COVID-19 Preparedness Plan for ExercisAbilities, Inc 8/26/2020
COVID-19 Preparedness Plan for ExercisAbilities, Inc
ExercisAbilities is committed to providing a safe and healthy workplace for all our workers. To ensure that, we have developed the following Preparedness Plan in response to the COVID-19 pandemic. Managers and workers are all responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces, and that requires full cooperation among workers and management. Only through this cooperative effort can we establish and maintain the safety and health of our workers and workplaces.
Management and workers are responsible for implementing and complying with all aspects of this Preparedness Plan. ExercisAbilities managers and supervisors have our full support in enforcing the provisions of this policy.
Our workers are our most important assets. We are serious about safety and health and keeping our workers working at ExercisAbilities. Worker involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our workers in this process by listening to their concerns and utilizing their feedback in the development of this plan. Our Preparedness Plan follows Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines and federal OSHA standards related to COVID-19 and addresses:
- hygiene and respiratory etiquette;
- engineering and administrative controls for social distancing;
- housekeeping – cleaning, disinfecting and decontamination;
- prompt identification and isolation of sick persons;
- communications and training that will be provided to managers and workers; and
- management and supervision necessary to ensure effective implementation of the plan.
Screening and policies for employees exhibiting signs and symptoms of COVID-19
Workers have been informed of and encouraged to self-monitor for signs and symptoms of COVID-19. The following policies and procedures are being implemented to assess workers’ health status prior to entering the workplace and for workers to report when they are sick or experiencing symptoms.
- Workers will check their temperature at home before leaving their home for work and again upon arrival at work.
- They will self-screen with the screening questions On the MDH screen form and below items before coming to work.
- If a worker feels unwell, has a temperature greater then 99.5, or has any other unusual symptoms, they will notify Melanie Brennan, CEO or the administrator on-call if she is unavailable and not come to work.
- If a worker begins to feel ill at work, they will check their temperature and immediately notify Melanie Brennan, CEO or the administrator on-call if she is unavailable that they are leaving for home.
- Any worker with any symptoms of COVID 19 will require a negative test prior to return to work unless a test is not approved by a primary care provider and they okay you to return to work.
- Any employee who tests positive for COVID 19 must receive a negative test prior to return to work.
- If a worker tests positive for COVID 19, they will be placed on 14-day Quarantine, must be symptom free
- If an employee is in close contact for greater than 15 minutes at a single time to another employee or client who tests positive within 3 days of symptoms beginning, then the staff will self-quarantine and contact their healthcare provider to see if they qualify for testing. They will follow above positive testing policy. If negative, they can return to work. If no test given, they should follow the advice of the healthcare provider regarding safe return to work or therapy visits.
- If the health care worker tests positive, all clients that they had close contact for greater than 15 minutes in the 3 days prior to symptoms staring will be contacted and confidentially notified of the potential exposure. They will then follow the self-quarantine and contact health care provider. They will not be allowed to return to the clinic unless test is negative, 14 days with no symptoms, or by advice from healthcare provider.
- For clients reporting household members that they live with that are awaiting results but the client themselves are asymptomatic, we will hold on future appointments until results are back from that family member and we will inform those employee who had close contact so they can decide if they would like to contact their healthcare provider. For clients reporting household members that are found to be positive, they should hold off on appointments until the 14 day self-quarantine period of their household member is complete but self-quarantining or testing of employees wouldn’t be needed if client and employee are asymptomatic and/or test negative.
- Melanie Brennan, CEO or the administrator on-call if she is unavailable will work with the Olmsted Public Health Department to follow all up to date requirements at the time of need.
ExercisAbilities has implemented leave policies that promote workers staying at home when they are sick, when household members are sick, or when required by a health care provider to isolate or quarantine themselves or a member of their household. ExercisAbilities will follow the CARES ACT COVID 19 leave policy. See the CARES Policy for details. All staff confirmed with COVID 19 or caring for a loved one with confirmed COVID 19 will receive pay consistent with the CARES ACT policy. Accommodations for workers with underlying medical conditions or who have household members with underlying health conditions have been implemented. The worker must notify the CEO of such underlying condition and considerations to allow work from home will be made. ExercisAbilities will implement COVID 19 CARES ACT payroll per ASSET HR policies.
ExercisAbilities has also implemented a policy for informing workers if they have been exposed to a person with COVID-19 at their workplace and requiring them to quarantine for the required amount of time. Workers will be contacted immediately if they have been exposed. They will request being tested for COVID 19 before returning to work and will be paid according to CARES ACT policy until it is confirmed that they have no indications of COVID 19 via a negative test.
In addition, a policy has been implemented to protect the privacy of workers’ health status and health information. When a potential case is being investigated and tests are occurring, Melanie Brennan, CEO or the administrator on-call if she is unavailable will work closely work with the employee on following these protocols will decide next steps, and will follow notification procedures for schedule adjustment as indicated with the strictest confidentiality without disclosure of reason. Any other employees who may have received information regarding this situation will also keep all information confidential and will not inform any other than Melanie Brennan, CEO or the administrator on-call if she is unavailable. If a worker is confirmed to have a positive COVID 19 test, Melanie Brennan, CEO or the administrator on-call if she is unavailable will inform all clients, visitors, and employees who have been in recent close contact of greater than 15 minutes and all patients that have had close contact of greater than 15 minutes in the previous 3 days prior to symptoms appearing according to schedule and interviews. The workers name will not be used during notification. The potential contact will be told that they may have been in contact with a worker who was tested Positive for COVID 19 on _____ day. They will be told to contact their health care provider for instructions on next steps.
A COVID -19 incident report will be completed by anyone receiving the initial report for any potential exposure whether reported from an employee, client, or visitor. This report will also be held in the strictest confidentiality and will be given directly to Melanie Brennan, CEO or the administrator on-call if she is unavailable. Melanie Brennan, CEO or the administrator on-call if she is unavailable will keep a file in a locked cabinet in Melanie’s Office and Melanie Brennan, CEO or the administrator on-call if she is unavailable will follow up on all reports as indicated for case closure.
If a DHS service recipient who has been services by our employee staff or in our building, we will communicate with their authorized emergency contact to discuss next steps with their care, communicate with authorized care staff, and assure that DHS and MDH were notified.
Questions for screening that workers should ask self each day and that each patient will be asked.
- Have you had symptoms of or confirmed COVID 19 in the past 14 days?
- Have you had a fever over 99.5 or cough in the last 14 days?
- Have you been in contact with anyone that was confirmed with COVID 19 in the last 14 days.
- Do you have any potential symptoms of COVID 19 currently?
If any other questions on any of the above, first call the individual health care provider. Or email COVIDSafetyOfficer@co.olmsted.mn.us for more specific scenario guidance.
Basic infection prevention measures are being implemented at our workplaces at all times. Workers are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of their shift, prior to any mealtimes, between working with each client, and after using the toilet. All visitors to the facility will be required to wash their hands or use hand sanitizer immediately upon entering the facility. Some workplaces may have hand-sanitizer dispensers (that use sanitizers of greater than 60% alcohol) that can be used for hand hygiene in place of soap and water, as long as hands are not visibly soiled. ExercisAbilities has and sanitizer dispensers located conveniently throughout the facility.
Respiratory etiquette: Cover your cough or sneeze
Workers and visitors are being instructed to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing and to avoid touching their face, in particular their mouth, nose and eyes, with their hands. They should dispose of tissues in the trash and wash or sanitize their hands immediately afterward. Respiratory etiquette will be demonstrated on posters and supported by making tissues and trash receptacles available to all workers and visitors.
Social distancing is being implemented in the workplace through the following engineering and administrative controls:
- Workers will work from home on days that they do not have clients scheduled in the clinic
- Workers will be scheduled in staggered shifts to minimize the number of staff and clients in the building to work in private rooms an/or treatment “pods” that are at a minimum of isolated 12X12 areas staff and will isolate office staff to safe zones that are at least 10 feet from any visitors or other staff or in private offices.
- Workers will stagger their seating so that they are at every other work-station when in the offices at least 6 feet apart and encouraged to work in their assigned treatment rooms or “pods” when able.
- Workers will all have their own laptop, phone, and treatment station. No sharing of devices or phones. If shared phones, they will be wiped after each use.
- Patient care areas have been set up throughout the facility so that any therapist and client pair will stay in their area at all times during session. Private treatment rooms will be used first so that doors are closed, minimizing contact with other therapist or patients.
- When therapists and patient move about the building, 6 feet of social distance will be maintained at all times. Due to the nature of health care and therapy, all clients will be aware and agree at first visit through signed consent that it will not be possible to observe social distance throughout the entire session and they will be given the option to agree or refuse with participation in treatment. They will sign a consent at initiation of therapy and answer safety questions each day they enter the building. Other options will be given to all clients as applicable to their insurance coverage including telehealth or home care as an alternative to in office visits.
- No patients will be allowed to wait in the lobby. The lobby will be closed off with chairs available in the individual treatment pods.
- All patients and any person entering the building will be required to wear masks if over the age of 2. Exception to this are: children under 2, people unable to wear a covering due to a medical, disability, or developmental issue, those eating or drinking, those participating outdoors in sports or exercise, those speaking to someone who is hard of hearing or difficulty communicating, and during medical treatment for speech and language. Paper masks are available if someone does not have one.
- Patients will be asked to wait out in car until treatment time and return to car upon completion.
- No visitors will be allowed in the facility. Patients only.
- All patients will be screened with health screening questions and temperature check prior to all visits.
Workers and visitors are prohibited from gathering in groups, and from using other workers’ personal protective equipment, phones, computer equipment, desks, cubicles, workstations, offices or other personal work tools and equipment.
Personal protective Equipment – staff
All staff were issued a washable mask to wear at all times. Exceptions is when eating, drinking, talking on the phone, if seated in a private room alone with a closable door, or when greater than 10 feet from any visitor, guest or client and behind a shield or barrier such as a door or wall in order to allow talking on the phone or headset. All clinical staff were issued eye protection of either glasses, goggles, or face shield based on personal preference. These should be work if risk of spraying fluids, allergy related coughing or sneezing by client. A face shield should be worn by therapists who need to have clients see their mouth for effective progress so that they can pull down there mask from time to time during a session to make lips visible when social distance is possible. Masks with plastic shields have also been offered if social distance is difficult and the client needs to be able to see lips for therapy communication. Gloves are available at all times and will be used for universal precautions. There is no need for any further PPE given the nature of physical and occupational therapy for worker protection. All staff will use universal precautions at all times.
Food preparation and meals
- We will prohibit food (including condiments) and beverage sharing between service recipients.
- We will not serve any food on the premises to clients or service recipients at ExercisAbilities.
The capacity of the building according to Minnesota Fire Marshall occupancy estimate procedure based on square footage and usage (mercantile sales and service – 60 sq/person (9800 square feet total)). Total estimated capacity is 163 people. According to the Governor’s order that all buildings should remain at 50% capacity, our goal for maximum capacity is 81 people. Social distance safety will be considered in monitoring this number and the safety of our clients. This number may be decreased at any time by administration if social distance safety cannot be maintained. Our building also has several private treatment rooms large enough to allow social distancing for 2 people to safely occupy. We will utilize outdoor practices whenever feasible.
Regular housekeeping practices are being implemented, including routine cleaning and disinfecting of work surfaces, equipment, tools and machinery, and areas in the work environment, including restrooms. Frequent cleaning and disinfecting will be conducted in high-touch areas, such as phones, keyboards, touch screens, controls, door handles, elevator panels, railings, copy machines, etc. Please see daily cleaning and maintenance list for details.
Communications and training
This Preparedness Plan was communicated via email to all workers on 4-24-2020. It was added to the COVID 19 preparedness manual on 4-24-2020. This policy was updated on 6/1/2020. Additional communication and training will be ongoing as every worker is expected to review the COVID 19 manual upon first time they work in the facility and sign off on the training manual that they read and understand the materials including hand washing, respiratory etiquette, signs and symptoms, and more. Managers and supervisors are to monitor how effective the program has been implemented by monitoring compliance and staff commitment to the guidelines. Management and workers are to work through this new program together and update the training as necessary. This Preparedness Plan has been certified by ExercisAbilities CEO and was posted throughout the workplace on 4-24-2020. It will be updated as necessary.
Policy : ExercisAbilities versions created 4/24/2020, updated 6/1/2020, updated 7/7/2020, updated 7/13/2020, last updated 8/26/2020