First aid kits and automated external defibrillator

Order new kits: You can order first aid kits through Workday, via e-Market.

Key Contact: Ensure that your first aid kits are clearly labelled with the name and contact details of the designated person responsible for replenishment. In the absence of a contact who manages this service, please engage in a conversation with your team to establish such a person.

When your first aid kit needs replenishing, you have several options available:

1. Requisition Orders: Individual items can be ordered via eMarket in Workday.
2. Local stock: Your designated local contact may keep a stock of commonly used items, such as band aids and saline eye drops and replenish these as needed.
3. St John Ambulance Service Request: Alternatively, your local contact can submit a service request to St John Ambulance for an onsite replenishment. Please note that a call-out fee of $79 applies to each visit.
4. Increased Servicing Frequency: For locations already enrolled in the St John Ambulance program, the local contact can request an increase in servicing visits if items are frequently missing.

First aid kits are maintained by a designated local person responsible for first aid kit inspection and maintenance. Your supervisor can advise who the local contact person is.

In the absence of a contact who manages this service, please engage in a conversation with your team to establish such a person.

The University of Melbourne is committed to ensuring the safety and well-being of its employees and students by maintaining first aid kits across all campuses. To achieve this efficiently, we have established a partnership with St. John (Ambulance Services) as our preferred supplier.

Process

1. Set up an account with our preferred supplier:

• Raise a standing Purchase Order (PO) through Workday for St. John Ambulance Australia (Victoria) Inc. (ABN: 69061844380).

• Complete the First aid kits service request available on the Staff Services Portal.
• Assign a local contact person responsible for first aid kit management.
• Review the Process & Responsibilities

2. Meet with the representative and set up service:

• Schedule a meeting with the St. John Victoria representative at a mutually agreed location and time.
• Conduct a walk-through of the area/building to identify the location of each first aid kit and provide any necessary additional information (e.g. special kit types).
• The representative will affix barcodes on the kits to track future inspections.
• Share any specific area requirements, such as laboratory inductions or restricted access.
• Agree on a regular service frequency and set future servicing dates. St. John will confirm servicing dates via email two weeks in advance. It's essential to respond promptly to this confirmation email to ensure service attendance.

3. Payment and invoicing:

• The local area will be charged for the first aid kit inspection fee (hourly rate) and any required replenishment of items (missing or expired).
• An invoice will be generated a couple of days after the service day.
• All invoices will be directed to the University's Finance department, quoting the respective PO number, in compliance with the University Finance Policy.

4. Reporting and auditing:

• St. John Ambulance will email the local contact person a comprehensive report following the completion of the service.
• Notify St. John promptly if there are any changes in the local contact person or the location of the kits.

For any inquiries or assistance, please reach out to the Health & Safety Services team.

Health and Safety Services has added specialist first aid kit (SFAK) medication kits inside the AEDs’ cabinet across the University. These kits are distinguishable by their distinctive orange colour. Each AED cabinet features an exterior sticker listing the contents of the SFAK for quick reference.

The kits include:

• For asthma attack - Ventolin with single use spacer
• For chest pain response medications - Aspirin
• For anaphylaxis response medications - 2 x Epi Pens (in selected locations only)

Aspirin inside our specialist first kits are only to be used in the case of an emergency for someone who has new or unexplained chest pain or may be having a heart attack.

These kits belong to the Health and Safety services. They MUST NOT be removed from their designated location at any time, unless a risk assessment has been undertaken alongside your OH&S Business Partner.

Locations of AED's and SFAK's can be identified by using the MazeMap mobile or desktop app. You can use the search function by searching any of the following words or terms:

• AED
• Specialist First Aid Kit - Standard
• Specialist First Aid Kit - EpiPen (Anaphylaxis)

You can otherwise click "Locations", then click the "Points of Interest (POI)" button, and scroll through the list for the three types of POI's outlined above.

The maintenance of these kits are managed by Health & Safety Services team, who conduct regular scheduled audits to ensure their readiness in case of emergencies.

Servicing and replenishment are scheduled twice a year and conducted by our preferred supplier St John Ambulance Services.

If replenishment of Ventolin, Aspirin or Epi-pens is required outside of the regular maintenance cycle, please submit a request through our Automated External Defibrillator (AED) & Specialised first aid equipment request form.

Expired ventolin or aspirin can be returned to the nearest pharmacy for proper disposal.

Expired epi-pens should be disposed of in a designated sharps waste disposal or through your local Pharmacy

If none of these options are feasible, you can send the expired medication back to Health and Safety Services, and we will ensure their safe disposal on your behalf.

Postal address: Health and Safety Services, Level 1, 11 Barry Street Carlton, Victoria, 3010.

How to administer an Epi-Pen

The location of your AED is critical in an emergency:

• Visible Placement: Ensure the AED cabinet is easily identifiable, prominently displayed on a wall. Opt for a central position within you building that is obvious and accessible to anyone who may need to use the device.
• Clear Markings: Devices should be distinctly marked and labeled for quick recognition.
• Documentation: Building plans and evacuation maps should clearly indicate AED locations.
• Accessibility: Position the AED within reach of individuals of all heights and abilities, including those in wheelchairs.
• Avoid Concealment: Ensure the AED is not hidden away in cupboards, lockers, or drawers but rather clearly visible.

Locations of AED's and SFAK's can be identified by using the MazeMap mobile or desktop app. You can use the search function by searching any of the following words or terms:

• AED
• Specialist First Aid Kit - Standard
• Specialist First Aid Kit - EpiPen (Anaphylaxis)

You can otherwise click "Locations", then click the "Points of Interest (POI)" button, and scroll through the list for the three types of POI's outlined above.

You can also access the information in the Automated external defibrillators campus locations register

Your local area or Head of Department/School will need to deem appropriateness and approve a new AED unit in a building. IT is best to undertake this assessment in consultation with your local OH&S Business Partner.

Please view the First Aid Requirements in 4.7 for reference.

Health & Safety Services will add this to our AED Campus locations register and conduct servicing and maintenance.

To order a new Automated External Defibrillator (AED), please follow the steps outlined below:

Step 1: Request a quote Contact our preferred supplier at info@integrityhs.com.au and request a quote for the desired AED configuration. You have two options:

• AED Unit with a Cabinet: Zoll AEDs Plus ZOLL AED Plus Fully Automatic, Wall Alarmed Cabinet with Strobe Light, 3D AED Sign Defibrillator Bundle
• Only the AED Unit: ZOLL AED Plus Fully Automatic Defibrillator

Step 2: Raise a Purchase Order (PO) with the following contractor details:

• Supplier Name: INTEGRITY HEALTH & SAFETY PTY LTD

Step 3: Submit PO details to Integrity Health & Safety Pty Ltd with the following information:

• PO number
• Specific items required
• Contact person and delivery address
• Contact person for invoice payment

Step 4: AED Installation and registration

Upon delivery and installation of the AED, complete and submit an Automated External Defibrillator (AED) Register Update form.

Note: Health and Safety Services will only arrange servicing for the following brands of AEDs:

• Cardiac Science G5 and G3
• Zoll AED Plus and AED 3
• Phillips HS1

Should you purchase an alterantive brand of unit, your business unit will be expected to manage the ongoing maintenance of it.

For the replacement of pads and/or batteries, please use the Automated External Defibrillator (AED) & Specialised first aid equipment request system.

The Health and Safety Services team organises AED servicing of all units listed in our register twice per year. This also encompasses the replacement of essential components such as batteries and pads.

To be eligible for inclusion in this maintenance program, an AED must meet the followingc criteria:

• It should be of the Zoll AED Plus brand and model.
• The unit must be listed in the current approved Automated external defibrillators campus locations document, as recognised by our Health & Safety Services Team.

To add an AED unit to the register, please complete the Automated External Defibrillator (AED) Register Update form.

For comprehensive guidance on the operation of the Zoll automated electronic defibrillator Plus, refer to the available Standard operating procedure - Zoll automated electronic defibrillator plus.