COVID-19 POLICIES AND GUIDANCE

During these times of uncertainty due to the novel coronavirus, COVID-19, it is imperative to provide clear and concise guidance to your constituents.  The below information provides very general guideline sample for best practices.  It is important to customize your policies to best fit the guidelines of your local and state jurisdictions as well as your unique facility and operating plan.

Policy

Objective
​It is the policy of <company name> to provide high quality products and services to our customers in a manner that minimizes the opportunity of transmission of COVID-19 to our employees and guests.  While no policy will completely remove all risk of infection, the guidelines outlined are intended to minimize risk to all concerned.
​The health and safety of our employees, clients, and guests is our primary concern.  The primary objective of this COVID-19 policy is to mitigate risk of community spread of the Coronavirus to our constituents.  The information presented is based on guidance provided by the Centers for Disease Control, the Illinois Department of Public Health and various State and Local regulatory authorities.  Future policy will be based on further guidance received from agencies with regulatory jurisdiction.

Communication

When communicating speak clearly, but with a sense of calm and decisiveness, to your staff, clients and constituents regarding any safety protocols or health updates.  Reinforce the importance that all personnel and operational decisions will be based on facts and not rumor or innuendo.
  • All general updates and general COVID-19 related information will be available on a specific webpage behind the manager login portal. You will have the option to choose the page when you login.  Facility specific updates or protocol changes will be communicated directly with you.
 Questions or concerns regarding policy and protocols:
  • <contact name, phone, email>
Media inquiries, statement requests, contact statements to government agencies (No employee is to make any comment or contact with any media organization without the explicit approval from the corporate office):
  • <contact name, phone, email>
Reporting of employee related COVID related lost-time issues or symptoms:
  • <contact name, phone, email>

Employee Guidelines

  • Reinforce personal hygiene practices such as handwashing and cough etiquette throughout your operation.  Frequently remind all staff and provide shift in-services highlighting proper protocols.
  • Reiterate to all employees that their jobs are very important to the health and well-being of our clients, residents and customers and they are expected to still report to work as long as they are showing no symptoms of infection.
  • Ensure that you have a reliable and efficient way to contact all employees. Communicate regularly and clearly with employees frequently regarding shift needs, attendance, procedures, etc…
  • Utilize electronic means or digital messaging to convey pre-shift meeting or in-service information, whenever feasible.
  • Provide ample hand washing materials (soap, hot water, disposable towels, etc..) and encourage frequent handwashing above customary handwashing frequency.  Additional guidance is provided.
  • Require employees to change disposable gloves frequently and to wash hands thoroughly between glove changes.
  • All employees MUST wear a face covering while at work.  Additional guidance is provided.
  • Educate and re-iterate all employees of proper infection control procedures specific to your host facility.
  • If employee contracts COVID-19, they should remain isolated at home for a minimum of 10 days after symptom onset until feverless and feeling well for at least 72 hours OR has 2 negative COVID-19 tests in a row, 24 hours apart.*
  • If an employee is identified as being COVID-19 positive by testing, cleaning and disinfecting should be performed via CDC Guidelines.
  • Limit the number of employees allowed simultaneously in break rooms.
  • Personal cellular phones are not allowed while working.
  • Gloves should be worn by staff preparing food per pre-COVID food handling protocols, such as handling Ready to Eat foods.
  • Closely monitor employee health.  ALL EMPLOYEES MUST SUBMIT TO HEALTH SCREENING each day for symptoms and are subject to a temperate check immediately upon entering the facility, prior to starting to work.
    • In addition to pre-shift health screening, the employee’s temperature must be checked at the following intervals throughout the day:
      • Employee works 5 hours or less:  Temp taken upon arrival and again when leaving.
      • Employee works more than 5 hours:  Temp taken upon arrival, at 4 hour intervals and again when leaving.
    • All facility must keep daily logs of all health screenings using either the Company provided screening log OR their facility provided screening log, if required per facility specific protocol.
    • Use only a temporal reading thermometer, touchless preferred.  If a touchless thermometer is unavailable, please ensure the thermometer is sanitized between each use.
    • Whenever practical, an employee may not take their own temperature.
    • Any employee reporting NEW symptoms as outlined on the health screening log MUST BE sent home immediately.
    • If an employee does not have symptoms of COVID019 but does have mild respiratory illness, they may work if they have been fever-free for 72 hours and symptoms are improving*
    • Should an employee develop signs and symptoms of a respiratory infection while on the job, they should immediately stop work, properly hand-wash and report to their supervisor. An occasional cough or sneeze is not cause for immediate concern. *
  • These health screening logs must be kept at your facility indefinitely.
​*If your facility already has temperature and isolation protocols in place, please follow your site-specific protocols set by your host facility.

Face Mask Guidelines

​For the health and well-being of <company name> staff, customers and guests, it is the policy of <company name> that all employees must wear a face-covering while at work. This guidance is based on the Governor's Office requirements, the Illinois Department of Public Health and the Centers for Disease Control.
  • Face masks must be worn prior to entering your facility. Follow all facility specific requirements for when and where your face mask must be placed on your face.
  • Face masks must be worn your entire shift. All employees must wear face masks for all aspects of their shift, regardless of duties. Exceptions are made for those employees working in private offices when proper social distancing requirements are met, designated areas for breaks while you are actively eating, or other facility specific areas.
  • Face masks must fit appropriately. Proper face coverings will cover from the bridge of your nose to below your chin. The mask should fit to your face with no gaps.
  • Face masks must be free of offensive printed material. As with any attire worn to work, your mask may not contain any pictures or wording that may be considered offensive, derogatory or disruptive to the workplace. Your manager has final say on the appropriateness of your face covering.
  • Specific facility guidance and requirements must be adhered to. Every facility in which we work has specific requirements regarding face coverings. You must follow facility specific regulations. Speak with your manager should you have any questions.
  • Face masks are a required component of your uniform. Your manager or supervisor may require you to change your mask or send you home should you not have proper mask. YOU MAY NOT WORK WITHOUT A MASK. Failure to wear a mask, or to wear a mask properly, is subject to progressive disciplinary action set forth in the employee handbook.  Progressive disciplinary actions will include a verbal warning, written reprimand with possible removal from the facility and further disciplinary actions up to and including termination.

Handwashing Guidelines

  • ​​Proper handwashing is an effective way to reduce a person’s chance of contracting or spreading COVID-19.
    • Employees must wash hands often with soap and warm water for at least 20 seconds following proper handwashing procedures.
    • Employees must wash hands at least every 30 minutes, and:
      • Upon arrival to work
      • Prior to and during food preparation
      • When switching between tasks
      • Before donning gloves and after removing gloves
      • After using the restroom
      • After handling soiled dishes and utensils
      • When visibly soiled
      • After coughing, sneezing, using a tissue or touching face
      • After eating or drinking
      • After smoking or vaping
      • After handling cell phones
      • Any other time required by health regulations
  • If soap and water are not available, use a 60% alcohol-based hand sanitizer.
  • Avoid touching your eyes, nose, and mouth with unwashed hands.

Sanitation Guidelines

  • Ensure that all existing cleaning and sanitizing standards are followed per state and local regulatory policies.
  • Provide ample cleaning supplies such as soap, sanitizer, towels, mops and buckets.
  • Ensure proper chemical titration for all soap and sanitizing solutions.  Specific titration levels can be found on the product labels or MSDS Sheets.
  • Increase sanitizing and disinfecting of all ‘high-touch’ items and areas using approved chemicals and sanitation methods.
    • Enhanced sanitation should take place at a minimum TWO ADDITIONAL TIMES PER DAY above your usual facility daily cleaning. 
    • An Enhanced Kitchen Sanitizing Checklist is provided within these policy guidelines providing the minimum of items to receive additional sanitation.  It is encouraged to supplement this checklist with site specific items and areas needing additional scrutiny.
    • The Enhanced Kitchen Sanitizing Checklist must be posted in your facility and must be kept indefinitely.
  • Sanitize multi-use items after each use.
  • Use only food safe sanitizer (eg. Quaternary Ammonia) at proper titration levels for food contact surfaces and utensils.
  • Sanitizing wipes may be used for NON-FOOD CONTACT SURFACES ONLY.  Examples include door handles, phones, towel dispenser, timeclocks, etc..

Supplier and Visitor Guidelines

  • SOCIAL VISITORS ARE NOT ALLOWED IN ANY FACILITY.
  • External suppliers and non-customer visitors on official business may enter the facility provided:
    • The individual wears a face covering per <company> and Host Facility policy.
    • The individual follows mandated social distancing policies, as required by regulation and facility protocol.
    • The individual follows all hand-washing guidelines per Arena and Host Facility policy.
    • The individual follows MUST SUBMIT TO HEALTH SCREENING identical to employees.
      • Every supplier or non-customer visitor must pre-screen for symptoms and subject to a temperate check immediately upon entering the facility.  All facility must keep daily logs of all health screenings using either the Company provided screening log OR their facility provided screening log, if required per facility specific protocol.
      • Use only a temporal reading thermometer, touchless preferred.  If a touchless thermometer is unavailable, please ensure the thermometer is sanitized between each use.
      • Whenever practical, the visitor shall not take their own temperature.
      • Any visitor reporting NEW symptoms as outlined on the health screening log MUST BE REFUSED ENTRY to the facility.
      • Should a vendor refuse to submit to the required health screening or be excluded for entry due to temperature or symptoms, the vendor must leave all products at the door and products are to brought into the facility by <company> personnel.
      • Should a vendor refuse to submit to the required health screening or be excluded for entry due to temperature or symptoms, IMMEDIATELY REPORT THIS TO THE CORPORATE OFFICE.
    • Keep log of all external suppliers who enter premises.  This can be accomplished with the health screening log.

Retail Operations Guidelines

  • ​Display signage at entry with face covering requirements, social distancing guidelines and cleaning protocols.
  • Post signage at the entrance that states that no one with a fever or symptoms of COVID-19 is to be permitted in the dining area.
  • Display visual markers 6-ft apart at customer queue points.
  • Where practical, provide physical barriers between staff and customers.
  • Configure space for at least 6-ft of distance between tables and customer service areas.
  • Minimize congregate areas and settings as much as possible.
  • Discontinue all self-serve food stations.
    • Provide an assortment of pre-packaged salads via grab-n-go or offer to build salads to order for your guests. 
    • Offer to serve guests soup from the café line and offer cracker packages individually.
    • Offer to apply condiments to guest food products from a bulk dispenser or hand out PC condiments upon request.  PC condiments can be prepared in house or purchased, depending on your facility parameters.
    • All beverages must be dispensed by staff or bottled beverages must be distributed by staff.
  • Ensure hand sanitizer is placed at all cashier stations.
  • All cashiers must wash hands (or use hand sanitizer) AFTER EACH CASH TRANSATION. 
  • Encourage credit card transactions and encourage guests to swipe their own card whenever possible.
  • Instruct employees and guests to practice social distance as much as possible.
  • No food or products may be returned for re-sale.  Refunds may be given if warranted but food should be disposed of by the guest.
  • Continue to stress the importance of proper hygiene, cough etiquette and enhanced sanitation of frequent touch points.
  • Develop staffing contingencies specific to your facility needs.
  • ALL EXTERNAL SUPPLIERS MUST SUBMIT TO HEALTH SCREENING identical to employees.

Elder-Care Operations Guidelines

  • FOLLOW ALL FACILITY SPECIFIC PROTOCOLS ENACTED BY YOUR HOST FACILITY
  • Minimize resident and patient interactions as much as possible.
  • Ensure your facility has enough equipment and supplies to provide for individually delivered meals for the entire census.  If your facility does not have proper equipment inventory, procure and stock disposables sufficient to provide individually delivered meals for 4 days.
  • Provide all residents who have been quarantined by facility staff with ONLY disposable goods, whenever feasible.  Ensure sufficient stock of disposable goods at all times.
  • Develop staffing contingencies specific to your facility needs.
  • For facilities with congregate dining, clean and sanitize tables, chairs, table condiments, menus and common touch areas after every seating.
    • Allow sufficient time for the sanitized surfaces to air dry prior to re-use.
  • Consider using rolled silverware where feasible.
  • Develop seating and dining plans to allow for proper social distancing.
    • Ensure seating is configured with 6’ distance between diners as well as 6’ distance between tables.
    • Ensure that proper dining capacities, based on your county’s Restore Illinois Phase or IDPH regulation, are adhered to.
  • No self-service beverage stations will be permitted. 
  • Follow all IDPH and CDC guidelines as it pertains to congregate settings at elder-care and group home facilities.
  • ALL EXTERNAL SUPPLIERS MUST SUBMIT TO HEALTH SCREENING identical to employees.