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Staff health register

A staff health register lists every food handler with their health certificate or health instruction, the date of the last check and when it expires. Food businesses with staff keep it, from food trucks to small restaurants. You update it when someone starts work, when a check is done and before a document expires.

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What the law requires

Regulation (EC) No 852/2004, Annex II, Chapter VIII says that nobody who has or carries a disease that can be passed on through food, or who has infected wounds, skin infections, sores or diarrhoea, may handle food if there is a risk of contamination. The same chapter requires staff with such an illness or symptoms to report them to the business at once. In the UK, the Food Standards Agency pack Safer food, better business covers the same topic as fitness for work. Whether a health certificate is needed, and how often it is renewed, comes from your own HACCP plan, the national guide and the rules in your country.

Nobody who has or carries a disease that can be passed on through food may handle food (Regulation (EC) No 852/2004, Annex II, Chapter VIII). Record the health check or instruction that the rules in your country require.

How to fill it in, in 5 steps

  1. 1Write the business name at the top of the sheet and list every person who handles food, with their role and start date.
  2. 2Check the health certificate or health instruction before a new employee starts work, and check the list again before each document expires.
  3. 3Write the type of document, its number if it has one, the date of the last check and the expiry date in the row.
  4. 4If a document has expired or someone reports diarrhoea, vomiting or an infected wound, keep them away from food and record it in the corrective action log.
  5. 5Sign each entry, store copies of the documents securely because they contain health data, and keep the register in the HACCP folder.

Easier in EZLineGo: you keep your staff's health records, and the app reminds you before one expires.

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Questions

Do food handlers need a health certificate?

It depends on the country. Some EU countries require a medical certificate or a health instruction before work starts, while others, including the UK, rely on staff reporting illness. Check the rules in your country.

When should a food handler stay off work?

A food handler with diarrhoea, vomiting, an infected wound or a skin infection must not handle food and must tell the manager. Many guides advise staying away until 48 hours after the symptoms stop.

How do I keep track of expiring health certificates?

Write the expiry date of each document in the register and check the list at the start of each month. You can keep the same register in the EZLineGo app on your phone and show it as a PDF at an inspection. The app also reminds you before a document expires.

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Excel PDF

Guides on this topic

EZLineGo for food businesses

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How long do you keep the logs?

As long as your HACCP plan and the rules in your country require. Regulation (EC) No 852/2004, Article 5, requires documents and records that fit the nature and size of the business.

The templates help you keep records. They do not replace your own HACCP plan.

On your phone instead of paper

In EZLineGo, cleaning, temperatures, deliveries, health records and training are in one place, and at an inspection you show them as a PDF.

Try it free for 30 days