Preparing Your Workforce for Audiometric Testing: A Manager’s Complete Checklist

The success of your audiometric testing program depends not just on the testing provider’s competence but on how well prepared your workforce is when they arrive at the test. Poorly prepared workers can undermine test validity, reduce participation rates, and damage morale if concerns aren’t addressed. This guide provides a complete manager’s checklist for preparing workers for testing.

Why Preparation Matters

Inadequate worker preparation leads to:

• Invalid tests (workers expose themselves to noise in the 14 hours before testing, invalidating results)
• Poor response reliability (workers don’t understand the task, leading to unreliable thresholds)
• Anxiety and reduced participation (workers afraid of the test, worried about outcomes)
• Compliance issues (workers calling in sick or avoiding testing)
• Suspicion or dissatisfaction (workers unclear why they’re being tested, fearing consequences)

Conversely, well-prepared workers participate willingly, follow pre-test instructions, respond reliably during testing, and feel informed and supported.

Manager’s Checklist: 4 Weeks Before Testing

Book Testing and Confirm Provider

• Contact 2–3 testing providers and obtain quotes
• Confirm equipment compliance (Type 1 audiometer, current calibration, AS/NZS 1269.4)
• Confirm testing dates and logistics (how many days, start/end times)
• Confirm cost per person and total cost
• Book in writing with confirmation email

Identify All Noise-Exposed Workers

• Review your noise risk assessment to determine who must be tested
• Create a master list of workers to be tested (name, employee ID, contact details)
• Flag any workers with special considerations (hearing aids, ear canal abnormalities, anxiety about testing)
• Confirm current employment status (don’t schedule testing for departing workers or those on long leave)

Communicate with Department Managers

• Notify relevant department managers that testing will occur
• Advise them of testing dates and duration per worker (~15–20 minutes per person)
• Request their support in releasing workers for testing
• Arrange time-release coordination so testing doesn’t disrupt operations

Manager’s Checklist: 2 Weeks Before Testing

Send Worker Notification

Send a clear, informative notification to all workers being tested:

• Date(s) of testing
• What the test is (brief explanation)
• Why it’s required (WHS regulation compliance; occupational health monitoring)
• What to expect (duration, location, what happens during test)
• The 14-hour quiet period requirement (with clear explanation)
• Contact person for questions (usually HR or WHS manager)

Confirm Testing Schedule

• Confirm specific times for each worker or cohort with the testing provider
• Double-check availability (workers confirmed to be present on testing dates)
• Arrange for a testing location on-site (if applicable) and confirm its readiness

Collect Medical History Forms (if required)

• Some providers request pre-testing medical questionnaires
• Distribute, collect, and provide to the provider before testing
• Ensure workers understand these are confidential health forms

Brief Team Leaders

• Hold a short meeting with supervisors and team leaders who manage tested workers
• Explain the testing purpose, dates, and logistics
• Empower them to answer basic worker questions
• Emphasise that testing is routine, non-punitive, and required by WHS law

Manager’s Checklist: 1 Week Before Testing

Send Reminder to Workers

A week before testing, send a reminder email/notice including:

• Specific testing dates and times for each worker (or cohort schedules)
• Location and how to access testing area
• What to bring (ID, any relevant medical history)
• Reiteration of the 14-hour quiet period (avoid noise after [specific time] the day before)
• Contact details for questions

Collect Medical History Forms

• Reminder to workers to submit forms if requested
• Ensure collection and handover to provider

Coordinate with Testing Provider

• Confirm final worker list with the provider
• Confirm logistics: location setup, parking, access for mobile booth (if applicable)
• Confirm start time and expected duration
• Arrange point of contact on the day of testing

Manager’s Checklist: 1 Day Before Testing

Final Reminders to Workers

• Send a final reminder: “Testing is tomorrow at [time]. Please remember the 14-hour quiet period starting [time] today.”
• Brief description of what happens during testing (reduces anxiety)
• Reassurance that testing is quick, painless, and routine

Brief Testing Location Staff

• Ensure the testing space is ready (clean, quiet, appropriate furniture)
• Designate a reception point for the testing provider and workers
• Arrange for facilities (parking, bathroom access if needed)
• Identify an on-site contact person for the provider if issues arise

Confirm With Testing Provider

• Final call to provider to confirm start time and any last-minute details
• Exchange mobile contact numbers in case of urgency

Morning of Testing: Worker Check-In Procedure

Reception and Check-In

• Check workers in (confirm attendance, identity)
• Hand workers off to the testing provider
• Provide the provider with any medical history forms or special notes
• Ensure workers know where testing will occur and how long it will take

Who Goes First? Timing and Coordination

• Coordinate with the provider on the order of testing
• Ensure smooth transitions between workers (don’t keep testing delayed or bunched)
• If testing spans multiple days/shifts, confirm shifts and logistics with department managers

What to Tell Workers to Expect

Use this language when preparing workers verbally (in team meetings, training, one-on-one):

The Process (5 minutes)

“You’ll be tested in a small, quiet booth. A trained audiometrist will place headphones on your ears. You’ll hear tones at different pitches and volumes. When you hear any sound, raise your hand or press a button. The test takes about 10–15 minutes, including setup. It doesn’t hurt.”

The Purpose (2 minutes)

“Workplace hearing conservation is required by WHS law. This test establishes your baseline hearing and checks for any changes. We’re monitoring your hearing health because you work in a noisy environment.”

Results (2 minutes)

“Your results will be ‘Normal’ (no action needed) or ‘Refer’ (you’ll see a specialist for further evaluation). ‘Refer’ doesn’t mean you’ve failed or that something’s definitely wrong—it just means we want a specialist’s opinion. Results are confidential.”

Addressing Common Fears (2 minutes)

“You can’t fail this test. There are no right or wrong answers—we’re just measuring your hearing. Having tinnitus (ringing in the ears) doesn’t disqualify you. If you’re nervous, let the audiometrist know—they’re used to working with anxious people.”

Addressing Worker Concerns and Misconceptions

Anticipate and address these concerns proactively:

Concern: “Will this test show that my hearing is damaged?”

Response: “The test measures your current hearing. If you have hearing loss, yes, the test will show that. But we’re checking for changes over time, not judging you. Our goal is to protect your hearing going forward.”

Concern: “Does this mean I’m going to lose my job?”

Response: “Absolutely not. This is a routine health monitoring test. Results don’t affect job security. We’re required by law to monitor your hearing and ensure you’re protected.”

Concern: “What if the audiometer is faulty and I get a false result?”

Response: “The equipment is regularly calibrated and certified. If results ever seem unusual, we can request a retest. One test isn’t a diagnosis—it’s a baseline for comparison over time.”

Concern: “Why now? Why didn’t you do this years ago?”

Response: “We’re implementing this program now because it’s essential for your health protection. Starting today, we’ll test regularly. Our goal is to track your hearing and ensure controls are working.”

Post-Testing Actions

Collect Reports and Results

• Once testing is complete, collect all reports from the provider
• Store confidentially in your WHS files
• Ensure individual results are delivered to each worker

File Records Appropriately

• Confidential health records: locked storage, minimal access
• Summary reports (Normal vs Refer counts): shared with relevant managers on need-to-know basis
• Individual audiograms: held confidentially unless worker consents to sharing

Action Referrals

• Identify any workers with Refer results
• Arrange specialist referrals within 2–4 weeks
• Review noise controls based on test results

Sample Worker Communication Email

Feel free to adapt and use:

—

Subject: Workplace Audiometric Hearing Testing – [Testing Date]

Dear Team,

To comply with workplace health and safety regulations and protect your hearing, we’re conducting audiometric (hearing) testing on [DATE]. If you work in a noise-exposed role, you’ll be scheduled for testing on or around [DATE].

What is audiometric testing?
A simple hearing test where you listen to tones in a soundproof booth and indicate when you hear them. The test takes about 15 minutes and is painless.

Why are we doing this?
Hearing conservation is required by law. This test establishes your baseline hearing and monitors whether workplace noise is affecting you.

Important: The 14-Hour Quiet Period
To ensure accurate results, please avoid noise exposure for 14 hours before your scheduled test. This includes:

• Avoiding work in noisy areas
• Not listening to loud music or using headphones at high volume
• Avoiding power tools, lawn mowing, or other loud recreational activities
• If testing is scheduled for a morning, please keep the evening before quiet

Your Scheduled Test Time: [SPECIFIC TIME FOR EACH WORKER OR COHORT]

Questions? Contact [WHS Manager Name] at [email/phone].

We appreciate your participation in this important health program.

—

Frequently Asked Questions

Q1: What if a worker calls in sick on testing day?

Reschedule them for the next available testing date. Don’t force testing while ill.

Q2: What if a worker refuses to be tested?

Document the refusal. WHS regulations require testing for noise-exposed workers. Continued refusal is a compliance issue requiring escalation.

Q3: Can we test workers on multiple shifts?

Yes. Coordinate with the testing provider to schedule night-shift or afternoon-shift workers when they’re available.

Q4: Should we make testing mandatory or voluntary?

For workers in noise-exposed roles, testing is mandatory under WHS Regulation 58. For others, you can make it voluntary (wellness program).

Q5: How do we handle workers on leave?

Test them when they return from leave (if within testing cycle). Don’t test during leave or delay the program unnecessarily.

Q6: Can we test remotely or virtually?

No. Testing requires in-person assessment with proper equipment and sound-attenuating booth. Remote testing is not valid.

Q7: What if a worker has hearing aids—can they be tested?

Yes. They’ll be tested both with and without hearing aids so the audiogram shows their unaided and aided thresholds.

Q8: How do we handle workers who are anxious about testing?

Brief them thoroughly, let the provider know of their anxiety, and allow them extra time. Reassurance helps significantly.