/ DGD17-008

Procedure

ACT Health Staff Identification  Access Cards

Contents

Contents

Purpose

Scope…...... …..2

Procedure-Section 1...... 2

1.1 Electronic Access Control (EAC)…………………………………………………………….…………….…...….2

1.2 Access Control cards Electronic Access Control………………………………………………..………….2

1.2.1 Issue of cards…………………………………………………………………………………………………………2-3

1.2.2 Colour Codes for Photo IDs...... 3

1.2.3 Temporary replacement of an EAC card...... …4

1.2.4 Lost ID and or access card replacement ………….………..………………………………….…....…….4

1.3 Staff ID conditions………………………………………………………………………..…………………….....…….4

1.4 Returning Staff ID & Electronic Access……………………………………………..…………………....…….4

1.5 Biometrics……………………………..………..………………………………………………………………….…....….5

1.6 Bar Coding.……………………….……………………………………………………………………………….....……..6

Roles &Responsibilities………………………………………………………………………………………….. …….....…..6

Implementation. …………………………………………………………………………………………………………………….6

Related Policies, Procedures, Guidelines, Frameworks, Standards and Legislation...... 7

Definition of Terms ...... 7

Search Terms...... 7

Attachments...... 8

Purpose

To ensure that all ACT Health staff, contractors, students and volunteers are properly identifiable and have been granted the appropriate approval/access levels to be in ACT Health facilities. This Procedure outlines the principles and processes for the management and use of secure system identification access cards which are issued  Photo Identification and Access control cards.

This procedure applies to all ACT Health staff, official visitors, students, volunteers and contractors and retail tenants and should be read in conjunction with the ACT Health Protective Security Policy and the ACT Government Protective Security Policy Framework (PSPF).

This procedure applies to all newly issued and existing identification and access control cards.

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Procedure-Section 1.

1.1 The electronic access control (EAC) system

ACT Health uses a number of different technologies to identify persons and control access to its facilities and access within its facilities. The technologies include swipe cards, bar coding and biometrics (finger print and iris scanning). These technologies identify people and control their access requirements throughout ACT Health facilities. The technologies are deployed throughout ACT Health facilities, with a common purpose to authenticate the identity of the person and confirm their access authorisation.

Canberra Hospital and the major community health centres utilise a common ACT Health Access Card, however there are a number of small off-campus sites that may use a different site-specific access card.

In accordance with the ACT Health Protective Security Policy (Physical Security) and this procedure, all staff, students, contractors and volunteers are required to comply with the operational requirements of the EAC system.

1.2 Access control cards

1.2.1 Issue of cards

All Health staff, volunteers, students and contractors must be issued with a photo identification card. To obtain Photo Identification Card – Security Services will provide the appropriate colour-coded photographic identification badge to ACT Health staff, contractors, volunteers and students after a completed, signed process and clearance has been successfully undertaken through the IAM System.

To obtain a first issue photo identification card the following process applies:

  1. The hiring Managers/supervisors/coordinators must submit a request through the Identify

and Access Management (IAM) System for Photo Identification Cards and/or Proximity Card

to be issued.

  1. The staff member, student, contractor or volunteer attends the Security Services Office at

Level 2, Building 2, Canberra Hospital, and requests the issue of their card/s.

  1. ID verification is required by providing 100 points of identification, which may include:
  • Drivers License
  • Student Identification card
  • Other forms of identification ( see link below for more information)
  1. An ID photo is taken for the ID card.
  2. The staff member, student, contractor or volunteer is issued with a colour coded ID card as

well as an access control card if applicable. These cards will be issued together with a card

holder and a 3 point lanyard or retractable id badge reel.

Note:See further IAM Link “Evidence of identity (or 100 points of ID check)

All non-employees must have an ACT Health delegate as a sponsor and provide the completed request for ID and Access cards forms through the IAM system as well as being required to prove their identity by providing 100 points of identification.

ID and access cards will only be issued to volunteers/students who are part of a formal program. The coordinator/manager of the program should be the delegate who approves the ID card. Students will be required to lodge a $20.00 refundable security deposit with the Canberra Hospital Cashiers Office. All Volunteers cards must be approved by the ACT Health Volunteer Manager.

1.2.2 Colour codes for photo identification card

Blue / Nursing & Midwifery
Purple / Executive
Green / Allied Health
Grey / Medical Officer
Pink / Mental Health Officer
Red / Observer/Student
Black / Support & Administration
Yellow / Contractor/Volunteer
Orange / Retail Tenant
Maroon / Security

1.2.3 Temporary issue of a replacement access card.

When a staff member requires a temporary replacement access card, they are to attend the security office at Canberra Hospital and request a temporary card for the day. The person requesting the card will also need their supervisor/manager to contact the security office to authorise the issue of the temporary card. A temporary issued access card is for twenty four hours duration and will automatically deprogram after that time. An employee requesting a temporary access card must be able to confirm their employment or have a supervisor/manager confirm it before a temporary card can be issued. The temporary card must be returned to the security office the next following business day.

If a staff member does not return a temporary issued access card within twenty four hours a security administration officer escalate the non-return of the card with the employee’s line-manager.

1.2.4 Lost ID and or access cards replacement.

When a replacement ID card or access card is required the following must be provided:

  • Complete the authorisation on the IAM system by the appropriate delegate for a replacement card(s) to be issued.
  • Complete a RISKMAN for a lost or stolen ID and or access card.
  • Attend the Security Office. Personal identifications – the staff member must produce a form of photo identification to obtain a replacement photo ID.
  • If a staff member has had a number of incidents involving the loss of their ID cards, the matter will be escalated to their line manager for action.

1.3 Staff ID conditions:

  • When they are issued, IDs for permanent staff are valid for 5 years
  • Temporary staff and students have an expiry date based on the duration of their contract
  • When staff resign, it is a condition of the exit process that their ID card is returned before final exit payment is processed
  • If staff change their status in relation to employee classification or business unit, then a new staff ID is issued
  • If staff leave ACT Health and return at a later date, they will be issued with a new ID card
  • Staff ID badge photos are required to be updated every 5 years, or if the physical appearance of the employee changes or the photo on the ID card becomes illegible.

1.4Returning ID and Electronic Access Cards

All staff, medical officers, official visitors, students, volunteers, and contractors who hold an ID or access card of ACT Health MUST return the cards on leaving the organisation to their manager/supervisor/coordinator and complete the exit ACT Health Staff Clearance form.

An appropriate delegate signature is required to verifying the return of ID and access cards.

Note: An incomplete form may result in the employee not receiving their final payment.

1.5 Biometrics.

Biometric identification is the use of finger print or iris scanning technology. Where this technology is used in an ACT Health facility, a biometric registration process is first required to record the relevant information of the person and assign any authorised access control permissions.

Biometric registration and authentication involves:

  1. For the initial registration the person must produce 100 points of identification as outlined earlier in this SOP
  2. A security officer or a security administration staff member will take a photo of the person
  3. A security officer or a security administration staff member will instruct the person to place their finger on the biometric scanner which will capture the details of the finger being scanned. Note the system has the functionality to scan either a single finger or can scan a sequence of fingers presented.
  4. The information of the person presenting, including the photo and finger print scan will be entered into the biometric database to identify the person.

Note: The biometric scanner does not capture/retain an image of a person’s fingerprint(s).The scanner converts the image of the finger print(s) into a mathematical algorithm. On each subsequent presentation at a biometric scanner, the technology is looking to authenticate the algorithm not a finger print scan.

At this point in time (2016) biometric security is only deployed at the Dhulwa Mental Health Unit (DMHU). The finger-print scanning is used to authenticate the identity of persons entering the facility, authorising access into restricted areas of the facility and manages authorised access into the electronic key cabinets. It is a condition of employment and entry into the DMHU that all staff, contractors, students, volunteers and visitors must be biometrically registered and subject themselves to biometric authentication each time they enter the facility.

In the event of a failure with the biometric system data base, security staff may utilise ID verification by way of sighting the employee’s ACT Health ID card and entering details in a record log. Access to certain areas and the electronic key cabinets will be managed by security officers who have over-ride access. Any keys, fobs and communication devices issued to staff will be recorded in a security log.

Staff and visitor biometric registrations and verifications for the DMHU will be undertaken by security officers at the DMHU facility. The administration of the biometric database will be managed by ACT Health security managers and or security administration officers.

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1.6 Bar coding

ACT Health may also use a bar code system to authenticate the identity of persons or to control access to specific equipment. When staff, students, contractors or volunteers are issued with an identification card, the card has a unique bar code identifier printed on the face of the card. This bar code identifies the person and their granted access. Presenting the ID card to the bar code reader will authenticate the identity of the person presenting and recognise any access permissions associated with the person, where ACT Health has implemented this technology. Eg: Positive Patient ID for administration of prescribed medication.

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Roles and Responsibilities

Managers/supervisors/coordinators must:

  • Submit requests through the Identify and Access Management (IAM) System for Photo Identification Cards and/or Access Cards for:

New staff

Replacements of lost cards

Staff moving into a new role if a change of colour codes is required

  • Ensure that all ACT Health issued cards are returned to them before the person leaves in their final day of employment with ACT Health.

ACT Health Staff must:

  • Wear a clearly visible, colour-coded Photo Identification Card at all times
  • Adhere to security procedures and policy at all times
  • Contact their manager to replace or update their Photo Identification Card if it does not clearly identifying the staff member or position changes
  • Be aware of the meaning of the colour-codes used on Photo Identification Cards
  • Return their Photo Identification Card and/or security access card to their manager/supervisor as part of the ACT Health Exit Clearance process on cessation of employment
  • Always use the ACT Health issued 3 point lanyard or retractable ID badge reel.
  • Return any temporary issued access cards back to the Security Administration Office within 24 hours or the next business day.

Implementation

This procedure will be conveyed to all new employees and contractors at the time of their engagement with ACT Health by their supervisor/manager and will form part of the employee’s induction and orientation immediately upon commencing with ACT Health.

Evaluation

Outcome Measures

  • All ACT Health buildings are secure and have appropriate access control systems installed and managed where appropriate.
  • All staff, official visitors, medical officers, students and contractors must clearly display their ID card and be identifiable to staff, patients, visitors and contractors within ACT Health properties.

Method

This procedure is reviewed within the designated timeframe by the Agency Security Advisor.

Related Policies, Procedures, Guidelines, Frameworks, Standards and Legislation

  • ACT Health Protective Security Policy (Physical Security)
  • Volunteer Policy
  • ACT Government Protective Security Policy Framework 2014
  • Privacy Act 1998 (Cwlth)
  • Workplace Privacy Act 2011
  • Work Health and Safety Act 2011
  • Public Sector Management Act 1994
  • Mental Health (Secure Facilities) Act 2016

Definition of Terms

  • Proximity access card – A card that provides access into restricted areas using an electronic swipe card.
  • Staff/visitor ID - A security card with a photograph of the person and a colour-coded band identifying their designation and business unit of the person.
  • Fob- a round plastic device which functions as a access card. It may be attached to a retractable zinger or worn as a wrist band.

Search Terms

  • Staff ID Cards
  • Electronic Access Cards
  • Biometric Scanning

Attachments

See further IAM Link “Evidence of identity (or 100 points of ID check)

Disclaimer: This document has been developed by ACT Health, Business Support Services-Client Services, Security & Emergency Branch specifically for its own use. Use of this document and any reliance on the information contained therein by any third party is at his or her own risk and Health Directorate assumes no responsibility whatsoever.

Date Amended / Section Amended / Approved By
Doc Number / Issued / Review Date / Area Responsible / Page
DGD17-008 / March 2017 / March 2020 / BSS-CSSE / 1 of 8
Do not refer to a paper based copy of this policy document. The most current version can be found on the ACT Health Policy Register