Avani Mooloolaba – Residential Survey
Application under the Liquor Act 1992
Residential Standard Survey for Community Impact Statement
Update – Guide to transitioning to electronic record keeping
COVID-19 Update from OLGR on Wednesday 23 December 2020. Published without amendment.
Good morning
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.
Additional tips
- 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.
Regards
Victoria Thomson
Commissioner for Liquor, Gaming and Fair Trading
Update from the CHO – Changes to Queensland’s approach to record keeping
COVID-19 Update from OLGR on Tuesday 22 December 2020. Published without amendment.
Good afternoon
Below is a message from the Chief Health Officer regarding changes to record keeping. Please note that the Restrictions on Businesses, Activities and Undertakings Direction (No. 11) is still being updated. We will let you know when the updated version is available.
Current record keeping requirements
Since the pandemic began, businesses have been required to keep contact information for a minimum of 30 days. This has been required so that our contact tracers can move quickly and contact trace anyone who might have come into contact with someone with COVID-19.
This requirement is set out in the Restrictions on Businesses, Activities and Undertakings Direction.
Contact information means information that is:
a. the name, phone number, email address, and the date and time period of guests, patrons and staff; and
b. provided to a public health officer within a stated time, if requested by a public health officer; and
c. securely stored, not used for any other purpose; and
d. deleted after not less than 30 days and not more than 56 days.
Businesses must take reasonable steps to ensure that the contact information collected is accurate.
New electronic record keeping requirements
As of 1:00am Wednesday 23 December, all businesses in the hospitality industry (such as pubs, clubs, restaurants and cafes) in Queensland must comply with new electronic contact information collection requirements per the Restrictions on Businesses, Activities and Undertakings Direction. The Direction will be updated to reflect this requirement. This is due to the high risk nature of the hospitality industry.
Over the coming weeks, it will be determined whether these expanded electronic record keeping requirements will be rolled out across other industries. This will be decided based on a risk assessment of other businesses and venues.
What will this mean for businesses?
- Businesses must now move away from paper-based record keeping methods; and
- Businesses need to have an electronic form or other digital method to capture contact information.
Who does this apply to?
This new restriction will apply to all Queensland businesses in the hospitality industry (such as pubs, clubs, restaurants and cafes).
If these businesses already have an electronic or digital means to do this, we are not asking them to implement another system,
What electronic means?
There are a variety of electronic methods businesses can use to adhere to restrictions. These could vary from:
- QR codes
- Online fillable forms
- Online booking systems
- Digital spreadsheet.
If a business already has an online booking system that captures patron information, there is no need for a secondary form of digital record keeping. This restriction is ensuring that all businesses in the hospitality industry are moving away from paper-based record keeping, and that the digital information can be provided in a timely manner upon request.
It is imperative that contact tracers can use legible and accurate information to contact people.
Do we need to comply and what are the penalties?
Yes, as of 1:00am Wednesday 23 December, all businesses in hospitality industry (such as pubs, clubs, restaurants and cafes) will need to comply with this requirement and will need to establish processes to ensure patrons contact information is collected electronically. In the coming weeks, it will be determined whether other industries will need to comply with this new requirement.
If requested by a Public Health Officer, the electronic data set will need to be provided in a timely manner. Public Health Officers will be conducting random audits to ensure businesses are complying.
Businesses are required to keep contact details for all patrons for a minimum of 30 days and a maximum of 56 days.
Businesses that are unable to comply with the requirement to collect contact information electronically, whether because a patron is unable to provide their information electronically (for example, because they do not have a smart phone) or because of unforeseen circumstances (such as an internet outage) will be required to:
- collect contact information using another method (for example, paper-based forms); and
- transfer the information to an electronic system within 24 hours.
A person who owns, controls or operates a restricted business activity or undertaking may be fined/penalised if they fail to keep electronic contact information about all guests, patrons and staff. Failure to comply will impose:
- operating with an occupant density limit of one person per 4 square metres;
- for food and drink venues (including cafes, restaurants, pubs and clubs), operating for seated patrons only;
- maximum penalty -100 penalty units or 6 months imprisonment.
Dr Jeannette Young PSM
Queensland Chief Health Officer
COVID-19 OLGR Update 18 June 2020
Thursday 18 June 2020
Good evening
Today’s stage 2 update includes information on:
- Nightclub trading
- Groups and social distancing
- Collecting contact information
- Designated outdoor smoking areas
- Documents you must display.
Nightclub trading
If you have a nightclub licence, under stage 2 you:
- Can serve food and drink on a ‘seated, separated and served’ basis
- Can’t provide normal nightclub entertainment services, such as dancefloors or live bands
- Can only accept a maximum of 20 patrons if you operate under a COVID Safe Checklist or 20 patrons per defined area, if you operate under the Queensland Hotels and Clubs Industry COVID Safe Plan. The 1 person per 4sqm rule applies to all.
Groups and social distancing
The checklists in the Queensland Hotels and Clubs Industry COVID Safe Plan provide guidance on how you should manage physical distancing in your venue.
Individuals from the same household or social group can occupy the same, or adjacent, table and do not need to be seated 1.5m apart.
Tables occupied by different groups should be 1.5m apart.
Collecting contact information
All venues must collect and keep contact information for ALL guests and staff attending their venue. The following information for each person must be recorded and retained for a period of 56 days:
- name
- address
- mobile phone number
- date/time period of patronage
Collecting the date and time period of patronage is a new requirement of the Chief Health Officer’s Direction.
These records must be complete and accurate, as they are critical for health authorities to contact trace efficiently if a person subsequently diagnosed with COVID-19 attended your venue.
You do not need to collect contact details for patrons buying takeaway.
Designated outdoor smoking areas (DOSAs)
We have received questions about if food and drink can be served or consumed in DOSAs.
Food or drink cannot be served in a DOSA, and smoking laws prohibit patrons from taking food into a DOSA.
A patron may take their drink into the DOSA however this should not result in them being in that area for any longer than it takes for them to have their smoke.
Under stage 2, licensed venues can only operate their DOSAs if:
- they are only used for the purpose of smoking – smokers should return to the seat in their allocated defined area as soon as they have finished smoking
- no more than one person per four square metres is permitted in the DOSA
- social distancing is observed
- existing smoking laws are complied with.
Documents you must display
If you are operating under an approved Industry COVID Safe Plan, you must display a completed Statement of Compliance.
If you are operating under a COVID Safe Checklist, you must display the completed and signed checklist.
Your statement or checklist must be in a visible location.
If using an approved Industry COVID Safe Plan, you do not need to display the whole plan but should have it available if asked by an enforcement officer.
Whether you use the plan or the checklist, follow the simple message of Seated, Separated, Served to ensure compliance.
