Red Safety Binder

1. HCA S A F E T Y P R O G R A M HEALTH CARE AGENCY SAFETY PROGRAM Red Safety Binder DSR Quarterly Meeting January 2013

2. The Health Care Agency (HCA) Safety Program established the use of the Red Safety Binderthroughout its programs for the purpose of having all safety records conveniently retained in one centralized location which is easily accessible. HCA S A F E T Y P R O G R A M HEALTH CARE AGENCY SAFETY PROGRAM

3. Is the use of the Red Safety Binder Optional? Yes, if the Program can supply a centralized and accessible way to organize and retain all hard copies of Federal, State and County mandated safety records for the Program. Who is responsible for maintaining the Red Safety Binder? It is the Program Manager’s responsibility to maintain these records and make their employees aware of their existence and location. The Program Manager may assign this task to a designated Departmental Safety Representative (DSR).

4. What supplies would assist in organizing the program’s Red Safety Binder? The following items are available through OfficeMax Business Solutions: • Index Maker Dividers (5 tabs, 25 sets)Avery Item #11446 • Avery On-Line Templates: http://www.avery.com/avery/en_us/ • White Easy Peel Return Address Labels (80 per sheet, ½” x 1¾”)Avery Item #5267

5. Organizing the Safety Binder… Contact Information for the HCA Safety Program Safety Phone Line 714-834-SAFE (7233) All HCA Safety Program staff are located at: 405 W 5th Street Santa Ana, CA 92701 HCA Safety Program Staff: Elsa Davis, Program Manager: 714-834-3657 | Cell: 714-824-0375 April Kearney, CEO Safety & Training Officer: 714-834-4359 | Cell: 714-470-4207 Estela Ortiz, Staff Specialist: 714-834-6253 JoAnn Bowland, Staff Specialist: 714-834-5250 Program’s Pony: Bldg. 38-AH | Fax: 714-667-8388 E-Mail: HCASafetyProgram@ocha.comI Website:http://intranet/safety Suggestions: Start the Binder with the HCA Safety Program contact information sheet. 5

6. Tab 1:Annual DSR Timeline of Responsibilities The Annual DSR Timeline provides submission due dates of required safety documents, and meeting dates for the DSR Quarterly Meetings. Where can you find the latest version? This is available on-line, at the HCA Safety Program DSR Resource Page: http://intranet/safety/dsr Organizing the Safety Binder…

7. Organizing the Safety Binder … Tab 2:Designation of Department Safety Representative(DSR) Form Duties and Responsibilities of the Departmental Safety Representative – Standard Operating Procedure Procedures (SOP) ..

8. Organizing the Safety Binder … Tab 3:Injury & Illness Prevention Program (IIPP) Plan Retain original signed document and copies of all attachments Tab 4:Emergency Action Plan (EAP) Note: Some attachments need to be filled with information pertainingto your program. Tab 5:Fire Prevention Program (FPP) Plan Tab 6:Hazard Communication Program (HCP) Plan Note: Print each Program Plan with the corresponding attachments whenever updates are announced and received.

9. Organizing the Safety Binder … Program Specific Program Plans Tab 7:Bloodborne Pathogens (BBP) Program Plan Tab 8:Respiratory Protection Program (RPP) Plan Tab 9:Chemical Hygiene Program (CHP) Plan Note: Programs requiring these Program Plans should retain original signed document and copies of all attachments.

10. Organizing the Safety Binder … Tab 10:The Cal/OSHA Log 300 documents specific work related injuries and illnesses. The Cal/OSHA 300-A Summary provides a brief summary of the previous years work related injuries. Important to Note: The Cal/OSHA Log 300A Summary for the previous calendar year is the only document to be posted during the months of February 1st through April 30th. On May 1st the Cal/OSHA Log 300A Summary is to be removed from common areas and retained in the Red Safety Binder.

11. Organizing the Safety Binder … What does it mean to “Open or Initiate a Log”? At the beginning of the new Calendar Year, (January 1st ) each program must print a brand new Cal/OSHA Log 300 and 300-A, fill-in the program’s information, and start recording any reportable incidents happening in the current calendar year.

12. Organizing the Safety Binder … Tab 11:FacilityEvacuation Reports document employees participation regarding facility evacuation drills. Designation of Emergency Personnel document roles and responsibilities of Program emergency evacuation staff. Note: Two drills are required annually. If program participates in school drills and/or other facility drills, complete this form and retain in Red Safety Binder.

13. Organizing the Safety Binder … Tab 12:Facility Safety Inspections and if applicablethe Corrective Action Confirmation Form. Note:Clinics and Labs require Quarterly Inspections, all other facilities require an Annual Inspection. Corrective Action Confirmation Forms are due within 30 days of facility inspection. Tab 13:Chemical Inventory Log Note:Update as new items arrive, report annually. Tab 14:Hazards Assessments Note:Update as needed, report annually.

14. Organizing the Safety Binder … Tab 15:Fire Extinguisher Log Check monthlyto ensure that: 1) Extinguisher has not been discharged or tampered; 2) Needle point is within the “green area”; and, 3) Certification date is less than one year ago. Note: Extinguisher Tag should be initialed after conducting the monthly check-up.

15. Organizing the Safety Binder … Tab 16: Ladder Inspections What type of ladder? A ladder with 3 or more steps Note: Although it is no longer required to maintain a monthly log, it is Safety’s recommendation to inspect the condition of the ladder before it is utilized, or randomly throughout the calendar year. Reporting is required annually.

16. Organizing the Safety Binder … Tab 17:Safety Training A) Sign-In Sheets Note:These are trainings provided by the DSR and/or Program Manager/Supervisor on Safety related topics. Samples… Mini Safety Trainings – Prepared anddistributed by Safety & Training Officer. Safety Trainings – These trainings are listed on eachProgram Plan. Note: Some trainings can be held at the Program site. Arrangements can be made for a Safety & Training Officer to train staff on-site.

17. Organizing the Safety Binder … Tab 17:Safety Training B) Training Records • Keeping records of mandatory trainings is important for compliance with Cal/OSHA regulations and to ensure staff training is up to date. Include copies of these records for all mandated trainings: • Trainer’s Title and Credential; • Training Agenda or Outline; • Training Presentation and Handouts; • Training Sign-in Sheet that includes the date,time, location, title of training, listing namesand signatures of attendees. For additional information on mandated trainings go to CEO Risk Management’s website at: http://intra2k3.ocgov.com/ceo_risk_mgmt/safetytraining.html

18. Organizing the Safety Binder … Tab 18:Material Safety Data Sheets (MSDS) Note:Update as needed throughout the year. Reporting is required annually to the HCA Safety Program. Samples… • Toner • Chemicals utilized to clean X-Ray machines • Cleaning supplies • Any other hazardous chemicals Note: Tab 17 and Tab 18 may require additional Red Safety Binders, depending on the size of your program and amount of data to be stored.

19. Thank you for all of your hard work!