COVID-19 Update from OLGR on Wednesday 23 December 2020. Published without amendment.
From today, Queensland hospitality businesses, such as pubs, clubs, restaurants and cafes will be required to use a digital or electronic method to collect and store patron contact details.
Paper-based records are no longer acceptable.
Legible, structured and rapidly available records will assist Queensland Health to quickly contact trace in the event of an identified case.
For each guest, staff and contractor, you are required to collect:
- Full name
- Phone number
- Email address (residential address if unavailable)
- Date and time period of patronage.
This only applies to dining in – you do not need to collect contact details for takeaway or home delivery.
Patron details must be kept for a minimum of 30 days and a maximum of 56 days. After that period information should be deleted.
Below are some tips and resources to assist transitioning to electronic record keeping, including:
- The benefit of a COVID Safe Marshall or venue concierge
- How to implement a QR (Quick Response) code
- Signage to educate patrons.
COVID Safe Marshall
We encourage venues to roster a staff member to act as a COVID Safe Marshall or concierge ensuring that patrons:
- Understand the requirement to provide their contact details electronically.
- Help guide patrons through the process of signing-in, whether by QR Code, online fillable forms, booking application, spreadsheet (i.e Excel) or other system.
- If electronic sign-in is not possible, ensure the patron’s hand-written details are legible and promptly transferred to an electronic system.
- Ensure sign-in is completed with correct details and check confirmation of sign-in.
They can also assist in supporting the health and wellbeing of staff and customers, through:
- Monitoring physical distancing in entry queues and other heavy traffic areas within the venue.
- Ensuring any entry and electronic system (e.g. tablet or computer used for sign-in) is frequently and properly cleaned.
How to implement a QR code system
You do not have to use a QR code system, however, QR codes allow businesses to easily record information.
QR codes are commonly used by venues, easy to use for patrons, and are an efficient way for your business to store required data.
Setting up your own QR code check in
- Businesses can find a QR code guest registration service by:
- Searching online or through their smartdevice app store.
- Contacting their IT services, Point of Sale (POS) or web hosting provider for advice.
- Read the terms and conditions carefully, paying particular attention to:
- pricing and payment details
- privacy policies
- length of contract and how to cancel the service
- how the data is stored and how you can access it when required – data must be stored securely onshore in Australia.
- Sign up with a service and download your unique QR code.
- Display the code at the entrance to the venue so patrons can access it easily.
- If any customers are unable to use the QR code, businesses should have an alternative check in method available, such as an SMS service or the online check-in form provided as part of business resources for COVID Safe registered businesses.
How customers use the COVID Safe Check-in
- When a customer arrives at a venue, they scan the QR code with their smartphone or business device if available.
- Engage a concierge, staff member or COVID-19 Safe Marshal to assist customers and confirm they have checked in.
Signage to educate patrons
OLGR has developed a downloadable sign that helps explain the need for electronic sign-in and what details are required.
Download, print and display at your sign-in points.
We have other COVID Safe signage available – please check to see if your in-venue signage is up-to-date.
- Test your systems to ensure contact tracing records can be provided to a Public Health officer within the required timeframe (usually 1 hour).
- Encourage your staff to engage with patrons when ordering food and drink and providing services throughout the venue to confirm they have signed in.
- Seek advice from a hospitality industry peak body for any additional resources e.g. Clubs Queensland; Queensland Hotels Association; Restaurants and Caterers’ Association; and RSL Services Club Association.
- If utilising an in-house system, ensure member details are up to date and consider signage to help reinforce updating contact information.
- If using a manual system for those patrons without phones or during internet outages, technology malfunctions, etc, ensure staff are assisting patrons with transcribing information to ensure it is correct, legible and can be easily added to an electronic system.
To find out more see the Queensland Chief Health Officer’s Direction and frequently asked questions.
Commissioner for Liquor, Gaming and Fair Trading