County Department COVID-19 Reopening Safety Plan for the Department of Aging's spaces in the County Building in Olean, NY.
This was started from the County Department Reopening Safety Plan form submission #8 (ID: 2869) Olean County Building on 2020-06-10.
Facility / Location Name:
Olean County Building - Aging Main Office
Address of Facility:
1 Leo Moss Drive, Suite 7610, Olean, New York. 14760-1176, United States
Provide COVID-19 training as assigned by Human Resources. Yes
Ensure 6 ft. distance between personnel, unless safety or core function of the work activity requires a shorter distance. Any time personnel are less than 6 ft. apart from one another, personnel must wear acceptable face coverings. Yes
Tightly confined spaces will be occupied by only one individual at a time, unless all occupants are wearing face coverings. Yes
Post social distancing markers using tape or signs that denote 6 ft. of spacing in commonly used and other applicable areas on the site. Yes
When distancing is not feasible between work stations or spaces, personnel must wear face coverings. Yes
Encourage social distancing through telework and flexible scheduling when feasible. Yes
Describe how you will meet the criteria above
- I will provide staff with the time and technology needed to complete required COVID-19 training provided by HR.
- Face coverings will be required most of the time due to the fact that we are in a public building dealing with the public. Staff taking a break or within the confines of a private area away from the public and separate from others (alone in the cubicle) may be without a mask while socially distancing from other staff, and we will continually monitor this compliance visually through supervisory staff within the office while good habits are hopefully being learned among office staff.
- We will ask that staff try to refrain from using any tight spaces with more than one individual, if at all possible. To assist, we will revamp the flow of traffic of our two main walkways within our office as well as the front reception area where staff once congregated. (This is discussed in detail later in this plan.) Again, if staff are remembering to put their face masks back on any time they get up and out of their cubicle where they may have been alone, they will already be adequately prepared. We will be striving to set good learned habits.
- We will order proper signage through the EOC to use throughout the office, as well as outside the main office door before the public enters the location. This includes floor markings and sneeze guards for cubicle spaces when appropriate.
- 5. & 6. Personnel will wear face coverings any time distancing is not feasible due to work stations or spaces. However, we plan to alleviate that by reducing the overall number of personnel in the total space through staggered shifts, telework/work from home staff, and staggered cubicle usage. We have already begun adding two office areas just prior to COVID-19 by eliminating conference room space. (Telework scheduling and office reconfiguration will be more detailed later in this plan.)
Protect personnel at high risk for severe illness through telework, or minimizing contact with the public and other employees when able. Yes
Limit In-Person Gatherings
Limit in-person gatherings (e.g. interviews) as much as possible and use tele- or video-conferencing whenever possible. Essential in-person gatherings (e.g. meetings) should be held in open, well-ventilated spaces with appropriate social distancing among participants. Yes
Describe how you will meet the criteria above
Currently, personnel are limiting any in-person meetings with clients, staff, or other agencies unless absolutely necessary. Specifically, high risk personnel are asked to take special measures to use PPE (masks, plexiglass, etc.) and avoid contact with the public if their work can be done remotely or by phone. We are utilizing tele- and video-conferencing for staff meetings. We have eliminated potluck meals and the sharing/transferring of common area items (unless sanitized) for the foreseeable future. When a home visit must be completed in person by a worker for a specific reason, we have detailed home visit safety plans for those visits. (attached below in implementation summary) When an in-office meeting with a client must occur, we will have it in the largest possible office space while wearing appropriate PPE. This will also apply to any meetings that may need to occur for small groups of 10 or less, if tele/video-conferencing is not sufficient or available. As guidelines for maximum numbers of groups may increase, it is our intention to continue to err on the side of safety, splitting into smaller groups, using larger spaces, etc. if/when tele/video-conferencing is not available. This may include the use of larger spaces and rooms available within the county building.
Identify those employees that can remote work-from-home. Yes
What types of positions may do remote work-from-home?
Currently, we have many positions working from home, even support staff, fiscal, clerical, and administrative. Ideally, the most logical staff for remote work from home are our services and case management staff (Aging Services Aides, Caseworkers). These staff members perform the majority of their duties either in the field making home visits, on the telephone with clients and other service agencies, or within the computer client data management system, entering units, case notes, care plans, etc. With most case files now being paperless and advances in technology allowing for digital signatures, time-stamping, scanning, etc., telework is fairly easy to complete. These same technological advances also allow supervisors to better monitor off-site staff for quality control.
I would still prefer to have minimal services staff in-house, as well, for walk-in assistance even though scheduled appointments will be recommended moving forward.
Health insurance counseling could easily be done remotely, as could the volunteer management. Some core support/admin work can also be done remotely at least a few days per week.
I anticipate continuing to send 1-2 staff to EOC as it remains open, as needed. Nutrition staff continue to remain in the Machias office.
We currently only average about 5-6 skeleton staff in the main office per day, but I would like to bring back key fiscal, clerical, and some additional support/services staff as we open back up to the public and the final reopening stages.
Of the 29 current Olean office staff, I would anticipate having 12 -13 MAXIMUM working within the office at any given time. The others would work out of the EOC, Machias kitchen, and remote work-from-home.
Possible rotating schedules of 1/2 day per week within the office for any necessary office signage/paperwork, phone coverage, and in-person consults could cause a reduction in maximum daily office coverage.
Establish designated areas for pick-ups, deliveries, and the public, limiting contact to the extent possible. Yes
Identify the designated areas within this location
We have a very small reception area due to the fact that our main office door opens immediately to our reception desk. When a client, member of the public, or delivery person enters the Aging office, he or she is unable to leave room behind them for the next person entering the office to adequately have six feet between them. I would like to have Olean DPW maintenance staff assist me in pushing the front reception desk area further to the right to accommodate for more room and a better flow of traffic when a person first enters our office. We are no longer in need of the small adjoining cubicle, and can easily remove the other smaller cubicles in the area up front since we have newly built offices in our old conference room area which we sacrificed to give us more room. By removing the two former health insurance cubicles next to the front door and placing markers on the floor for guidance and spacing, we can create a new flow of traffic that would eliminate a bottle-neck at the entrance door. In doing this, I can create two distinct areas that would limit contact for deliveries or for an overcrowded waiting/reception area. Any overflow persons waiting for assistance can also be escorted to the now much smaller conference room as a back-up designated area for social distancing and limiting contact with general staff and general staff areas. I have already met with Olean maintenance staff and determined that the reconfiguration and spacing can be completed as planned within the layout of the office footprint. We will be able to use existing cubicle pieces and wiring.
Implementation Detailed Summary
Provide a detailed summary of how you will implement and comply with the social distancing guidelines listed above for your department.
See above. Answers are fairly detailed above. Otherwise, additional information is included in the section COVID-19 Dept. of Aging Work Plan Protocols Summary.
Physical Space Modifications
Please provide in detail any physical space modifications that are proposed to achieve social distancing requirements. These modifications can include, but not limited to rearranging offices, adding physical barriers, etc.
Agree to discuss space modifications with Public Works / Building Maintenance. Yes
Describe in detail the modifications that are proposed & possible costs associated, if known
Creating a larger open space in the reception/front office space area:
We have a very small reception area due to the fact that our main office door opens immediately to our reception desk. When a client, member of the public, or delivery person enters the Aging office, he or she is unable to leave room behind them for the next person entering the office to adequately have six feet between them. I would like to have Olean DPW maintenance staff assist me in pushing the front reception desk area further to the right to accommodate for more room and a better flow of traffic when a person first enters our office. We are no longer in need of the small adjoining cubicle, and can easily remove the other smaller cubicles in the area up front since we have newly built offices in our old conference room area which we sacrificed to give us more room. By removing the two former health insurance cubicles next to the front door and placing markers on the floor for guidance and spacing, we can create a new flow of traffic that would eliminate a bottle-neck at the entrance door. In doing this, I can create two distinct areas that would limit contact for deliveries or for an overcrowded waiting/reception area. Any overflow persons waiting for assistance can also be escorted to the now much smaller conference room as a back-up designated area for social distancing and limiting contact with general staff and general staff areas. I have already met with Olean maintenance staff and determined that the reconfiguration and spacing can be completed as planned within the layout of the office footprint. We will be able to use existing cubicle pieces and wiring. Only associated cost will be the following items ordered through the EOC: Plexiglas barrier for reception desk, one small Plexiglas standing divider for waiting area (optional), and wall/floor signage.
Employers must provide employees with an acceptable face covering at no-cost to the employee and have an adequate supply of coverings in case of replacement. Yes
Face coverings must be cleaned or replaced after use or when damaged or soiled, may not be shared, and should be properly stored or discarded. Yes
Limit the sharing of objects and discourage touching of shared surfaces; or, when in contact with shared objects or frequently touched areas, wear gloves (trade-appropriate or medical); or, sanitize or wash hands before and after contact. Yes
Detailed Summary Options
Detailed Summary of Personal Protective Equipment
Both the EOC and our state agency, NYSOFA, have provided us with pallets of PPE and sanitizer for use with both our staff and our clients. All staff will be provided with at least 3 fabric masks each to keep for their use to wear at work. It is the staff member's responsibility to regularly wash their individually assigned masks on a regular basis. Staff will be required to complete and document completion of the COVID Target Solutions training, which includes proper PPE usage. They will also be provided with DOH guidelines on handling, cleaning, and usage of face masks.
See the NYS Dept. of Health Face Masks and Coverings for COVID-19 (DOH 13105)
Hygiene and Cleaning
Adhere to hygiene and sanitation requirements from the CDC and NYS Dept. of Health. Yes
Provide and maintain hand hygiene stations for personnel, including handwashing with soap, water, and paper towels, or an alcohol-based hand sanitizer containing 60% or more alcohol for areas where handwashing is not feasible. Yes
Conduct regular cleaning and disinfection at least after every shift, daily, or more frequently as needed, and frequent cleaning and disinfection of shared objects (e.g. tools, machinery) and surfaces, as well as high transit areas, such as restrooms and common areas, must be completed. Yes
Detailed Summary Options
Detailed Summary of Hygiene and Cleaning Dept. of Aging has purchased ADA compliant hands-free standing sanitizer stations for all its locations of operation.
One station will be located by the main entrance door of this Aging office location in Olean in the front office reception area.
EOC and NYSOFA have provided Aging with pallets of gallons of 75% alcohol sanitizer that can be used for refilling these stations. We also have individual sanitizer sprays that have been given to all staff and can be replaced and/or refilled.
Directly next to the front reception area is the employee bathroom and kitchen/break room where hand-washing areas with water, soap, and paper towels are readily available for frequent use.
Each employee will be responsible to wipe down and disinfect/sanitize their personal work space daily. If the work space is currently vacated due to the staff working from home, the space will be marked as such so that additional cleaning by building maintenance staff is not necessary.
Front desk workers will be responsible for wiping down the front desk/reception common area.
We will provide a "new" and "used" pen container on the front desk for any documents or signing-in purposes of employees or clients to avoid sharing common shared items at the front desk. We will then disinfect the used pens and rotate them back for use again in the "clean" container.
Other commonly shared reception area items like clip boards, table surfaces, chair arms, and informational pamphlet racks will be wiped down or sprayed as needed between client usage by front desk staff.
Disinfectant spray, sanitizer, wipes, and/or towels will be provided in any employee common areas (small conference room, near Keurig, by copier/printer) with signs posting proper hygiene guidance.
Additionally, Olean building maintenance will continue to routinely come through the building to wipe down door handles and other common surfaces, as well as cleaning the adjoining restroom.
General cleaning is also contracted within the county building that covers all offices.
Estimate for Sanitizer Stations FILE HERE
AUTOMATIC HANDS-FREE LIQUID/GEL HAND SAN
Alpine Industries Automatic Hands-Free Liquid/Gel Hand Sanitizer/Soap Dispenser with Floor Stand, 1200 mL,
Post signage throughout the site to remind personnel to adhere to proper hygiene, social distancing rules, appropriate use of PPE, and cleaning and disinfecting protocols. Yes
Establish a communication method for employees, visitors, and customers with a consistent means to provide updated information. Yes
If a worker tests positive for COVID-19, department head must immediately notify the County Health Departments and cooperate with contact tracing efforts, including notification of potential contacts, such as workers or visitors who had close contact with the individual, while maintaining confidentiality required by state and federal law and regulations. Yes
Detailed Summary Options
Detailed Summary of Communication Guidelines
- After speaking to Chris Baker and Dr. Watkins, signage for posting will be provided through the EOC and CCHD with printed handouts shared by CDC and DOH. Many will be available for downloading, copying, printing, as well as ordering through the EOC.
- Communication will also be provided through bold postings in several locations outside the front office door, as soon as visitors enter the office, and several other common locations. Front office staff will also offer verbal guidance and assistance. Currently, information is being shared and updated regularly with staff, clients, and the public through email, phone, zoom/virtual meetings, social media, general mailings, and press releases.
- For positive COVID-19, I and my staff have been notified to communicate immediately with Cattaraugus County Health Dept. Public Health Director and his staff for direction and compliance with COVID-19 protocol and procedure. This includes any contact with known COVID positives. Staff in the field also know to contact the health department immediately in the event that they unexpectedly come into contact with someone reporting to be COVID positive while completing any home visits or crisis cases.
All employees shall self-monitor and check his or her temperature every 12 hours whether at work or at home. Yes
All employees shall also undergo a pre-shift temperature screening when reporting to work at the beginning of each shift. Yes
All employees shall report at the beginning of each shift to a central designated point of entry which shall be determined by the County Administrator. Yes
For employees that do not report to a physical building and instead travel from home to places in the community, each shall perform a pre-shift temperature screening before each shift. Leaving the home and reporting to your work site is the equivalent of your attestation that you are without a fever. Yes
If you have any of the following symptoms, staff shall not enter the workplace and shall contact his or her supervisor and refer the employee to contact the EOC nurse. Yes
Where is the designated point of entry for this/each location within your department?
The current point of entry and screening is the only point of entry available at this point in time for the entire Olean office building, which is the front, main entrance to the Olean County Building. All Olean office Dept. of Aging staff are screened at that point of entry.
Staff reporting to other locations have alternate screening locations documented in additional Aging reopening plans.
How will you implement the pre-shift temperature screening and symptom screening at each location in accordance with Directive 11-2020?
It is currently being implemented at the point of entry of the county building by Sheriff's and/or Health Dept. staff.