When it comes to keeping the public safe from food-borne illnesses and contamination, there are two major entities involved in this segment of the public health space. The first entity is those that research and draft up the health code itself to be use as a regulation. The second group consists of those that enforce the health code. Health inspectors fall into the second group. Their work is just as important as the workers that write the rules based on continuously evolving science. Health inspectors have a full set of responsibilities, traveling to various establishments and conducting thorough inspections. This template helps you identify which establishments have passed or failed, highlights all previous violations, and allows the public health team to better prepare for their visit to an establishment based on their previous reports. Take a closer look at this template features, organized by table:

Reports

Inspection reports are the standard way of tracking each whether each establishment is in compliance with local food and sanitation regulations. Reports enable inspectors to more easily identify when inspections occurred, the findings of the inspection, and further action required. Having a place to store all of these reports and easily filter through them makes the health inspection process significantly easier.

Fields

• Report ID. The unique report Id associated with the report.
• Date and time. The date and time when the inspection occurred.
• Establishment inspected. The establishment that was inspected in the report, pulled from the Establishments table.
• Manager(s) on duty. The specific manager that was the supervisor during the time of inspection. This field is linked to the Managers table.
• Completed by. The specific inspector from the Inspectors table that went out to inspect the establishment.
• Copy of report. A field to upload the full report file.
• Violations identified. The various violations that were identified during the time of the inspection. The violations are linked from the Violations table.
• Total violations. This field calculates the overall number of violations reported.
• Primary priority violations. This field looks at the Violations table to identify how many of the reported violations were primary priority violations, as top priority violations carry the most weight and require immediate follow ups.
• Secondary violations. This field looks at the Violations table to identify how many of the reported violations were secondary priority violations. In many regions, two secondary violations or more require an immediate follow up even if there are no top priority violations.
• Tertiary violations. This field looks at the Violations table to identify how many of the reported violations were tertiary priority violations. Tertiary violations are important, but they don’t require immediate action.
• Requires follow-up. This boolean field allows the inspector to indicate whether the establishment has had the minimum number of each category of violations to warrant an immediate follow-up.
• In compliance. This field is indicative that even if there were minor violations, the establishment overall in compliance with local regulations, and does not need to be revisited prior to the next routine visit.
• Notes. Any additional notes regarding the report or visit should be documented here.

Views

• All reports. Displays all reports sorted in ascending order.
• Require follow-up. Displays reports that require a follow-up sooner than the routine inspection sorted in ascending order.
• In compliance. Displays reports that are in compliance with local regulations and do not require a follow up visit sorted in ascending order.
• New report. Displays a form that can be used to submit a new report.

Establishments

Within a given region, regardless whether it’s a county, a city, district, or state, there are regulations for food establishments. Food establishments must continuously be in compliance with the regulations to promote the health of the public as it relates to dining. This table houses all establishments that must be inspected, where to find them, and previous findings. It helps the inspectors know what the establishment looks like, previous experiences, and what to look for.

Fields

• Name. The name of the establishment.
• Type. The type of establishment. Is it a cafe, a restaurant, or a bar?
• Photo. A picture of the establishment.
• Address. The address where the establishment is located.
• Phone number. The phone number associated with the establishment.
• Email. The general email used to contact the management of the establishment.
• Managers. This field links to the Managers to identify which managers work for the establishment.
• Risk level. The risk level designated by the local authorities based on previous inspections. The risk level determines how often the establishment needs to be inspected. If the establishment is found in compliance, then their risk level goes down.
• Inspected on.. This field looks to the Reports table to indicate which date the establishment was inspected on.
• Related reports. This field looks to the Reports table as well to identify reports associated with the establishment.
• Violations reported. The Reports table is used yet again to identify the previous violations this establishment has been reported for. If the same violations are cited across various inspections, the establishments are fined.
• Previous pass/fail. A field that displays the results of prior inspections at this establishment.

Views

• All establishments. Displays all establishments sorted in alphabetical order.
• Top risk level. Top risk level. Displays establishments that are at the highest risk level and require more frequent inspections sorted in alphabetical order.
• Restaurant gallery. Displays a gallery view of all establishments that are classified as restaurants.
• Cafe gallery. Displays a gallery view of all establishments that are classified as cafes.
• Bar gallery. Displays a gallery view of all establishments that are classified as bars.
• By type. Displays all establishments stacked by their type in the form of a kanban view.
• New establishment. Displays a form that can be shared and filled out to add a new establishment to the list.

Managers

Managers at food establishments typically must hold a specific sanitation manager certification, although this can vary depending on the region. While conducting an inspection, if an inspector is able to interact with the same manager across visits, it makes it easier to communicate the areas where the establishment is lacking as well as the areas where there has been improvement. Keeping a rapport with managers of establishments can encourage communication and provide the managers with more guidance when implementing changes to address violations.

Fields

• Name. The name of the manager.
• Email. The business email the manager uses throughout the establishment.
• Personal phone number. The personal phone number of the manager.
• Establishment phone number. This field is filled in by the Establishments table.
• Present during. The specific report the manager was working at the establishment as the supervisor. This field links to the Reports table.
• Manager for. This field links to the Establishments table to identify which establishment the manager works for.
• Notes Any additional notes pertaining to the manager should be entered here.

Views

• All managers. Displays all managers sorted in alphabetical order.
• New manager. Displays a shareable form that can be used to add a new manager.

Inspectors

Inspectors are thoroughly trained and educated on all protocol and procedures that take place when an inspection occurs. This table serves as a roster for all inspectors, their contact info, and their reports.

Fields

• Name. The name of the inspector.
• Photo. A picture of the inspector likely used for public record.
• Phone number. The phone number the inspector can be reached at.
• Address. The address of the inspector.
• Email. The business email assigned to the inspector.
• Reports filed. This field links to the Reports table to identify which reports the inspector completed.
• Number of reports filed. This field calculates that number of total reports the inspector completed. This could lead to be indicative of experience, if you choose to measure by this metric.

Views

• All inspectors. Displays all inspectors sorted in alphabetical order.
• Most experienced. Displays inspectors that have the most report filled out and are thus the most experienced sorted in alphabetical order.
• Inspectors gallery. Displays all inspectors in the form of a gallery view sorted in alphabetical order.
• New inspector. Displays a form that can be used to add a new inspector to the roster.

Violations

Violations refer to a set of rules and regulations that are aimed at identifying potential health hazards present due to the procedures a food establishment has implemented. Each rule serves a specific purpose in protecting the public’s health, and each violation can result in fees or citations if not corrected. Rules are constantly evolving, and this table allows you to add and delete new hazards with ease.

Fields

• Title. The title of the violation.
• Type of violation. The priority type of the violation
• Category. The overarching category the violation falls within.
• Establishments reported. This field looks to the Reports table to display the specific establishment that has received this violation.
• Identified on. This field also pulls in data from the Reports table to display reports where this violation was cited.
• Violation frequency. This field calculates the number of times this violation has been cited.

Views

• All violations. Displays all violations sorted in alphabetical order.
• Most frequent. Displays the violations that are most frequently cited sorted by most frequent to least frequent.
• By type. Displays all violations stacked by their severity level in the form of a kanban view.
• By category. Displays all violations stacked by their category in the form of a kanban view.
• New violation. Displays a form that can be used to add a new violation to the list.