Shared spaces

To ensure the safety and wellbeing of our on-site employees, we have updated some of the ways you check-in and use our shared spaces.

Using shared spaces

To ensure we are compliant with the latest Government directions, it is critical that rooms are not exceeding their capacity and that personal and hand hygiene etiquette and physical distancing is being observed at all times.

We are regularly updating and improving the check-in and use of our shared spaces. These changes include introducing room-specific QR Codes to facilitate faster check-ins, updated signage, safety checklists, and a new, simplified online check-in form for QR code users.

Checking in every single time is vital for record-keeping to support efficient contact tracing if required and ensuring safe capacity is maintained in each shared space.

If you are entering a shared space, such as a break room, shared desk space or meeting room, please ensure you are following these simple steps:

Break rooms

  1. Check room capacity is not exceeded (refer to door signage).
  2. Ensure you have brought a clean mask with you.
  3. Prior to entering remove your face shield and mask following the Monash Health procedure and dispose of in the appropriate bin. Perform hand hygiene.
  4. Scan in on your smartphone using the QR Code provided on the posters or visit monashhealth.org/sharedspaces to complete your shared space check-in.
  5. Wipe down table before and after use with the supplied cleaning product provided for this purpose.
  6. Maintain physical distancing and personal hygiene etiquette.
  7. Perform hand hygiene and apply a clean mask once you’ve finished eating and drinking.

Meeting rooms and shared desk spaces

  1. Check room capacity and desk availability.
  2. In clinical areas face shield may remain in situ or be removed if clinically indicated. In non-clinical areas, remove your face shield and dispose of it appropriately. Perform hand hygiene prior to entering meeting/office spaces.
  3. Scan in on your smartphone using the QR Code provided on the posters or visit monashhealth.org/sharedspaces to complete your shared space check-in.
  4. Maintain physical distancing.
  5. Mask must be worn while working on-site.
  6. Clean your workstation and/or equipment before and after use.
  7. Complete hand hygiene when leaving.

Request a shared space be added to the online check-in form

To request that a shared space be added to the online check-in form, please use the form below.

Managing shared spaces

We are asking managers to take a real leadership role here and to use the new posters, tools and checklists to ensure rooms in your area are not at or exceeding their capacity.

Your role in ensuring we are managing shared spaces safely is crucial at this time and means you will need to do things like scheduling breaks for your team members and taking a role in room assignment, as we work to keep each other safe.

Posters

New check-in posters (with specific room names and unique QR Code) are now available and can be found on our Reference drive, at  R:\ShareSpacesQRPosters. Posters have been sorted by site/campus and should replace the existing posters in your area.

Paper-based forms

A paper-based check-in form template is available from the resources table below.

Managers are required to collect, scan and digitally file paper-based records at G:\COVID Tracing Shared Spaces on a daily basis. Folder management information is available within the same G-drive folder.

Shared Spaces BI Dashboard

A Shared Spaces Dashboard is now available and accessible to you via the BI Portal. Check-in data will be updated daily and will allow you to view and track the occupancy and capacity of the shared spaces in your area.

Shared Spaces Dashboard (via BI Portal)

Monitor check-in data of our Shared Spaces

Resources

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Manager Guide to Shared Spaces

A step-by-step guide to managing shared spaces at Monash Health, including a usage plan.

Download

Paper-based check-in template for Shared Spaces

A paper-based check-in template (Word Doc) for Shared Spaces.

Download

Room Capacity Template/Poster

An editable template poster (Word Doc) for shared spaces that indicates room capacity.

Download

Frequently asked questions

These FAQs are designed to answer some of the questions you may have regarding the he ways you check-in and use the shared spaces at Monash Health.

Checking in to Shares Spaces

I’m just popping into a room to grab a coffee or heat up my lunch – do I still need to check-in?

Yes, we need every entry recorded to ensure we are compliant and to help us capture usage.

If I’m entering a room where and there is no one else in it, do I still have to check-in?

Yes, we need every entry recorded to ensure we are compliant and to help us capture usage.  We will be making the form quicker in upcoming updates and are investigating quicker solutions, which will reduce the load on users.

Can I eat in my office if I am the only person in the office?

If working in a single person office, alone and with the door closed, then you can eat in your office.

Is the check-in process being refined to make it easier to use?

We have recently updated and improved the check-in and use of our shared spaces. These changes include introducing room-specific QR Codes to facilitate faster check-ins, updated signage, safety checklists, and a new, simplified online check-in form for QR code users.

What if I don’t take my phone on my break with me, can I check-in?

You can complete the form retrospectively by visiting monashhealth.org/sharedspaces once you have finished your break or shift. However, this must be done the same day.

My room is not on the list – how do I add?

There is a request a shared space form on this page where you can request a shared space be added to the online check-in form.

What should I do if I think if the advice is not being followed in shared spaces?

If you see something say something, its important everyone does their part to keep us safe. If you don’t feel comfortable in having this conversation or it continues you should speak with your line manager.

Shared Bathrooms

Do I need to check-in when using bathrooms?

No, you are not required to check-in when using the bathroom.

What are the most important hygiene factors when using communal bathrooms?
The most important precaution to take in bathrooms is taking the time to wash your hands properly. Physical distancing is also important.

Does physical distancing apply to communal bathrooms?

Yes, physical distancing applies to communal bathrooms where reasonably practicable. Please try to observe 1.5m distancing from others where possible. Please note that correct hand hygiene is the most important factor in preventing the transmission of COVID-19, so please take the time to wash your hands properly.

Are the urinals in men’s bathrooms appropriately spaced?

Please try to observe 1.5m physical distancing in bathrooms where possible.

Do I need to remove my mask when using the toilet?

Masks can remain on when using the bathroom. Remember, the most important precaution to take in bathrooms is taking the time to wash your hands properly.

Face masks, hand hygiene and cleaning in Shared Spaces

Are clean masks available in break rooms or should I bring a mask with me each time I have a break?

Clean masks are not available in break rooms. Please ensure you take a clean mask to apply after your break.

When can I remove my mask?

Masks must be worn at all times with the following exceptions:

  • When eating/drinking at meal breaks
  • If working in a single person office, alone with the door closed

When you remove your face mask, ensure you are not near other people, and follow this advice:

  • Perform hand hygiene
  • ‘Don’t touch the front of the mask or your face.
  • Carefully remove your mask by grasping the ear loops or untying the ties. For masks with a pair of ties, unfasten the bottom one first, then the top one.
  • Fold the mask and put it directly into the laundry or into a disposable or washable bag for laundering. Single-use surgical masks should be disposed of responsibly.
  • Perform hand hygiene again
  • Minimise break time

Should I be cleaning and wiping down surfaces and equipment in shared spaces?

In break rooms, please ensure you wipe down the table before and after use with the supplied cleaning product provided for this purpose. In meeting rooms and shared office spaces, please clean your workstation and/or equipment before and after use. Support services have cleaning schedules for shared spaces across Monash Health.

Online form and QR Codes for Shared Spaces

The URL form only has 15-minute blocks – what do I do if I visit for less than 15mins and/or crossover two time periods?

You are to include any time block you were in the room for. We recognise this is conservative, and this is a conscious decision to facilitate thorough contact tracing.

The new check-in form for QR code users takes a time-stamp and asks for an estimated length of time, meaning you no longer have to scroll through the 15 minute blocks.

Is the QR code linked directly to a specific room?

Shared spaces across Monash Health, including break rooms, shared office spaces and meeting rooms, should all have unique QR codes that link directly to the new online check-in form. This means that you no longer have to locate and select the room you are checking in to.

If check-in posters in your area don’t have a room name and unique QR code, please notify your manager. New, and room-specific posters are available on our Reference drive, at  R:\ShareSpacesQRPosters.

My phone doesn’t pick up the QR code?

If your mobile phone’s camera does not automatically scan the QR Code, please use the URL monashhealth.org/sharedspaces

Data and Management of Shared Spaces

When will the data be updated?

Check-in data will be updated daily and will allow you to view and track max occupancy (24hr) and total occupancy (multi-day) of shared spaces in your area. You can access the data on the Shared Spaces Dashboard via the BI Portal (link above).

Do I need to capture every break room, shared work area and meeting room with the QR code questionnaire?

Each area needs to be risk assessed based on the typical usage reason and location, with contact tracing facilitation being the ultimate aim. The practicality of filling out the form must also be considered. For example, if a shared space is within an area with a known workforce, known rosters, strict distancing and PPE, then usage of the QR survey for every entry or exit is unlikely to provide material benefit. However, if the shared space occasionally sees new (or unknown) workers or PPE is removed then the form may provide benefit. If in doubt, contact infection prevention to help guide your decision.

Where can I find printable versions of the paper-based, shared spaces registers, and what is the process for filing them?

Where possible, it is highly preferable to use the new check-in and QR code posters. This system facilitates faster and more accurate contract tracing. A paper-based check-in form template is available in the resources table under the Managing shared spaces section. Paper-based forms should be copied and digitally filed at G:\COVID Tracing Shared Spaces (or entered into the QR database by your team) on a daily basis. Folder management information is available within the aforementioned G-drive folder.

I can’t access the Shared Spaces BI Dashboard link – how do I get it?

Please submit a query via the ask a question about shared spaces form below.

There is no capacity data for the room I’m looking at – why not?

We have had a large number of new rooms added to the database, which is excellent. We have prioritised the release of the up to date dashboard and occupancy data in order to assist managers as soon as possible. Therefore, we acknowledge that many rooms are missing capacity data. If you have already provided this data via the forms on this page, then it will be added soon. If you have not provided the data, please use the request a shared space form.

My data looks strange, e.g., it looks as if there is always one or two people in the room?

The visualisations are driven directly from employee responses. Therefore, if an employee makes a small error with the times (e.g. switching AM/PM) then it can appear erroneous. In order to remedy this, try excluding the day with an issue or contact the team below if it appears over multiple days.

There are duplicates of certain rooms – why is this, and how do I remedy it?

This is because of a ‘free text’ room option within the QR form. We need this option as the primary objective of the form is contact tracing, and not all rooms have been added to the QR form yet. If you have duplicate rooms it is suggested that you review each version, and take the highest occupancy at any given time. Remember, the data is to be used as a relative measure between rooms. In addition, please remind your teams to use the QR check-in every time they use a shared space.

Ask a question about shared spaces

If you have a question or query regarding shared spaces at Monash Health, please use the form below.

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