For when a regulatory inspection has been made. This article explains how the log the report using the 'Regulatory Inspection/Contact'.
- In the left vertical navigation menu, click 'Helpline'.
- Click the 'Add Case' tab.
- Click the 'Regulatory Inspection/Conduct' option located in the 'Other' section.
Logging the case
Location: This is automatically populated for users who have access to a single location. For users with access to multiple locations, either type the location name or click 'Show List' and choose the location from the list.
Department: Which area of the business the case relates to, for example, Private Dining Suite, Terrace Café. This is an optional field.
Your internal reference: Use for any internal reference system. This is an optional field.
Summary Of Visit: Log a brief description of the visit being reported. Once the case is saved, more specific information should be recorded in the specific fields provided.
Date and Time of visit: Click the calendar icon to choose a date from the calendar or click the date field to type the date the suspect meal /food was consumed. Add the time using the up and down arrows on the hours (HH) and minutes (MM) fields.
How were you notified of the incident? How was the complaint received into the business? (drop-down option)
- Click 'Save Case' to save the Allergy/Intolerance case under the 'My Cases' tab.
Updating a case
Once a case has been raised, further information should be added as the matter is investigated through to conclusion. The case is now available via the 'My Cases' tab.
The case can be identified using the:
- 'Location' column to identify which location the case was logged at.
- 'Date' column to identify the date the case was raised.
- The 'Type' column to identify the type of case raised, ie, 'Near Miss' or 'Allergy/Intolerance'.
- Once the correct case is identified, click the relevant Reference number to open the record.
- Click the 'Edit' buttons to expand the sections.
Visit Details
What enforcing authority was in contact/visited your premises?: Select the option that best describes the enforcing authority that contacted/visited your premises.
Name of of enforcing officer: Provide the name of the enforcing officer.
Enforcing officer job title: Provide the job title of the enforcing officer.
Email address: Provide the email address of the enforcing officer.
Phone: Provide the phone number of the enforcing officer.
Enforcing authority name: Provide the name of the enforcing authority's' company.
Enforcing authority address: Provide the address of the enforcing authority's' company.
Reason for call/visit: Select the option that best describes the reason the enforcing authority that contacted/visited your premises.
What action was taken by the officer: Select the options that best describes the actions were carried out by the enforcing authority that contacted/visited your premises.
Is any action required by the business?: (if yes, please complete the 'Action Plan' section below)
Actions taken
Have staff been re-trained?: Please answer Yes or No.
Have you changed any procedures?: Please answer Yes or No.
Have you discarded or removed any equipment from use?: Please answer Yes or No.
Have you notified senior management/head office?: Please answer Yes or No.
Have you made any other changes?: Please answer Yes or No.
Have you answered 'No' to all of the questions above within the section?: Please answer Yes or No.
Action Plan
From your investigation, you can create an action plan, e.g. retrain part-time waiting staff. You can enter as many action points as are needed to prevent repeat incidents. To add a new Action, click the "+ Add Action" button.
The Shield Safety team can also create action plans for you which will appear in this section.
Reports can be extracted by Admin users to see where action plans have exceeded their deadlines.
Notes
Shield Safety use the Notes section to communicate with you about the case. They may ask for documents, photographs, extra information or clarifications. Please respond to these as quickly as possible by “Adding a Note”.
If you are asked to add a photo etc, please put a note here to say “picture added” or something similar.
Users may receive RiskProof alerts to inform them that Shield Safety have added a note to the case. This is subject to User Role Alert settings.
You can also add your own notes to Shield Safety via this method.
Photos and Attachments
If you are requested to provide documents etc either via the Notes or Action Plan section, this is where you upload them.
Simply click the link and select the relevant file. It is important that file names clearly identify the subject of the image e.g. “Image of tear in stairwell carpet”