COVID-19 Preparedness Plan for SPOT Rehabilitation and Home Health Care
SPOT Rehabilitation and Home Health Care is committed to providing a safe and healthy workplace for all our workers and clients. To ensure we have a safe and healthy workplace, SPOT has developed the following COVID-19 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 communities, and that requires full cooperation among our workers and management. Only through this cooperative effort can we establish and maintain the safety and health of all persons in our workplaces.
The COVID-19 Preparedness Plan is administered by Robbie Holen, Beth Stienessen, Daniel Berg, Kathy Trueman, Kirsten Becker, and Jennifer Wenner, who maintain the overall authority and responsibility for the plan. However, management and workers are equally responsible for supporting, implementing, complying with and providing recommendations to further improve all aspects of this COVID-19 Preparedness Plan. SPOT’s managers and supervisors have our full support in enforcing the provisions of this plan.
Our workers are our most important assets. SPOT is serious about safety and health and protecting our workers. Worker involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our workers in this process by keeping you all informed about changes to guidance and recommendations, taking your suggestions/feedback and implementing it when appropriate, and creating a collaborative environment where observations and communication are valued and utilized.
SPOT’s COVID-19 Preparedness Plan follows the industry guidance developed by the state of Minnesota, available at the Stay Safe Minnesota website (https://staysafe.mn.gov), which is based upon Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines for COVID-19, Minnesota Occupational Safety and Health Administration (MNOSHA) statutes, rules and standards, and Minnesota’s relevant and current executive orders. It addresses:
- ensuring sick workers stay home and prompt identification and isolation of sick persons;
- social distancing – workers must be at least six-feet apart;
- worker hygiene and source controls, including face coverings;
- workplace building and ventilation protocol;
- workplace cleaning and disinfection protocol;
- drop-off, pick-up and delivery practices and protocol; and
- communications and training practices and protocol.
SPOT has reviewed and incorporated the industry guidance applicable to our business provided by the state of Minnesota for the development of this plan. Other conditions and circumstances included in the industry guidance and addressed in the plan that are specific to our business include:
- additional protections and protocols for customers, clients, guests and visitors;
- additional protections and protocols for face coverings and personal protective equipment (PPE);
- additional protections and protocol for access and assignment;
- additional protections and protocol for sanitation and hygiene;
- additional protections and protocols for work clothes and handwashing;
- additional protections and protocol for distancing and barriers;
- additional protections and protocols for managing occupancy;
- additional protocols to limit face-to-face interaction;
- additional protections for receiving or exchanging payment; and
- additional protections and protocols for certain types of businesses within an industry.
Ensure sick workers stay home and prompt identification and isolation of sick persons
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. Staff will have temperatures taken at the start of their work day and will be sent home if their temperature is 100 degrees or higher. Workers are encouraged to stay home when ill and report symptoms when they call in to work when ill.
SPOT 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. We offer 2 “wellness days” per year which can be used when an employee is unable to work because of illness. Employees are also able to use their personal leave hours for time away from work because of illness. Accommodations for workers with underlying medical conditions or who have household members with underlying health conditions have been implemented. These have been implemented on a case-by-case basis including allowing working from home when possible, staggering schedules, and use of telehealth.
SPOT 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. The employee will be informed if they have been exposed as soon as we are made aware of the exposure. The employee may need to self-quarantine for 14 days from the time of exposure, and Dan Berg will work with each employee to determine how that time off will be compensated, whether it would be through the use of the employee’s Wellness/PL benefit or if there are federally-funded benefits available to the employee.
In addition, a policy has been implemented to protect the privacy of workers’ health status and health information. If a worker is tested for COVID, the test results will not be shared with anyone within the company by management. If a worker tests positive for COVID, the minimum necessary information will be shared with co-workers who may have been exposed via high-risk exposure, but will not otherwise be shared throughout the company.
Social distancing – Workers must be at least six-feet apart
Social distancing of at least six feet will be implemented and maintained between workers and clients in the workplace through the following engineering and administrative controls: We are not currently allowing any clients or guests in the lobby area.
Clinicians are not generally utilizing shared gym spaces unless necessary and then are ensuring that clients remain 6 feet away from one another. Clinicians are completing telehealth visits for clients who are not able to attend their sessions in the clinic because of their own health conditions.
Workers who share office spaces will have dividers utilized in their spaces and plexiglass barriers are installed at the front desk to allow for additional safety between front office staff and clients. Other workers will stay within their own office space or will be permitted to work from home if their job allows for that.
The breakroom will be configured to allow no more than 5 people to be eating in the room at one time. Staff are able to use the conference room or the rehab kitchen as another area to eat lunch, as long as 6 feet of distance can be maintained between staff.
All workers are required to wear a face covering or mask when leaving their work space OR when working in a shared work space. This includes using the restroom, walking through the hallways, and entering the office or workspace of another individual.
Clinicians are required to wear a surgical mask, KN95 or N95 mask AND eye protection (safety glasses or face shields) when providing care. Clinicians are required to sanitize hands before and after each treatment session. Clients are asked to wear masks whenever possible and sanitize hands before and after each treatment session.
Non-clinicians are able to wear cloth masks if they prefer.
All equipment used during therapy sessions will be sanitized between each use. Pens, pencils, thermometers, and other equipment at the front desk will be cleaned after each use.
PPE will be stored on the shelving unit in the closet of the employee break room. PPE will be provided by SPOT and supply levels will be monitored to ensure that we are reordering supplies as needed.
Any employee or client concerns or questions can be directed to either Robbie Holen or Beth Stienessen. Generally, updates or changes to this plan will be communicated to the company as a whole via email and Teams.
Worker hygiene and source controls
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 and after using the restroom. All clients to the workplace are required to wash or sanitize their hands prior to or immediately upon entering the facility. Hand-sanitizer dispensers (that use sanitizers of greater than 60% alcohol) are at entrances and locations in the workplace so they can be used for hand hygiene in place of soap and water, as long as hands are not visibly soiled. Source controls are being implemented at our workplaces at all times. Face coverings are required as described above for all staff.
Workers and clients being instructed to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing, and to avoid touching their face, particularly their mouth, nose and eyes, with their hands. Workers and clients are expected to dispose of tissues in provided trash receptacles 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 other persons entering the workplace. [Describe how the business will communicate these instructions and reminders.]
The SPOT dress code remains in place, but staff are encouraged to wear scrubs if they wish and/or incorporate the use of scrub jackets for cleanliness and hygiene.
Workplace building and ventilation protocol
Operation of the building in which the workplace is located, includes necessary sanitation, assessment and maintenance of building systems, including water, plumbing, electrical, and heating, ventilation and air conditioning (HVAC) systems. The maximum amount of fresh air is being brought into the workplace, air recirculation is being limited, and ventilation systems are being properly used and maintained. Steps are also being taken to minimize air flow blowing across people.
Workplace cleaning and disinfection protocol
Regular practices of cleaning and disinfecting have been implemented, including a schedule for routine cleaning and disinfecting of work surfaces, equipment, tools and machinery, vehicles and areas in the work environment, including restrooms, break rooms, lunch rooms, meeting rooms, checkout stations, fitting rooms, and drop-off and pick-up locations. Frequent cleaning and disinfecting is being conducted of high-touch areas, including phones, keyboards, touch screens, controls, door handles, railings, copy machines, credit card readers, delivery equipment, etc.
Appropriate and effective cleaning and disinfecting supplies have been purchased and are available for use in accordance with product labels, safety data sheets and manufacturer specifications, and are being used with required personal protective equipment for the product
Drop-off, pick-up and delivery practices and protocol
Clients are instructed to call our front desk when they arrive in our parking area. Clinicians are going to the client’s vehicle to complete a symptom screening and take temperatures of anyone who enters the building and are then escorting the client into the building. If the client or caregiver needs to stop at the front desk. Anyone with unusual respiratory symptoms or a fever will be sent home and their session will be cancelled
Communications and training practices and protocol
This COVID-19 Preparedness Plan was communicated via email and Teams to all workers on May 1, 2020 and necessary training was provided. Additional communication and training will be ongoing via email and Teams. Training will be provided to all workers who did not receive the initial training and prior to initial assignment or reassignment.
Instructions will be communicated to all workers, including employees, temporary workers, staffing and labor-pools, independent contractors, subcontractors, vendors and outside technicians, and clients about protections and protocols, including: 1) social distancing protocols and practices; 2) drop-off, pick-up, and delivery 3) practices for hygiene and respiratory etiquette; 4) requirements regarding the use of face-coverings and/or face-shields by workers and clients. All workers and clients will also be advised not to enter the workplace if they are experiencing symptoms or have contracted COVID-19.
If an employee has been exposed in a high-risk situation (direct contact with an individual with confirmed COVID and the employee was not wearing eye protection or face mask), the employee will be asked to quarantine for 14 days. This includes exposures the employee may encounter outside of work in their personal life.
If an employee has been in close contact with an individual with confirmed COVID BUT was either:
- Wearing a mask and eye protection OR
- The individual with COVID and the employee were both wearing masks (no eye protection)
The employee needs to closely monitor symptoms.
Managers and supervisors are expected to monitor how effective the program has been implemented. As challenges to the plan arise, they will be addressed as quickly as possible, using guidance from MDH, StaySafe.MN.gov, and other resources to ensure the safety of all employees and clients. All management and workers are to take an active role and collaborate in carrying out the various aspects of this plan, and update the protections, protocols, work-practices and training as necessary. This COVID-19 Preparedness Plan has been certified by SPOT Rehabilitation management and the plan was posted throughout the workplace and made readily available to employees [date]. It will be updated as necessary by [designated plan administrator].
Additional protections and protocols
- Clients are required to wear masks, but we know many of our clients will not accept wearing masks because of their physical, developmental, or behavioral condition. Therapists are encouraged to use this as an opportunity to “work on” mask wearing with clients, as it is likely something they are going to need to do within their communities.
Robbie Holen and Beth Stienessen
Appendix A – Guidance for developing a COVID-19 Preparedness Plan
Centers for Disease Controal and Prevention (CDC): Coronavirus (COVID-19) – www.cdc.gov/coronavirus/2019-nCoV
Minnesota Department of Health (MDH): Coronavirus – www.health.state.mn.us/diseases/coronavirus
State of Minnesota: COVID-19 response – https://mn.gov/covid19
CDC: Resources for businesses and employers – www.cdc.gov/coronavirus/2019-ncov/community/organizations/businesses-employers.html
CDC: General business frequently asked questions – www.cdc.gov/coronavirus/2019-ncov/community/general-business-faq.html
CDC: Building/business ventilation – www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html
MDH: Businesses and employers: COVID-19 – www.health.state.mn.us/diseases/coronavirus/businesses.html
MDH: Health screening checklist – www.health.state.mn.us/diseases/coronavirus/facilityhlthscreen.pdf
MDH: Materials for businesses and employers – www.health.state.mn.us/diseases/coronavirus/materials
Minnesota Department of Employment and Economic Development (DEED): COVID-19 information and resources – https://mn.gov/deed/newscenter/covid/
Minnesota Department of Labor and Industry (DLI): Updates related to COVID-19 – www.dli.mn.gov/updates
Federal OSHA – www.osha.gov
MDH: Handwashing video translated into multiple languages – www.youtube.com/watch?v=LdQuPGVcceg
Respiratory etiquette: Cover your cough or sneeze