The NHVR has extended the temporary changes to the NHVAS medical requirements and face-to-face audit requirements, in response to the ongoing coronavirus pandemic and social distancing requirements.
The following arrangements are now effective until 29 April 2022. The situation will be monitored for further extensions of these temporary changes if needed.
These changes are:
- auditors can undertake all document and records validation and audits remotely, requesting electronic copies be emailed to them or by another suitable method and conducting conversations over the phone or in another form where applicable
- heavy vehicle drivers operating under Advanced Fatigue Management (AFM) or Basic Fatigue Management (BFM) accreditations may continue to drive with an expired driver medical
- the maximum time a driver may use an expired medical is six (6) months
Remote Auditing
The NHVR recognises the impacts that the coronavirus pandemic is having on the ability for auditors to conduct audits in person.
To enable NHVAS processes to continue, a temporary change has been made to the Business Rules and Standards that allows remote ‘off-site’ auditing.
Auditors can:
- request that documents and records are sent to them electronically
- conduct interviews with operator representatives via telephone or other means.
The change has been approved on the basis that suitable controls are used to ensure that the auditor’s conclusion can be substantiated with reliable and credible evidence.
Auditors must still:
- Ensure policies, procedures and records are made available for analysis
- Ensure parties are available for interview where necessary
- Complete the NHVAS audit matrix
Additional Requirements
To provide a level of confidentiality when recording the address for when a remote audit may be conducted at your home address it is acceptable to record phases on the audit summary report such as; Auditor’s Home Address, Auditor’s Office Address or similar in place of recording the actual address if desired.
For the NHVR portal records to be updated with the correct address for a remote audit, the address where the remote audit was conducted becomes one of the operating address for the operator. Again, staying with the confidentiality theme these same phases will be used in the portal records in place of an actual address if recorded as such on the audit summary report.
In conjunction with the ability to conduct audits remotely a requirement is for auditors to supply a copy of the audit matrix completed at the time of conducting any audit.
At the time the audit report is given to the NHVAS participant audited, a copy of the Audit matrix is to be emailed to NHVASaudits@nhvr.gov.au
Important: Only the approved NHVAS Audit Summary report and matrices are permitted to be used.
Expired BFM and AFM Driver Medicals
In recognition of the limited amount of medical practitioners currently available, the amended NHVAS Business Rules and Standards allow a driver to continue to drive, even if their medical has expired. The maximum time a driver may use an expired medical is six (6) months.
It continues to remain the responsibility of all NHVAS accredited operators to ensure drivers under AFM or BFM are fit for duty, including the need to undertake related risk assessments and have in place suitable risk controls.
Accredited operators must also ensure their Register of Drivers is kept up to date, noting any expired medicals to be obtained as soon as reasonably practicable within six (6) months of the expiry date of the medical.
General
If you have been engaged by an operator to conduct an audit and you believe there may be challenges with conducting or concluding an audit due to current conditions, please ensure that you contact the NHVR before the operator’s accreditation expires.
Please get in contact with the NHVAS Team on 13 64 87 as soon as possible if you have any questions or concerns about these changes.