Short answer: every member is screened before they train (the industry's Adult Pre-Exercise Screening System or your insurer's equivalent), re-screened when their health changes, and the form is kept with the membership record for as long as your insurer and privacy obligations require. A drawer of paper forms is not a system.
What to hold
Screening form, date, outcome (cleared, GP clearance required, restrictions), the GP clearance if needed, waiver and consent with the version signed, emergency contact, and the re-screen trigger. Privacy: health information is sensitive under the Privacy Act; store it accordingly and don't email it around.
The workflow
Screening as part of the join form, stored against the member; a re-screen prompt on renewal; the register carries the form version and review date.
Full Fitness and wellness guide · What we build for fitness and wellness · Get a price
Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.