Health Checks — Who Is Due, And Who Is Actually Counting

The rule says monthly. Everyone was told on their first day.

When the manager finally checked, four entertainers were three months past their last test. Nobody had noticed — not because anyone ignored the rule, but because nobody was counting.

⚠️ Having a rule is not the same as someone tracking it.

The short version

• Set the interval as a number, not "every so often"
• Three ways to count: days, shifts worked, or bookings served
• People slip through after long breaks, when they work elsewhere too, and when they are new
• Record the date of the last check — not the results
• Catch anyone overdue when the rota is being built

Why it slips

The rule exists
Only the entertainer is counting
If she forgets, the venue never finds out

⇒ Unless the venue counts, gaps are guaranteed.

Three ways to set the interval

Days           …every X days since the last check
Shifts worked  …every X shifts since the last check
Bookings       …every X bookings since the last check

⇒ Days suit people who work rarely; shifts or bookings suit people who work a lot.

⚠️ Pick one for the whole venue. Mixing methods confuses whoever does the counting.

Who slips through

Back after a long break  …last check was months ago
Works at another venue too …"I had it done there" — unconfirmed
New starters             …no check on record at all

⇒ Make it a rule that these three are checked before they go on the rota.

What to record

Name ／ date of last check ／ (paperwork seen: yes)

⚠️ Do not circulate results. Record the date and that you saw proof. Results stay between the entertainer and one responsible manager.

Catch it at rota time

When building the rota, flag anyone at or past their limit
⇒ "Please get this done before your next shift"

⇒ Rota time is the one moment someone looks at every name. It is the most reliable place to catch it.

If someone hasn't been checked

Option A …off the rota until checked
Option B …a fixed short grace period, then off the rota

⚠️ Decide in advance and apply it to everyone. Exceptions for favourites undo the whole rule.

The numbers to keep

One   people at or past their limit, each rota
Two   shifts worked while overdue
Three people with no check date on record

⚠️ If Three is above zero, fix that first.

A sheet for the office

────────────────────────────────────
  Health checks

  Interval …days / shifts / bookings — pick ONE
  Record …name + date of last check (never results)
  Check at rota time
  Watch …back from breaks / works elsewhere / new starters

  Overdue rule is the same for everyone
────────────────────────────────────

Common objections

"It's their responsibility"

⇒ Getting checked is theirs. Counting is yours — the venue and its guests carry the risk if it slips.

"Staff won't want it recorded"

⚠️ Tell them only the date is kept, never the result. Most accept that.

"She says she had it done elsewhere"

⇒ Ask to see the paperwork, record the date, and move on.

"We can't agree how to count"

⇒ Start with days. It is the easiest to explain.

This week

One   list every entertainer's last check date
Two   find anyone with no date on record
Three choose days, shifts or bookings as the measure
Four  decide the overdue rule and tell everyone
Five  add a health-check step to rota building

Doing it by hand, or on a screen

Counting by hand works with ten people. With forty, people slip through.

By hand …compare a list of check dates against the rota
On screen …the rota screen flags who is due

⇒ In tasteck you can record each entertainer's check date, and once the number of bookings or shifts since the last check reaches the limit you set, the shift screen flags that person.

⚠️ It does not count by days. If your rule is days-based, check the list of dates yourself. Test results are never stored — only the date.

Wrapping up

• Set the interval as a number
• Count by days, shifts or bookings — one method
• Watch returners, people working elsewhere, and new starters
• Record the date only
• Catch it at rota time

The entertainer gets checked. The venue does the counting.