Food Safety Program
St George Community
Services Inc
Prepared by
Roslyn Morton. July 2006
31/07/2017
TABLE OF CONTENTS
1
INTRODUCTION
2
FOOD SAFETY PROGRAM
2.1
Food Safety Team
2.2
Scope
2.3
Product Description and Intended Use
2.4
Process Flow Chart
2.5
Hazard Analysis
2.6
Hazard Control Table
2.6.1
3
4
Justification Table
SUPPORT PROGRAMS
3.1
Maintenance Program
3.2
Approved Supplier Program
3.3
Good Handling Practices
3.4
Cleaning and Sanitation Program
3.5
Pest Control Program
3.6
Personal Hygiene Program
3.7
Product Monitoring Program
3.8
Staff Training Program
3.9
Thermometer & Equipment Monitoring Program
3.10
Internal Audit Program
3.11
Document and Data Control Program
3.12
Menu Design
FORMS/CHECKLISTS
Form 1
Form 2
Form 2a
Form 3
Form 4
Form 5
Form 6
Form 7
Form 8
Form 9
Form 10
Regular Maintenance Checklist
Temperature Monitoring Sheet- Freezers
Temperature Monitoring Sheet – Organisation Fridge
Supplier Approval Letter
Supplier Approval Application
Approved Supplier List
Product Received Sheet- FMS
Staff Training Record/Log
Internal Audit Checklist
Letter to clubs and restaurants
Calibration Records for Thermometers / Temperature Gauges
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1. Introduction
St George Community Services Inc is a non-profit organisation offering a range of services to frail aged,
disabled people and their carers, in the St George and Sutherland region of Sydney. The St George
region covers Kogarah, Rockdale and Hurstville Municipalities.
Services include:
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Shopping
Social Outings
Stroke Support
Frozen Meals
Multicultural Home Service
Home Modification and Maintenance
Volunteer Recruitment and Training
St George Community Services has a commitment to: “Enhance the quality of life of the people of the St
George and Sutherland areas by strengthening and developing our services to meet their changing
needs.”
In order to comply with the Food Safety Standards this program has been developed to safeguard our
clients and Volunteers. The program outlines the positions responsible for food safety within our
organisation and the procedures we have developed to maintain this program.
The majority of the food safety issues arising within the organisation will occur when providing food at
functions for clients and Volunteers and during social activities held by the organisation.
Food Safety is the responsibility of the whole organisation with specific responsibilities for direct service
staff, co-ordinators and Manager.
R. Morton
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31/07/2017
2. Food Safety Program
2.1 Food Safety Team
In this organisation the team is responsible for developing and maintaining this food safety
plan, updating the Food Safety manual, analysing and improving procedures and
implementing effective controls to manage food safety risks.
Community Care Manager
The Food Safety team includes:
Frozen Meals Coordinator
Shopping and Social Outings Coordinator
Multicultural Home Services Coordinator
2.2 Scope and Purpose
Scope of Food Safety Program:
All food served to clients, carers and volunteers who fall into the category of ‘Vulnerable
Population’ that is, elderly (seventy or older) and immune compromised.
This will include:
 FMS meals
 Volunteer meetings
 Social Outings
 Morning and Afternoon Teas.
 Club Lunches.
 Organisation functions.
Purpose of the Food Safety Program is to have a consistent set of guidelines for the
organisation to follow when selling, serving or preparing food for our clients, carers and
volunteers. Guidelines will outline the procedures for the following:
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Purchase of food from supplier
Storing of food
Stock rotation
Transportation of food
Handling of food
Food recall
Pest Control
Temperature control
Calibration
Cleaning schedule
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2.3
Product Description and Intended Use
Product description
Frozen Meals
Product composition
Meats, Vegetables, Pastas, Rice etc
Method of processing
Bought frozen from supplier
Special preparation characteristics
To be heated in Microwave or oven - Follow heating instructions on
packaging.
Packaging
Foil and cardboard packaging
Storage
In freezers below -18 degrees
Shelf Life
3 – 12 months ( as per suppliers instructions )
Distribution method
Delivered in Cool Bags by Volunteers direct from warehouse freezer to
client’s freezer.
Consumer
FMS Clients
Intended Use
Regular meals. Meals to be heated in packaging via microwave or
oven.
Product description
Biscuits
Product composition
Flour eggs etc
Method of processing
Bought from supplier
Special preparation
characteristics
Individually wrapped
Packaging
Plastic packaging
Storage
In cupboard in kitchen
Shelf Life
12 months ( as per suppliers instructions)
Distribution method
Delivered to clients by staff and volunteers
Consumer
Clients and Volunteers
Intended Use
Morning and Afternoon Tea
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31/07/2017
Product description
Meal purchased for events
Product composition
Various
Method of processing
Cooked in Commercial premises
Special preparation characteristics
Packaging
Nil
Storage
Consumed as soon as delivered to client
Shelf Life
Nil
Distribution method
Staff to serve if necessary
Consumer
HACC Clients
Intended Use
Social Outing or Centre Based Day Care or Volunteer Link training and
organisational meetings
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2.4 Process Flow Chart
Frozen Meal Service
1.
2.
3.
4.
5.
6.
7.
8.
Menu design
Ordering and Purchasing
Receive meals
Storage in Freezers
Bagging as per orders from clients
Storage in Delivery Run order
Delivery in Thermal Bags by
Volunteers at correct temperature
Customer Complaints policy
Menu
Design
Ordering and Purchasing
Receive meals and store in
Freezers
Bagging as per orders from
Clients
Storage in Delivery Run Order
Deliver in Thermal Bags to
Clients
Customer Complaints Policy
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Social Outing Services/ Centre Based Day Care/staff meetings and
training
1.
2.
3.
4.
5.
Choosing venue
Letter of advice to venue or food supplier
Confirm menu with venue (if applicable)
On receipt of food check for correct temperature.(random check)
Record any problems with food or food service delivery.
6. If food is transported to outing ensure that food is transported in correct
containers at correct temperatures.
Choose Venue
Send Letter of Advice to venue or food
supplier
(see attachment B)
Confirm Menu with Venue
On Receipt of Food, Check for Correct
Temperature
Record Any Problems with Food or Food
Delivery
If food is transported to Venue, ensure it is in
correct containers at correct temperatures for
transportation
Page 8
2.5 Hazard Control Table
Step
All steps
Hazard(s)
 Microbial contamination
from food handlers,
equipment.
 Chemical contamination of
food by cleaning products.
Control Measure(s)
 Ensure clean hands and
equipment are used
 Ensure cleaning products are
not stored near food and food
containers.
Monitoring Procedures
What:
Visual inspection
How:
labels
Check packages &
When:
Every delivery
Critical Limits
Corrective
Action(s)
No evidence of
problems dirty or
damaged products,
packaging or truck
Reject products that
are damaged or
show signs of
contamination or
tampering
Who: Community Care
worker / Volunteers
Receival /Storage
Storage
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 Growth of bacteria and /or
toxin production when food
is not transported and
stored under temperature
control.
 Contamination by microorganisms, foreign objects if
not stored correctly.
 Physical contamination
present in the product upon
receipt due error by the
supplier.
 Ensure correct temperature
during transportation.
 Ensure food is stored correctly,
in clean sealed containers.
 Record details of date and
batch numbers of
contaminated food to refer to
supplier.
 Purchase products from
approved suppliers only
 Growth of resistant bacteria
and /or toxin production if
food is not stored at proper
temperature.
 Growth of surviving heat
resistant or contaminating
micro organisms if food is
not held at sufficient cold
holding temperatures.
 Ensure that food storage is
maintained at correct
temperature.
 Use Thermometers and data
loggers to record temperatures
of freezers and thermal carry
bags.
What:
Product temperatures
How: Use Sanitised
thermometer
When:
Volunteers
How:
When:
Whole products
hard frozen
Every delivery
Who: Community Care
worker/
What:
Maximum product
temperature -10oC
Monitor temperatures
Use thermometer
Before packing
Who: Community Care
workers/ Volunteers.
No evidence of
defrosting such as
formation of ice
crystals and
changes to product
shape.
Maximum product
temperature -10oC
Whole products
hard frozen
No evidence of
defrosting such as
formation of ice
crystals and
changes to product
shape.
Reject products that
exceed critical
limits. Contact FMS
coordinator and
supplier.
Records
Form 5
Product
receival sheet
?? some way of
marking products
which fail so they
are not returned
after chilling
Discard products
that exceed critical
limits. Contact FMS
coordinator to
initiate investigation
into system failure.
Form 2
temperature
monitoring
sheet
Bagging of FMS
meals as per
order from clients
 Growth of resistant bacteria
and /or toxin production
while food is out of the
freezers and being handled
 Contamination by microorganisms or foreign
objects while products are
being moved.
 Growth of resistant bacteria
and /or toxin production if
food is not transported at
proper temperature.
Delivery of food to
FMS clients
What:
 Ensure all volunteers wear
appropriate gloves during the
procedure
 Ensure time spent out of
refrigeration is minimised
 Ensure that food is transported
in insulated thermal bags
 Ensure all frozen meals are
delivered within 2 hours of
despatch
 Provide extra thermal
protection in the form of ice
bricks in extreme high
temperature weather ??
How:
Monitor time
???
When: While products are
being bagged
Who: Community Care
workers/ Volunteers
What:
?? logistics
How:
When:
Who:
specificate temperate
Delivery of food at
Social Outings
/training/meetings
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 Growth of surviving heat
resistant bacteria or
contaminating micro
organisms if food is not held
at sufficiently hot or cold
temperatures or if the time
between servings(plating),
delivery and consumption is
extended.
 Contamination of food with
micro-organisms, foreign
objects if not stored
correctly.
 Ensure that food is consumed
within 30 mins of delivery to
the event.
 If food is not likely to be
consumed within 30 mins of
delivery, ensure that food is
stored at correct temperature
until consumption.
 Cover food with appropriate
clean covers when ever food is
not being served and visually
inspect food prior to service.
What: Take product temp of
food and visually inspect the
products
How: Sanitised
thermometer
When: Each time meals are
served
Who:
Person serving meals.
Minimum
temperature of
reheated food 60o C
None visual
evidence of
contamination
Discard products
not consumed
within 30 min of
delivery to the event
or not stored
correctly during this
period.
? new form
2.6.1 Justification Table
Hazard/Control Measure
Meals are maintained at the correct temperature
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Critical Limit
Food must be consumed within 30 minutes of the food
being less than 60 degrees .
Reference/Justification
Clause 8(5) Standard 3.2.2. Food Safety Standards, Food
Standards Code, (FSANZ).
Food to be -10 degrees ( or hard frozen) for frozen
product.)
Clause 5 Standard 3.2.2., Food Safety Standards, Food
Standards Clause, Food Standards Australia New
Zealand (FSANZ)
3.
Support Programs
Equipment maintenance program
Approved Supplier documents
Organisation Policies
Cleaning schedule
Pest Control Program
Personal Hygiene Program
Product monitoring
Staff Training
Thermometer monitoring
Safety Committee Inspections
Data & Document Control program
Menu design
Food recall
Stock rotation
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3.1
Maintenance Program
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3.2
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3.3
Form to be completed by Co ordinator of relevant service at 6 monthly intervals.
Freezers to be checked – any issues to be reported to FMS Co ordinator.
Cooler bags to be replaced if defective.
Regular Pest Control service to be carried out by licensed Pest Control.
Approved Supplier Program
Research will be done by Community Care workers to establish accredited suppliers.
Copies of the HACCP Accreditation will be kept on file.
Venues will be chosen for Social Outings and Club luncheons with a view to safety and
enjoyment of clients.
Supplier Approval Application form will be completed by Community Care worker.
Approved Supplier List will be updated
Supplier Approval Letter ) will be sent on a yearly basis to suppliers of all food providers.
Good Handling Practices
It is essential to ensure good handling practices are maintained throughout the process of
storing and delivery of food.
All foods are to be stored and transported in correct temperature and hygeinic conditions.
Storage:
 Appropriate temperature control.
 Stock rotation
 Prevention of contamination
 Frozen food is to be placed in Cooler Bags close to time of distribution. Food is not to be
out of freezer for longer than necessary. (max 3 hours).
Meal service/ social luncheons:
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Meals should be received close to time of serving.
Milk should be stored in cooler bags to keep fresh.
All biscuits and food likely to be handled by clients must be individually wrapped.
Correct temperature of food should be maintained.
Area should be clean and free of germs
Staff should have clean hands and hair restrained
Rubbish should be removed as soon as possible.
3.4
Cleaning and Sanitation Program
Premises to be cleaned by professional cleaners on a regular basis ( twice weekly). Any issues
found in cleaning the premises are to be reported to the Administration Officer.
Contract Cleaners:
Quality Office Detailing
18 Marlborough Street
Leichardt NSW 2040
9569 3892
0414956828
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3.5
Pest Control Program
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Animals and pests including insects and rodents to be excluded from the premises.
Regular inspections to be carried out by licensed pest control company.
Any treatment must be in accordance with government regulations regarding
contamination of food or workers safety ( eg. Workcover)
Records of pest inspection to be retained for audit purposes. Records should include;
1. Routine activities undertaken
2. Type and location and size of any pest activity found ( including nil activity
found).
3. What actions were taken to control identified activity?
4. What preventative measures can the organisation take to control any
identify activity?
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3.6
Personal Hygiene Program
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Organisation policy must be followed regarding the need for Clients, workers and
Volunteers to report communicable diseases.
Clean clothing is to be worn by persons handling food.
Hair must be tied back if workers are handling or serving food.
All people must wash and dry their hands prior to handling food. Where gloves are
used, they must be kept clean and intact.
Fingernails are to be kept short and clean – no nail polish to be used if handing food.
Care is to be taken that jewellery is not able to contaminate food.
People with sores, boils, cuts or abrasions must not handle food unless affected area
is covered with a waterproof adhesive.
All staff must ensure that they do not smoke when handling food.
Any personnel suffering from a transmittable condition or systoms of food
borne disease ( such as diarrhoea or vomiting) shall not engage in food
handling or food service.
3.7
Product Monitoring Program
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3.8
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3.9
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All food products purchased for clients must comply with Food Safety Standards.
Product recall policy in Frozen Meal Service and Home Shopping Service be
followed.
Where possible all food must have correct labelling in the event of a product recall.
Systems are in place to track the sale of goods should a recall be necessary.
In the event of a recall, the co-ordinator of the service affected will manage the recall
in conjunction with the supplier. Food Recall Protocol (FSANZ) should be used.
Government Food Recall Officers can be contacted on (02) 6271 2222 during normal
business hours or after hours 0412 166 965.
Use by dates must be complied with. Stock is to be rotated so as to ensure first in
first out.
Staff Training Program
All staff must be trained to enable them to perform their job safety and competently.
All new staff will receive an induction covering instruction on how to perform their duties
to ensure good food handling procedures are followed.
Training in Safe Food Handling (provided through Volunteer Link) and other appropriate
training as required.
Training records to be maintained by service co-ordinators and updated at Community
Care Meetings monthly.
Any gaps in required training to be notified to Volunteer Link or to workers direct
supervisor.
Trainings attended should also be noted on Workers personnel files
Thermometer and Equipment Monitoring Program
All thermometers must be calibrated to check their accuracy and ensure that the
readings are done regularly at monthly intervals.
Scales used to check weight need to be calibrated at 6 monthly intervals.
A master list shows all equipment to be calibrated .
Instruments shown not to be accurate are to be removed from use
See Temperature Monitoring Sheet.
3.10 Internal Audit Program
Internal audits are conducted to ensure that practices comply with the requirements of the
food safety program and are adequate to ensure food safety.
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Internal audit will be carried out yearly to ensure that all systems comply with the
Food Safety Program.
Internal audit will be carried out when internal systems change or new services are
added. When products are changed.
Community Care Manager is responsible for the timely corrective action to be taken
to ensure that any deficiencies found in the audit are corrected.
See Example Internal Audit Checklist (attachment I)
3.11 Data and Document Control Program
Effective document and data control ensures that people can be confident that they are using
the current version of a document and that the information contained in these documents has
been approved by management.
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All documents be identified by author and date as footer.
Obsolete documents be deleted and removed from files.
Current documents are held as ‘master’ documents in Food Safety program file and as
electronic copy on G drive for use of staff as required.
Data entry/ records are to be noted with name and date and signed where possible.
Records are to be kept for a minimum of 12 months or until relevant audit.
3.12 Menu Design
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Each service will choose a menu suitable for their service type.
Menus for clients in Frozen Meals Service are collated from information provided by the
suppliers.
Individual needs of clients will be taken into consideration, however as we are
purchasing meals from outside sources ( suppliers, facilities, clubs etc.) individual needs
may not always be able to be met.
St George Community Services does not provide diet specific meals due to the nature of
our service. Clients requiring a more specific food need will be referred to a Dietician or
Nutritionist or the local Meals on Wheels Service.
Menus will be reviewed on a regular basis on the need for variety, cost and clients need.
3.13 Food recall
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Records of client orders are maintained at the St George Community Service offices so
that in the event a food recall is required products can be traced.
3.14 Stock rotation
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During the bi weekly delivery of food products all stock is rotated
All exciting products are removed from the freezer and all the newly delivered products
placed at the back. The older items are then placed in the front of the freezer.
4. Forms/Checklists
Form 1: Regular Maintenance Checklist
This form is completed at intervals of One Month
Record if satisfactory (S) or unsatisfactory (U) and complete corrective action/comments column
Completed by:_____________________________
Item
Packing and Storage Areas
Ceiling, walls and floors clean.
Food processing benches free from rust,
damage and deterioration
All equipment free from rust, damage and
deterioration.
Lights above processing area covered or non
shattering globes used.
All sinks (including hand washing) accessible
and in working order
Other fitting and fixtures in good condition and
in working order
Freezers
Freezers clean and in good condition
Shelving free from rust and kept cleaned
Power supply in good condition
Door seals clean and in good condition
Cooling units free from rust and corrosion
No evidence of condensation dripping from
ceiling or refrigeration units
Condensation tray beneath unit regularly
emptied
Temperature gauges visible and in good order
Storage Areas
Chemicals stored separately to food and
packaging materials
All food and packaging materials stored in a
manner to prevent contamination
Staff Amenities (eg. toilets, staff rooms)
Staff amenities kept clean and tidy
Hand Washing facilities accessible and in
clean and tidy order
Pest Control
No sign of pests within processing area,
storage area or staff amenities
Transport vehicles /trolleys / Thermal bags
Units kept in clean good working condition
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S/U
Date:____________________
Corrective action/Comment
Form 2: Temperature Monitoring Sheet - FREEZERS
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Temperature for each freezer is recorded twice weekly when being used.
Max temperature for Freezer is -10oC.
If a reading is not within this limit, notify Frozen Meal Coordinator.
Month Commencing:_________________________
1
2
3
4
5
6
7
8
9
20
Week 1
Week 2
Week 3
Week 4
Corrective action
Date
Date
Date
Date
Date
Date
Date
Date
Initial
Freezer No
Temperature (°C)
Form 2a: Temperature Monitoring Sheet – ORGANISATIONAL FRIDGE
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Temperature for fridge is recorded 6 monthly.
Max temperature for Fridge is 5 0 C.
If a reading is not within this limit, notify Administration Officer for repairs.
Fridge
2006
1
2
21
2007
2008
2009
Corrective action
Date
Date
Date
Date
Date
Date
Date
Date
Initial
Temperature (°C)
Form 3: Supplier Approval Letter (FMS)
«Date»
RE: Application to supply goods
Dear «Supplier»,
Our business is committed to providing our customers with product that is of the highest quality and which
complies with the requirements of the Food Standards Code.
To facilitate this commitment, we have implemented a food safety program that complies with these requirements.
This program identifies the potential food safety hazards, introduces measure to control these hazards and action
where necessary to control them.
A critical component of this food safety program requires all suppliers of food, chemicals and packaging to
demonstrate that their goods are produced with due care. This includes providing goods with packaging intact,
undamaged, clean, clearly labelled and within temperature control (where appropriate).
We therefore ask that you complete the attached application to join our Approved Suppliers List. Once completed
the form should be returned to us at the address below.
We value our business relationship and upon receiving details of your commitment to a food safety program, we
look forward to your assistance in offering our customers the highest possible level of food safety.
Yours sincerely
Name of business
Postal address of business:
Contact name:
Contact details:
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Form 4: Supplier Approval Application (FMS)
Supplier Details
Registered Name:
Trading As:
Address:
Contact:
Phone:
Mobile
Fax
Details of product that you will supply
Details of current food safety or quality assurance programs
Please complete the above details and return as soon as possible
Note: All details provided to us will be treated as confidential and only used to support the accredited supplier
requirements of our food safety program
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Form 5: Approved Suppliers List
List of suppliers to our business (including suppliers of product, packaging and ingredients)
Supplier
Contact details
Goods Supplied
Notes*
* This may include any special instructions or additional certification information if applicable.
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Form 6: Product Received Sheet
Date
1
Supplier
name
Products
Supplied
Quantity
Batch
No. /
Use By1
Product
Temp.2
Visual
Check3
Alternatively, recording of batch code or use by date on delivery dockets can be used
For frozen ready-to-eat product max temperature should be hard frozen.
3 Visual inspection includes checking that packaging is intact
2
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Corrective Action
Signed
Form 7: Staff Training Record/Log
Record all food safety training conducted by staff involved in the business
Date
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Staff member
Type of training
Trained by
Staff signature
Form 8: Internal Audit Checklist (System Review)
Complete each 6 months.
Satisfactory (S) Unsatisfactory (U) and complete corrective action/comments column
Completed by:_____________________________
Date:____________________
Section
S/U
Corrective Action by whom
1. Management responsibility
Is the food safety statement still current?
Is the scope and purpose still current?
Are the members of the Food Safety team still current?
2. Food Safety Program Plan
Are the product specifications still valid?
Is the flow chart, if applicable, still correct?
Is the Hazard Analysis still valid?
3. Premises and Equipment
Have the Routine Maintenance Checklists been completed?
Have the Temperature Monitoring Sheets been completed?
4. Supplier Approval Program
Is the Supplier Approval List up to date?
5. Food Handling Procedures
Have the Product Dispatch Monitoring Sheets been completed?
6. Testing and Calibration
Are all results within the Standards specified?
Have any results which exceed the Standards been reported to
the NSW Food Authority
Have all thermometers and temperature gauges been calibrated
regularly?
7. Cleaning and Sanitation
Have the Pre-Operational Checklist been completed?
Are the chemicals listed still used?
8. Pest Control
Are procedures still correct?
Is the bait map still current?
Are pest company records available?
9. Personal Hygiene
Have all staff been briefed on personal hygiene?
10. Product Identification and Traceability
Is the list of customers up to date?
Are invoices for each sale available?
11. Food Recall
Is there a copy of the FSANZ Food Recall Protocol available?
Are the contact numbers up to date?
12. Staff Training
Is the Staff Training Matrix up to date?
Comments/Further Action:
Community Care Manager:_____________________________________________
Form 9
[Date]
Dear Sir/Madam
As the Coordinator of St George Community Services, I would like to introduce our service. We
provide a social outing and meal to groups of aged care clients. These clients are transported
from their homes to premises such as yours so that they can enjoy a meal and social outing.
We are interested in bringing our clients to your premises and allowing them to purchase meals
from your business.
Our clients’ satisfaction is a primary concern. As a result we are keen to ensure they are
offered an appropriate menu selection. We would be pleased to have the opportunity to
discuss menu options with you.
Also, as our clients are mainly frail, aged individuals, food safety is a priority for us. We realise
that as a food business you are compliant with either the current NSW Food Regulations or the
ANZFA (Australia New Zealand Food Authority) Food Safety Standards (3.1.1, 3.2.2 and
3.2.3).
In addition, as a proportion of our clients are frail aged and some are potentially immune
compromised, we are sure that you are familiar with the guidelines for cold foods that will not
be reheated prior to serving (salads, sandwiches and cold desserts).
We look forward to dealing with your business and if you have any queries regarding our clients
and their needs we would ask that you contact the Co-ordinator at the above address.
Thanking you for your help in this matter
Yours sincerely
Co ordinator
Form 10: Calibration Records for Thermometers / Temperature Gauges
Date
ID
Therm.
number /
Gauge
position
Calibration
freq.
Comments./Further Action:
Temp.
reading
Expected
reading
Difference
Max error
allowed
Corrective active
Signed
Form 11: Volunteers signing in & out for delivery times
Name
Date
Time In
Time out on Time back from Time leaving Signature
delivery
delivery
Emergency
Contact Name
Emergency
Contact No.