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Clinics and health careCompliance for Ontario dental and medical clinics
Clinics carry the workplace rules every employer has, plus a few of their own. Here are the employer rules that apply in a dental, medical or cosmetic clinic, and how Prodigy Suite keeps the records.
How Prodigy Suite handles it
Workplace violence program
A policy and program drafted for your clinic, with reporting steps, and a built-in course with certificates.
Needle safety training
Upload your needle safety training as your own course, assign it to clinical staff, and keep the records.
Safety data sheets
A register of safety data sheets for disinfectants and chemicals, open from any phone.
WHMIS
A built-in WHMIS course, set to renew every 12 months.
Incidents
Needlestick injuries and other incidents logged with Ontario’s reporting steps and deadlines.
Training matrix
Every staff member against the courses their role needs, with expiry dates.
- Needles: wherever a worker uses a hollow-bore needle on a person, for a therapeutic, preventive, palliative, diagnostic or cosmetic purpose, the employer provides an appropriate safety-engineered needle and trains workers on when not to use one (O. Reg. 474/07).
- X-ray: X-ray machines used on patients are registered through the Ministry of Health.
- Chemicals: WHMIS training and safety data sheets for disinfectants and other hazardous products.
- Violence: every clinic needs a workplace violence policy and program, based on an assessment of the risks.
Needle safety
O. Reg. 474/07 applies in any workplace where a worker uses a hollow-bore needle on a person for a therapeutic, preventive, palliative, diagnostic or cosmetic purpose, so it covers dental offices, medical clinics and med spas alike.
- The employer provides a safety-engineered needle that’s appropriate for the work, unless one can’t be obtained despite reasonable efforts (s. 3).
- Workers use it, unless they reasonably believe that in the circumstances it would pose a greater risk of harm (s. 4(1)–(2)).
- The employer develops and provides training to help workers make that call (s. 4(4)).
What Prodigy Suite doesn’t cover
Prodigy Suite covers your obligations as an employer: health and safety, employment standards and accessibility. It doesn’t cover infection prevention and control standards, patient privacy (PHIPA) or your regulatory college’s requirements. Use your college’s guidance for those.
What every Ontario clinic needs as an employer
Workplace violence policy and program
Every employer needs a workplace violence policy and program. Once more than 5 workers regularly work at a workplace, the policy must be in writing and posted there.
What it must include
- A policy statement on workplace violence
- Measures and procedures to control the risks of violence identified in a risk assessment
- How to summon immediate assistance when violence occurs or is likely to occur
- How workers report incidents or threats of violence to the employer or supervisor
- How the employer will investigate and deal with incidents, complaints and threats of violence
OHSA, ss. 32.0.1–32.0.5 · Official source
Workplace harassment policy and program
Every employer needs a written workplace harassment program. Once more than 5 workers regularly work at a workplace, the policy must also be in writing and posted.
What it must include
- A policy statement on workplace harassment, including workplace sexual harassment
- Coverage of harassment that happens virtually or through technology (email, chat, social media), part of the definition since October 28, 2024
- How workers report incidents to the employer or supervisor, naming who to report to
- Someone else to report to if the employer or supervisor is the alleged harasser
- How incidents and complaints will be investigated and dealt with
- How information will be kept confidential, except where disclosure is needed to investigate, take corrective action or is required by law
- How the worker who complained and the alleged harasser will be told the results of the investigation and any corrective action
OHSA, s. 1(1) "workplace harassment"; ss. 32.0.1, 32.0.6, 32.0.7 · Official source
WHMIS training and safety data sheets (if workers handle hazardous products)
Any workplace where workers use, handle or are exposed to hazardous products (chemicals, cleaners, fuels and similar).
OHSA, ss. 37–42; R.R.O. 1990, Reg. 860 · Official source
Occupational health and safety policy
Required in writing, and posted, where more than 5 workers regularly work. Recommended below that.
What it must include
- A written statement of the employer's occupational health and safety policy
- A commitment to a program that puts the policy into practice
- A note that the policy is reviewed at least once a year
OHSA, R.S.O. 1990, c. O.1, s. 25(2)(j) and (4) · Official source
Basic health and safety awareness training
Every worker and supervisor, as soon as practicable after they start.
O. Reg. 297/13, ss. 1–2 · Official source
Accessible customer service policy
Every business with at least one employee in Ontario.
What it must include
- A policy on providing goods and services to people with disabilities
- The use of assistive devices, service animals and support persons
- Notice to the public of temporary disruptions to facilities or services people with disabilities rely on
- How people can give feedback about accessibility and how the business will respond
- Training staff on accessible customer service
O. Reg. 191/11 (Integrated Accessibility Standards), Part IV.2 · Official source
First aid: a kit, a trained first aider and the Form 82 poster
Every employer covered by the WSIB: a first aid box, a certified first aider on every shift (Basic up to 5 workers on a shift, Intermediate above that), the Form 82 poster and a record of first aid given. From 200 on one shift, a first aid room.
R.R.O. 1990, Reg. 1101, ss. 1–3, 5, 6 and 8–11 · Official source
From the same rules the free audit checks, last reviewed October 13, 2026. See every requirement by size.
Common questions
Does Ontario’s needle safety regulation apply to dental offices?
Yes, where workers use hollow-bore needles on patients. O. Reg. 474/07 applies in any workplace where a worker uses a hollow-bore needle on a person for a therapeutic, preventive, palliative, diagnostic or cosmetic purpose.
Does a cosmetic clinic have to use safety-engineered needles?
The regulation covers needles used on a person for a cosmetic purpose, so yes, unless an appropriate safety-engineered needle can’t be obtained despite reasonable efforts.
Who registers X-ray machines used on patients in Ontario?
X-ray sources used on people for diagnosis or treatment are registered through the Ministry of Health. The Ministry of Labour’s X-ray program covers sources that aren’t used on people.
Sources
- e-Laws: O. Reg. 474/07, Needle Safety
- Ontario: Registering X-ray sources in the workplace (updated November 6, 2025)
- Ontario: WHMIS
- Ontario: Understand the law on workplace violence and harassment
This page summarizes Ontario’s rules as of October 25, 2026 for general information. It isn’t legal advice, and Prodigy Suite isn’t a law firm. Each rule links to the official source; for a specific situation, speak to an Ontario employment lawyer.
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