COVID-19 – Hygiene

    Improve indoor air quality


    Improving indoor air quality can reduce the risk of COVID-19 transmission in the workplace.

    This can be improved by:

    • opening windows
    • leaving doors open in hallways and corridors
    • adjust the settings on heating, ventilation and air conditioning (HVAC) systems or air conditioning units to increase the proportion of outdoor air.

    Visit for information on how to improve ventilation systems in the workplace.

    Can doors and/or windows be opened?

    Windows – no (except for Kew, which can be opened)

    Internal consult room doors – yes

    Can you turn on ceiling fans or wall-mounted air-conditioning units to increase airflow?


    Have the air conditioning turned on with continuous fan

    Do you regularly service your HVAC systems including upgrading filters?Yes
    Can you use portable filtration units to increase the clean air and reduce the concentration of viral particles?N/A
  • Practise good hygiene and physical distancing


    Businesses should be aware of any rules that limit the number of people on work premises. Soap and hand sanitiser should be available for all workers. Encourage regular handwashing.

    Visit for the latest information and advice.

    Are there any limits on the number of customers or workers currently in force for your sector?No
    Are wash stations easily accessible and adequately stocked?Yes
    Can everyone access sanitiser when they arrive?Yes


    It is recommended that workplaces practise physical distancing of 1.5m and put processes in place to avoid crowding at entrances and counters.

    Visit for the latest information and advice.

    How will your business practise physical distancing and reduce crowding in small spaces (for example, at entrances, counters and change rooms?Telehealth is the preferred first option

    Waiting room chairs removed or stacked to minimise duration and number of people in the waiting room



    By signing this I confirm that I understand my responsibilities and obligations for working in the office for which this plan applies, and will adhere to the actions required of me in this COVID Safe Plan.