CONTROLLED COPY

MEDIVEST MANAGEMENT SYSTEM PROCEDURE

SAFETY, HEALTH AND ENVIRONMENT

CONSULTATION AND PARTICIPATION OF WORKERS

Commercial in Confidence
Document Reference Revision Number Effective Date Page Number
MSB/SHE/SOP/06 00 22 JULY 2019 1 of 7

OBJECTIVE
This procedure establishes to ensure all employees are aware of the purpose and value of achieving the
company’s management system practices; including receiving, documenting and responding to relevant
communication, participation and consultation internally and from external interest parties pertaining to SHE
matters.

SCOPE
This procedure applies to both internal and external parties that related to the Medivest Management
System.

REFERENCE
 Occupational Safety and Health Act 1994
 ISO 45001: 2018; Clause 5.4 – Consultation and participation of workers

INPUT
 SHE Policy and Objectives
 Hazard and Risk Control (relevant personnel)
 Environmental Pollution Control (relevant personnel)
 SHE practices
 Applicable compliance obligation (relevant personnel)
 Emergency Preparedness & Response Program
 Interested parties requirements

OUTPUT
 Safety Briefing / Toolbox Talk Form and Safety Notice
 Minute Meeting

DEFINITION
 MMS Medivest Sdn Bhd
 OSH Occupational Safety and Health
 PTW Permit to Work
 SHE Safety, Health and Environment

RESPONSIBILITY
 Facility Manager (FM) / Plant Manager (PM)
 Head of Services (HOS)
 Engineers / Supervisor
 Safety Coordinator (SC)
 Customer Services Representative (CSR)
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MEDIVEST MANAGEMENT SYSTEM PROCEDURE

SAFETY, HEALTH AND ENVIRONMENT

CONSULTATION AND PARTICIPATION OF WORKERS

Commercial in Confidence
Document Reference Revision Number Effective Date Page Number
MSB/SHE/SOP/06 00 22 JULY 2019 2 of 7

PROCESS DESCRIPTION
Internal Consultation
1. FM / PM / HOS / SC shall carries out any Safety Briefing / Toolbox Meeting at least twice a week. The
attendance needs to be keep in the SHE File for record.
2. FM / PM / HOS / SC shall ensure that relevant employees have been consulted / briefed / communicated
during SHE Induction on the following:
 SHE Policy and Objectives
 Hazard and Risk Control (relevant personnel)
 Environmental Pollution Control (relevant personnel)
 SHE practices
 Applicable compliance obligation (relevant personnel)
 Emergency Preparedness & Response Program
 Interested parties requirements
3. The others consultation channel shall be established either through memo, email, meeting, discussion,
notice board etc. to:-
 Collect information from employees for improvement
 Ensure the information is passed to relevant personnel for action, if required
 Reply on relevant suggestion for improvement through notice board or equivalent
 Consultation from employees where there are any changes that affect workplace safety, health and
environment.
 Act as a mechanism for employee to feedback on any SHE issue encountered at work for
improvement.
4. The above SHE information can be consulted / communicated through any of the following:
 Notice board, poster, memo
 Sharing / induction / briefing / training programs
 Safety / committee meeting
 Safety alert
 Pamphlet distribution (if applicable)
5. Any record of Safety Briefing / Toolbox Meeting and SHE Induction shall be kept in SHE File for record
 CONTROLLED COPY
MEDIVEST MANAGEMENT SYSTEM PROCEDURE

SAFETY, HEALTH AND ENVIRONMENT

CONSULTATION AND PARTICIPATION OF WORKERS

Commercial in Confidence
Document Reference Revision Number Effective Date Page Number
MSB/SHE/SOP/06 00 22 JULY 2019 3 of 7

External Consultation
1. For Contractor / Sub-contractor, visitor and other parties shall register at Visitor Log Book manage by
Customer Service Representative (CSR) with providing the information details such as Full Name as
per Identification card, Identification Number / Passport, Company and Signature.
2. CSR / Security guard will provide the visitor identification card.
3. CSR shall liaise with FM / HOS for the contractor / sub-contractor, visitor and other parties for Safety
Briefing / Toolbox Meeting.
4. FM / PM and SC shall ensure that Contractor / Sub-contractor, visitor and other parties have been
properly consulted / communicated during Safety Briefing / Toolbox Meeting with the information stated
in Safety Notice such as:
 Emergency practices in the company or premises to vendors, contractor / sub-contractor, visitor and
others parties to any commencement of work / activities.
 Every vendors, contractor / sub-contractor, visitor and others parties is responsible for occurrence of
any incident / accident
 Smoking is not allowed in Medivest workplace
 Obey on safety signage
 all work area shall properly demarcated and appropriate to be displayed
 all visitor shall be observant to all signage around Medivest workplace
 Access to power supply for machineries must be approved by Medivest.
 Appropriated PPE must be worn at all times
 In case of main power failure, visitor must remain calm and wait for future announcement.
 Access to any “Authorised Personnel” only workplace shall be with Medivest consent
 Safe working procedure must be practised at all time and adhered to all Safety, Health and
Environment Legal requirements such as working in confined space, working at height, etc.
 Handling and storage of chemical must be in accordance with specified methods as stated in the
Safety Data Sheet (SDS).
 Waste shall be removed and disposed upon work completion. Disposal of all waste shall be in proper
manner as in Scheduled Waste Regulation and /or local authority requirement.
 Every accident, injury, fire hazard, abnormal situation or dangerous situation including potential
danger during visit should be reported immediately to the SHE Department.
 During emergency situation, all visitors within Medivest workplace shall evacuate the premise to the
designated area. Observe all Emergency Route Plans around the workplace.
 Other:
 Speed limit within Medivest workplace is a 25km/h
 No honking within Medivest workplace
5. All the vendors, contractor / sub-contractor, visitor or other parties need to understand the content in
the Safety Notice and need to acknowledge in the Safety Notice.
6. SHE Coordinator shall ensure Safety Notice is been briefed during Safety Briefing / Toolbox Meeting
and acknowledge the Safety Notice to make sure safety measure and environmental control for vendor,
contractor / sub-contractor, visitor and other parties to comply with regulations.
7. For any projects or activities (involving contractor / sub-contractor) that need long duration (2 days and
above), SC shall ensure Head of Services / Engineer / Supervisor is conduct Toolbox Meeting weekly
and any discussion need to be recorded in MMS From 2000 – Safety Briefing / Toolbox Meeting.
8. For any new contractor been hired during the project duration, he / she need to undergo Safety briefing
and Safety Coordinator shall ensure he/she understand and acknowledge the Safety Notice. .
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MEDIVEST MANAGEMENT SYSTEM PROCEDURE

SAFETY, HEALTH AND ENVIRONMENT

CONSULTATION AND PARTICIPATION OF WORKERS

Commercial in Confidence
Document Reference Revision Number Effective Date Page Number
MSB/SHE/SOP/06 00 22 JULY 2019 4 of 7

9. The Safety Briefing / Toolbox Meeting needs to take daily attendance of contractor / sub-contractor with
details:
 Name
 Company & Staff Number or any identification number
 Signature
10. SHE Coordinator needs to keep the Safety Notice in the SHE File for record.

RECORDS

Title of Records Reference No. Location Retention Period

Safety Briefing / Toolbox Meeting MMS Form 2000 All premises 3 years

Safety Notice MMS Form 2500 All premises 3 years

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MEDIVEST MANAGEMENT SYSTEM PROCEDURE

SAFETY, HEALTH AND ENVIRONMENT

CONSULTATION AND PARTICIPATION OF WORKERS

Commercial in Confidence
Document Reference Revision Number Effective Date Page Number
MSB/SHE/SOP/06 00 22 JULY 2019 5 of 7

PROCESS FLOW FOR CONSULTATION AND PARTICIPATION OF WORKERS

Records /
Activity Responsibility Reference
Documents
i. Internal Consultation
Start

 FM / PM /  Occupational
Carries out any Safety Briefing / Toolbox Meeting at least twice a
HOS / SC Safety and
week. The attendance needs to be keep in the SHE File for record.
Health Act
1994
Ensure that relevant employees have been consulted / briefed /
 ISO 45001:
communicated during SHE Induction on the following:
i. SHE Policy and Objectives 2018;
ii. Hazard and Risk Control (relevant personnel)
 FM / PM / Clause 5.4 –
HOS / SC Consultation
iii. Environmental Pollution Control (relevant personnel)
and
iv. SHE practices
participation
v. Applicable compliance obligation (relevant personnel)
of workers
vi. Emergency Preparedness & Response Program
vii. Interested parties requirements

Others consultation channel shall be established either through

 Occupational
memo, email, meeting, discussion, notice board to:
Safety and
i. Collect information from employees for improvement
Health Act
ii. Ensure the information is passed to relevant personnel for
 FM / PM / 1994
action, if required
HOS / SC
iii. Reply on relevant suggestion for improvement through notice
 ISO 45001:
board or equivalent
2018;
iv. Consultation from employees where there are any changes
Clause 5.4 –
that affect workplace safety, health and environment. Consultation
v. Act as a mechanism for employee to feedback on any SHE and
issue encountered at work for improvement participation
of workers

The above SHE information can be consulted / communicated

through any of the following:  Occupational
Safety and
i. Notice board, poster, memo
 FM / PM / Health Act
ii. Sharing / induction / briefing / training programs
HOS / SC 1994
iii. Safety / committee meeting
iv. Safety alert
 ISO 45001:
v. Pamphlet distribution (if applicable)
2018;
Clause 5.4 –
Consultation
Any record of Safety Briefing / Toolbox Meeting and SHE  SHO / SHEE / and
Induction shall be kept in SHE File for record SC participation
of workers

End
 CONTROLLED COPY
MEDIVEST MANAGEMENT SYSTEM PROCEDURE

SAFETY, HEALTH AND ENVIRONMENT

CONSULTATION AND PARTICIPATION OF WORKERS

Commercial in Confidence
Document Reference Revision Number Effective Date Page Number
MSB/SHE/SOP/06 00 22 JULY 2019 6 of 7

PROCESS FLOW FOR CONSULTATION AND PARTICIPATION OF WORKERS

(CONTINUE)
Records /
Activity Responsibility Reference
Documents
ii. External Consultation
Start

Contractor / Sub-contractor, visitor and other parties shall register

at Visitor Log Book manage by Customer Service Representative  Occupational
(CSR) with providing the information details such as Full Name  FM / PM/ Safety and
as per Identification card, Identification Number / Passport, HOS / SC Health Act
Company and Signature. 1994

 CSR /  ISO 45001:

Provide the visitor identification card. Security 2018;
Guard Clause 5.4 –
Consultation
CSR shall liaise with FM / PM/ HOS for the contractor / sub-  CSR / FM / and
contractor, visitor and other parties for Safety Briefing / Toolbox HOS / SC participation
Meeting of workers

Ensure that Contractor / Sub-contractor, visitor and other parties

have been properly consulted / communicated during Safety  Occupational
 HOS / SC
Briefing / Toolbox Meeting with the information stated in Safety Safety and
Notice
Health Act
1994

All the vendors, contractor / sub-contractor, visitor or other

parties need to understand the content in the Safety Notice and  HOS / SC  ISO 45001:
need to acknowledge in the Safety Notice 2018;
Clause 5.4 –
Consultation
Ensure Safety Notice is been briefed during Safety Briefing / and
Toolbox Meeting and acknowledge the Safety Notice to make participation
sure safety measure and environmental control for vendor,  HOS / SC of workers
contractor / sub-contractor, visitor and other parties to comply with
regulations.
 Occupational
Safety and
For any projects or activities (involving contractor / sub-contractor) Health Act
that need long duration (2 days and above), SC shall ensure Head  HOS / SC 1994
of Services / Engineer / Supervisor is conduct Toolbox Meeting
weekly and any discussion need to be recorded in MMS From  ISO 45001:
2000 – Safety Briefing / Toolbox Meeting 2018;
Clause 5.4 –
Consultation
A and
participation
of workers
 CONTROLLED COPY
MEDIVEST MANAGEMENT SYSTEM PROCEDURE

SAFETY, HEALTH AND ENVIRONMENT

CONSULTATION AND PARTICIPATION OF WORKERS

Commercial in Confidence
Document Reference Revision Number Effective Date Page Number
MSB/SHE/SOP/06 00 22 JULY 2019 7 of 7

PROCESS FLOW FOR CONSULTATION AND PARTICIPATION OF WORKER (CONTINUE)

Records /
Activity Responsibility Reference
Documents

For any new contractor been hired during the project duration, he  HOS / SC  Occupational
/ she need to undergo Safety briefing and Safety Coordinator shall Safety and
ensure he/she understand and acknowledge the Safety Notice. Health Act 1994

 ISO 45001:
The Safety Briefing / Toolbox Meeting needs to take daily 2018; Clause
attendance of contractor / sub-contractor with details: 5.4 –
a) Name  HOS / SC Consultation and
b) Company & Staff Number or any identification number participation of
c) Signature workers

Keep the Safety Notice in the SHE File for record.

 SC

End

ATTACHMENT
Not applicable.