County Department COVID-19 Re-Opening Safety Plan for the Catt. County Dept. of Community Services at the Care Coordination / Community Programs Building in Olean, NY.
Reference Note
This was started from the County Department Reopening Safety Plan form submission #52 (ID: 3017) County Center on 2020-06-01.
Department Information:
Community Services Dept.
Facility / Location Name:
Care Coordination/Community Programs Building
Address of Facility:
212 Laurens Street, Olean , New York. 14760, United States
People
Physical Distancing
- 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
1. All staff and supervisor on site at 212 Laurens Street will maintain guidelines associated with social distancing along with completion of each training assigned by Human Resources prior to on-site return.
a. Staff and supervisor will enter though the Laurens Street entrance one at a time.
b. Personal will maintain 6 ft. distancing while entering the building and at all times in the office when not using a face covering. Staff and supervisor can refer to signs and guidance located on site for assistance.
c. d. Staff and supervisor will have a clear understanding of return to site date as well as each COVID-19 related policy and procedure.
e. When returning to the on-site location, staff will report to their designated work space. Each of these spaces is currently an acceptable distance from other staff or has a physical barrier in place. In addition, staff and supervisor will only occupy one work space at a time without the use of a face-covering.
f. At no time will staff or supervisor engage in group meetings larger than 10 people at a time. Furthermore, guidelines related to social distancing will be required during those gathers and when possible tele-communication will take place. Any group meetings will be held in a large well ventilated space such as one of the unused office areas located at 212 Laurens Street.
2. When staff or supervisor are engage in work in the community they will continue to maintain safe distancing of 6 ft. without a face covering. Staff or supervisor who are not able to maintain social distancing in the community will use a face covering during that interaction and then follow all policy and procedure that is COVID-19 related when return on-site.
Telework
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
At no time will staff or supervisor engage in group meetings larger than 10 people at a time. Furthermore, guidelines related to social distancing will be required during those gathers and when possible tele-communication will take place. Any group meetings will be held in a large well ventilated space such as one of the unused office areas located at 212 Laurens Street.
When staff or supervisor are engage in work in the community they will continue to maintain safe distancing of 6 ft. without a face covering. Staff or supervisor who are not able to maintain social distancing in the community will use a face covering during that interaction and then follow all policy and procedure that is COVID-19 related when return on-site.
Supervisor and staff will engage in weekly team meetings with groups of staff no larger than ten and while keeping appropriate social distancing in place. New information and updates will be reviewed. If staff are not in the physical office location, they will participate by tele-communication.
If Supervisor or staff are identified as positive they will engage in the following;
a. Notify the health department.
b. Cooperate with contact tracing.
c. Make arrangements with supervisor.
Remote Work
Identify those employees that can remote work-from-home Yes
What types of positions may do remote work-from-home?
At this Care Coordination/Community Programs supervisor and staff are working to remain flexible in scheduling by working from home as
we are not currently required to engage in face to face visits.
Staff and supervisor will stager the return to work with two teams returning over a period of time to provide for flexibility in schedules. (Team
1; Ball, Milliron, Stabb, Hubbard, and Jerman. Team 2; Dash, Evans, Schmidt, Barber, Bretzin and Hinman). Staff or supervisor not
returning to the on-site location will be engage in daily duties with the use of tele-communication.
Designated Areas
Establish designated areas for pick-ups, deliveries, and the public, limiting contact to the extent possible. Yes
Identify the designated areas within this location
Staff and supervisor will enter though the Laurens Street entrance one at a time.
At the time of re-opening public access to 212 Laurens will be very limited. In the even that a member of the public must be seen at 212 Laurens, they will follow the same procedure at staff and supervisor when entering. In addition, any individuals of the public being seen at 212 will be limited in where they may go. They may only enter the waiting area and the conference room located in that area. After they depart, staff will disinfect the entire location using approved produces and PPE.
Additional Comments
Provide a detailed summary of how you will implement and comply with the social distancing guidelines listed above for your department.
Community Programs/Care Coordination Policy-Physical Distancing;
Ensure that all staff and supervisor located at 212 Laurens Street; Care Coordination offices comply with all social distancing guidelines.
Procedure;
1. All staff and supervisor on site at 212 Laurens Street will maintain guidelines associated with social distancing along with completion of each training assigned by Human Resources prior to on-site return.
a. Staff and supervisor will enter though the Laurens Street entrance one at a time.
b. Personal will maintain 6 ft. distancing while entering the building and at all times in the office when not using a face covering. Staff and supervisor can refer to signs and guidance located on site for assistance.
c. d. Staff and supervisor will have a clear understanding of return to site date as well as each COVID-19 related policy and procedure.
e. When returning to the on-site location, staff will report to their designated work space. Each of these spaces is currently an acceptable distance from other staff or has a physical barrier in place. In addition, staff and supervisor will only occupy one work space at a time without the use of a face-covering.
f. At no time will staff or supervisor engage in group meetings larger than 10 people at a time. Furthermore, guidelines related to social distancing will be required during those gathers and when possible tele-communication will take place. Any group meetings will be held in a large well ventilated space such as one of the unused office areas located at 212 Laurens Street.
2. When staff or supervisor are engage in work in the community they will continue to maintain safe distancing of 6 ft. without a face covering. Staff or supervisor who are not able to maintain social distancing in the community will use a face covering during that interaction and then follow all policy and procedure that is COVID-19 related when return on-site.
Places
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
No modifications are required at the 212 Laurens Street Location.
Protective Equipment
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
Community Programs/Care Coordination Policy-Protective Equipment;
Provide protective equipment to all staff and supervisor to ensure that all PPE is used, cleaned, stored, and discarded properly following set guidelines.
Procedure;
1. All staff and supervisor will be provided with PPE prior to or on the day that they return to the work site. This PPE will be provided at no cost to the staff or supervisor.
2. Supervisor will place an approved face-covering at each staff members work station. The face-covering will be located in a closed plastic bag. Staff may wear their own face covering into the office location if desired. If staff do not have face-covering they have been asked to contact the supervisor prior to their return to on-site location so that arrangements can be made.
3. Along with the face-covering staff will be provided with instructions regarding cleaning, storage, and disposal of mask via email prior to a return to on-site work. The staff will also receive a printed copy attached to the face-covering bag.
4. In addition to face-coverings; staff and supervisor will be able to access gloves. These gloves will also be provided at no cost to the staff. The supply of gloves will be located in the general supply closet. Staff will be informed of their location prior. Staff will be asked to also review instructions for prior use and disposal of the gloves. This will also be posted in the general supply closet.
5. Staff will be asked not to share personal items and to limit use of shared surfaces. In the even that staff are in contact with a shared surface, they are to follow the procedure associated with hygiene and disinfecting.
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
Community Programs/Care Coordination Policy Hygiene and Cleaning;
Ensure that all supervisors and staff adhere to the hygiene and sanitation requirements from the Centers Disease Control for re-opening of Community Programs onsite location.
Procedure;
1. The Community Programs/Care Coordination office will have appropriate supplies to maintain hygiene and cleaning.
2. The supplies for disinfecting will be located at each individuals work station and also located in general areas near frequently used equipment.
3. Supplies will also be located in common areas as well. These common areas include bathrooms, conference room, kitchen, and break room.
4. Each staff and supervisor will be required to complete the following cleaning/disinfecting steps daily prior to the start of shift and then before ending each shift.
a. After completing the required symptom screening upon entering the office location staff will sanitized touch free thermometer.
b. When staff and supervisor arrive at their work stations, those work stations will be disinfected with provided sanitizing spray and paper towels.
c. Though out the day staff and supervisor will disinfected equipment after their use.
d. Prior to ending the work day, staff and supervisor will once again sanitize/disinfect their personal work space.
Communication
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
Community Programs/Care Coordination Communication Policy-
Ensure that staff is fully aware of the suggested guidance associated with COVID-19.
Procedure;
1. Signage will be clearly posted in the Community Programs office location. This signage will ensure that staff is aware of the following guidance.
a. Proper hygiene (handwashing), social distancing rules, appropriate use of PPE, cleaning, and disinfecting protocols.
2. Supervisor will review signage with staff during initial re-opening to ensure clarity of information.
3. Supervisor and Administrative Support staff will ensure that information and signage is kept up to date and that staff are aware of any changes.
4. Supervisor and staff will engage in weekly team meetings with groups of staff no larger than ten and while keeping appropriate social distancing in place. New information and updates will be reviewed. If staff are not in the physical office location, they will participate by tele-communication.
5. If Supervisor or staff are identified as positive they will engage in the following;
a. Notify the health department.
b. Cooperate with contact tracing.
c. Make arrangements with supervisor.
Process
Screening
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
Symptom Screening
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 point of entry is the main entrance on 212 Laurens Street.
How will you implement the pre-shift temperature screening and symptom screening at each location in accordance with Directive 11-2020?
Procedure;
1. All Care Coordination and Community Programs staff will enter the building through the Laurens street entrance and proceed the top floor Care Coordination offices via elevator or stairs.
2. Staff will proceed to the waiting area prior to entering any of the office spaces. The staff will then complete the following steps prior to each shift and when returning to the site after leaving the premises;
a. Each staff and supervisor will print name and signature as well as time in the building on the symptom screening log. This screening will serve as a daily attestation listing the symptoms of COVID-19.
b. Each staff and supervisor will self-monitor temperature with the no touch thermometer and record this reading next to name on the screening log. After using the thermometer, staff or supervisor will use sanitization spray to clean.
c. The staff should comply with social distancing requirements while waiting to sign in if other individuals are present.
d. If staff identify that temperature is elevated they are to leave the office location and notify supervisor (Fever greater than 100).
e. The Supervisor or Administrative assistant will review and initial the log daily.
f. If any staff or supervisor has any symptoms, he or she will not enter the building.
3. At a time in which staff and supervisor are permitted to travel from home to places in the community instead of reporting to the office, they must continue to self-monitor temperature and symptoms and report.