Build my File, one section at a time.
Getting the File builder ready.
The File builder cannot reach Care Net right now
Nothing you have uploaded is lost. If this carries on, a sales executive can help.
Sign in to build your File
Enter your work email and we will send you a one time sign in link. There is no password to remember. Already registered with Care Net? Use the same work email and the builder finds your company account.
New to Care Net? Register my company
Want to look around first? See a demonstration.
Register your company
You are signed in as your email, but this email is not linked to a company account with Care Net yet. Register your company here, once, and the builder takes you straight on to your consent and your File.
Your consent before any document is stored
Your File documents may hold personal information about your employees, and some may hold health information, which POPIA treats as special personal information. Please read each statement and tick it only if you agree. Nothing uploads until all three are given.
Set up your File
Tell us your industry, your sites and the work you do. The File is generated from the Care Net element library: every element that applies, each marked outstanding until you evidence it. Generating the File stores no documents.
Your File
Items evidenced, as a share of the items that apply. Not applicable items leave the count. This is a working figure, not a sign off.
My Clinic Online is not connected to the File builder yet. Until it is, your documents are held securely in Care Net's staging environment, and they transfer to My Clinic Online the day the connection goes live.
Your consents and how to withdraw them
Wording version HSF-CONSENT-1.0. Withdrawing a consent stops new uploads straight away. Withdrawing storage or transfer also blocks the transfer of documents not yet transferred, and nothing is deleted automatically. You can delete documents still held by Care Net yourself, from the Uploads view, with a one time PIN; blocked documents otherwise leave Care Net staging at the latest two years after upload. For anything else, ask a sales executive on WhatsApp at 27 60 070 2723.
Drop files onto a section, or onto one element inside it. Choose the department each document belongs to first. Accepted: PDF, Word, Excel, CSV, JPEG and PNG, up to 25 MB each.
File references show only once an instrument has been re verified for its health and safety provisions; until then it is listed under awaiting verification.
Each document shows its SHA 256 fingerprint, worked out in your browser before it leaves your device, and where it is on its way to My Clinic Online.
No documents yet. Drop your first document onto a section to start.
Held securely, then kept with My Clinic Online.
Every document follows the same five steps. You can see each one against every file in the Uploads view of your File. My Clinic Online is not connected yet, so for now documents go no further than step 3 and stay held securely in Care Net’s staging environment. Steps 4 and 5 follow once the connection goes live.
- UploadingYour browser works out the document's SHA 256 fingerprint, then sends it straight to Care Net's private staging storage.
- UploadedThe document is in staging, checked against the size you sent, and linked to its section, department and element.
- Held for My Clinic OnlineThe document waits, encrypted and reachable only by Care Net's servers, until My Clinic Online takes it.
- Transferred to My Clinic OnlineMy Clinic Online confirms it received a file with the same fingerprint, and keeps it in its secure environment for special personal information.
- Removed from Care Net stagingOnly then is the staging copy deleted. The name, size and fingerprint stay with your File as its audit trail.
A document of the wrong type or over 25 MB is turned away in your browser before anything is sent, with a plain message saying why.
Fifteen sections, nine departments.
Each section has its own drop zone. Choose the department a document belongs to, so the right people in your company can find it: executive and legal, human resources, health and safety, operations, engineering and maintenance, procurement and contractors, occupational health and medical, training and development, and facilities and security.
Nothing is cited until it has been checked three times.
These are the elements every File carries. An instrument is named only once the Care Net Cognitive Kernel has verified it against its primary text, corroborated it independently and confirmed it is in force. Everything else shows as awaiting verification, and the duty is described in plain words.
File references show only once an instrument has been re verified for its health and safety provisions; until then it is listed under awaiting verification.
Loading the element library.
Your documents, handled as special personal information.
What we ask and why
Three separate consents, each in full, before a single document is stored: storage in Care Net's secure staging environment for the single purpose of building your File, transfer to My Clinic Online with the staging copy deleted afterwards, and your confirmation that you may share the documents for your employer.
Documents go to private, encrypted storage that only Care Net's servers can reach. They are never placed where the public can see them, and the File keeps each document's fingerprint so any change can be detected.
What the File does, and what it does not
The File assembles, evidences, flags and reports. It does not decide that a workplace is safe, certify that a person is competent or determine anyone's fitness for work. Care Net screens fitness for work and does not diagnose; a certificate of fitness says fit, fit with a restriction or not fit, and no clinical detail reaches the File.
A registered health and safety practitioner signs the safety content, your section 16(2) appointee accepts the File and your chief executive acknowledges it. A Medical Surveillance Plan, a separate Care Net product signed by the Occupational Medical Practitioner, is filed in Section E as evidence; it is not a sign off of the File. Read the privacy policy.
Questions before you start?
A sales executive can walk you through the File and its sign off. Everything you build here also appears in your portal.
Already a client? Sign in to your portal, or read about the Health and Safety File and its sign off.
