Notifiable incidents involving COVID-19

During a public health emergency or a pandemic, timely sharing of information about potential workplace transmission of infectious disease is critical for efficient and effective management of any risks to health and safety.

Directions and industry requirements are regularly updated

This guidance is correct as at time of publication, however, Victorian Chief Health Officer (CHO) Directions and industry requirements are regularly updated. Readers of this guidance need to check the latest Victorian CHO Directions for applicability.

Restrictions apply across Victoria

Depending on your industry your workplace may:

  • be required to close temporarily for on-site work
  • remain open for on-site work with a completed COVIDSafe Plan in place
  • be subject to restricted operations or industry specific obligations

It is mandatory for every Victorian business with on-site operations to have a COVIDSafe Plan.

COVID-19 restrictions in Victoria may be updated at any time. You must stay up to date with changes for your industry.

How are my occupational health and safety (OHS) obligations impacted by the restrictions?

There is no change to your obligations under the Occupational Health and Safety Act 2004 (OHS Act) and Occupational Health and Safety Regulations 2017 (OHS Regulations) as a result of the Directions issued by the Victorian Chief Health Officer (CHO).

Preparation of a COVIDSafe Plan forms part of the development of a safe system of work. However, having a COVIDSafe Plan and complying with the Victorian CHO Directions does not necessarily mean you have complied with all of your duties under the OHS Act and OHS Regulations.

You must follow any health directions that apply to how your business must operate, and ensure that you are meeting your obligations under the OHS Act. Employees must also comply with their duties under the OHS Act.

An obligation to notify

On 28 July 2020, temporary regulations were approved under the Occupational Health and Safety Act 2004 (OHS Act) that specify when employers and self-employed persons must notify WorkSafe of a confirmed diagnosis of COVID-19 in the workplace.

Failure to notify WorkSafe can result in a penalty.

On 27 July 2021, these regulations were remade for an additional 12 months.

When to notify WorkSafe

Employers and self-employed persons, with management or control of a workplace must notify WorkSafe immediately after becoming aware that:

  • an employee, independent contractor, employee of the independent contractor or self-employed person has received a confirmed diagnosis of COVID-19 and
  • the employee, independent contractor, employee of the independent contractor or self-employed person has attended the workplace within the relevant infection period

An employer will be considered to be 'aware' of the incident when they have been notified of the confirmed diagnosis by either the employee, independent contractor, employee of the independent contractor, or by the Department of Health (DH).

Notification is not required when a person's workplace is their home, and that person has not attended any other workplace over which their employer has management or control of, within the relevant infection period.

The infectious period under these regulations, is the period of time between:

  • the date, being 14 days prior to the onset of symptoms consistent with COVID-19 or a confirmed COVID-19 diagnosis (whichever comes first), and
  • the day on which the person receives a clearance from isolation from DH

Note that a different definition of 'infectious period' applies for DH reporting obligations and contact tracing purposes.

A confirmed COVID-19 diagnosis means a person has undergone a diagnostic procedure and has received a positive result for COVID-19, also known as 'novel coronavirus 2019'.

See the Department of Health (DH) for the case definition of a confirmed case of COVID-19.

COVID-19 vaccinations administered in workplaces

Employers are not required to notify WorkSafe in the event of an adverse reaction to a COVID-19 vaccine administered in a workplace.

The Department of Health may require an adverse reaction to the vaccine to be reported. For more information see the website.

How to notify

A COVID-19 notifiable incident in the workplace requires immediate notification to WorkSafe by either:

Option A: Completing the COVID-19 reporting form

Option B: Calling WorkSafe on 13 23 60

WorkSafe will then record details of your incident and send you an email with a unique link for you to complete the last stage of notifying us of the full details in writing. It is mandatory that you complete the full details in writing within 48 hours.

DH requirements for reporting

In addition to reporting a confirmed case of COVID-19 to WorkSafe, the Workplace Directions require employers to notify DH about the positive case and undertake certain actions when there is a confirmed case in the workplace.

Consult with employees

Employers must ensure they meet their obligations under the Occupational Health and Safety Act 2004 (OHS Act) and continue to consult with employees and health and safety representatives (if any) on matters related to health or safety that directly affect or are likely to affect them. This includes consultation on identifying hazards or risks and decisions about how to control risks associated with COVID-19.

Duty to preserve incident sites

Generally, there is a requirement under the OHS Act to preserve the site of a notifiable incident. However, you are not required to do so if there is a need to:

  • protect the health and safety of a person
  • aid an injured person involved in the incident or
  • take essential action to make the site safe or to prevent further occurrence of an incident

If a person with a confirmed diagnosis of COVID-19 has attended the workplace during the infectious period, it is essential the site is cleaned and disinfected, in order to prevent further transmission of the virus.

Therefore, the requirement to preserve the incident site does not apply after a confirmed diagnosis of COVID-19.

In the event of a confirmed COVID-19 case at the workplace, Directions from the Victorian CHO may also require employers to take specific response actions.

Who is required to notify WorkSafe?

The duty to notify WorkSafe of incidents applies if you are:

  • an employer, who has management or control of a workplace
  • a self-employed person, who has management or control of a workplace

An 'employer' is defined in the OHS Act as a person who employs one or more, other persons under contracts of employment or contracts of training.

This definition covers an individual, a company, body corporate, partnership, unincorporated association, franchising operation or not-for-profit organisation, in the private or public sector who has one or more employees.

A 'self-employed' person is defined in the OHS Act as a person, other than an employer, who works for gain or reward otherwise than under a contract of employment or training.

The employer or self-employed person, who has management or control of a workplace where a notifiable incident has occurred, is under a legal duty to notify WorkSafe of that incident. This legal duty to notify does not apply to a manager or supervisor or any other staff member of the employer. Whilst a manager, supervisor or other staff member may be delegated the task of reporting an incident, the ultimate legal responsibility rests with the employer.

Failure to comply

Failure to comply with the reporting requirements in the OHS Act can lead to fines (for each offence) of up to:

  • $43,617 (240 penalty units) for individuals*
  • $218,088 (1200 penalty units) for companies*

*Subject to variation depending on the value of a penalty unit.