COVID 19 Return to the Office

Quick Reference Guide

 

To CPC Staff:

 

We are deeply focused on keeping our staff, clients, their families and system partners safe while working at our facilities and serving clients in the community. This Quick Reference Guide includes practical information based on guidelines from the US Centers for Disease Control and Prevention (CDC) and the World Health Organization (WHO). Updates will be made to this document as new information evolves. It is important to recognize that if an employee demonstrates disregard for the guidance herein, they may needlessly cause concern and anxiety in others. Please do you part by adhering to the practices and protocols noted in this document.

 

This has been a difficult time for everyone, and reestablishing a workplace where employees feel comfortable performing their jobs safely is a multi-faceted challenge. It is our hope that by sharing this resource we can help our organization accomplish our goal of providing quality behavioral health and educational services as everyone adapts to new operating protocols in today’s still challenging conditions.  Please direct any questions regarding the content of this guide to Roger Borichewski, Vice President of Quality and Risk Management, at rborichewski@cpcbhc.org or 732-935-2220 extension 2343.

 

Thank you for your commitment to providing quality services and supports to the individuals who trust CPC Behavioral Healthcare for their addiction, mental health and special education service needs.

 

Vera Sansone

Chief Executive Officer  

July 1, 2020

 

 

 

COVID19 Health Screenings

 

The agency is using a web-based application to administer health screening questions to all employees on a daily basis.  These questions are answered by employees prior to entering any CPC building or working in the community.

 

  • The Datis website provides a link to the questionnaire that the staff can answer on a smart phone or computer.

 

  • Signage is also posted at the entrance ways to each building which include a QR code that link directly to the questionnaire.

 

  • When an employee completes the questionnaire and answers Yes to any of the questions, a red stop notification will appear asking them to reach out to their supervisor prior to entering the building or working in the community.

 

  • Thereafter, the supervisor will confer with Human Resources.

 

  • Human Resources will follow up with the employee to discuss appropriate next steps.

 

 

Personal Protective Equipment

 

Personal Protective Equipment (PPE) are important safety tools, particularly during times of pandemics such as COVID19.  Following are examples of circumstances when staff will need to use PPE:

  • when entering and moving throughout the building

  • when working in close proximity to clients, colleagues and the public

  • performing medical procedures

  • engaging in cleaning and disinfecting procedures

 

Agency Buildings - All staff, clients and other visitors who enter an agency building must wear a surgical or cloth mask at all times while in common/shared areas.  Staff do not need to wear a mask when working alone in their offices or workspace.  In person interactions require the use of masks by all involved parties.

Agency Vehicles – Other than when transporting a client in a 15-passenger van, all staff must travel alone with each vehicle being limited to a single occupant driver. In cases where drivers need to transport a client, they should only be transported in 15 passenger vans.  Only one client at a time is permitted in the vehicle.   Clients should sit in the back seat of the 15- passenger van.  Both the driver and client must wear a surgical or cloth mask while inside the vehicle. 

 

Community Programs - Community staff must wear a surgical or cloth mask at all times while interacting with clients, their families or other constituents in those individuals’ homes, workplaces and other public and private places in the community at large.  This includes both indoor and outdoor interactions.  Community staff should use gloves when it is necessary for them to come in contact with personal items of clients, their families or other constituents.  When gloves are not accessible, staff should use hand sanitizer after coming in contact with the stated personal items and wash their hands as soon as possible thereafter.

Medical Procedures - Medical procedures including phlebotomy, monitored urine specimen collection, intramuscular injection administration and nasopharyngeal medication administration require the use of masks as per policy and exam gloves.  Eye protection should be worn during close contact services with clients when risk of body fluid spatter or respiratory droplets is present.  Gowns should be worn during high contact patient care activities that provide opportunities for transfer of pathogens to the hands and clothing of staff.

Cleaning and disinfecting - Staff should use gloves when it is necessary for them to come in contact with body fluids or surfaces believed to be exposed to infection causing pathogens or potentially dangerous substances.  Eye protection should be worn during cleaning and disinfecting activities that present a risk of body fluid or other danger substance spatter.  Gowns should be worn during cleaning and disinfecting activities that provide opportunities for transfer of pathogens to the hands and clothing of staff.

 

Working from Home (WFH)

 

Agency employees may work from home occasionally or regularly, depending on the arrangements approved by management. Working from home may not be an option for certain employees, and the organization may deny a request to work from home based on business needs, employee performance or viability of doing the work from home. To be eligible to WFH, an employee must have access to reliable internet and a space that is free from excessive noise or distraction.

Expectations


When working from home employees must satisfy all aspects of their job requirements with the organization, including:

  • Work their full, typical schedule

  • Remain within a two-hour commute to their primary worksite should there be an emergent need to report to the office

  • Punching in at the start of their day and out at the end of their day if applicable

  • Attend all meetings utilizing the virtual platform identified by the supervisor

  • Staff are expected to quarantine when returning from out of state travel pursuant to the New Jersey Governor’s order or other statutory requirements

  • Achieve the same level of productivity as in the office/classroom

  • Maintain remote availability for colleague and parent communication, supervisor questions, etc. equivalent to their office-based work.

  • Be available online and by telephone for the duration of their usual workday

  • Protect client/student Protected Health Information (PHI) and Personally Identifiable Information (PII). This includes bringing to the office for shredding any protected health information (PHI) such as reports or other client records printed at home.

  • Respond promptly to communication via agency approved messaging apps, email, and telephone.

  • Take all required break and rest periods as if they were in the office/classroom.

  • Communicate consistently regarding their workload and status (break, lunch, working on a project, etc.)

  • Follow all organizational procedures and policies 

  • Refrain from using alcohol or illegal drugs

 

Community Programs

 

Meetings - All staff meetings will continue to be conducted via Zoom at their regular times as established by the program supervisor. All staff are expected to be present to report and discuss current client caseloads and other topics as identified by the supervisor.

 

Reporting to the Office - Staff will continue reporting to the office for various essential needs including medication pick up from the pharmacy (as applicable), obtain personal protective equipment (PPE), obtain car keys and obtain petty cash or documents from support staff. These visits to the office are expected to be brief. 

Daily Activities - Staff are to conduct their daily client contacts and other work activities remotely, unless scheduled to be in the office. Staff will continue to utilize Zoom, texts messages and calls as applicable with supervisors as needed to provide updates. Following are examples of situations when a client may require a community visit by staff:

  • Client needs assistance with meeting basic needs

  • Client is at risk of significant decompensation and will benefit from an in person visit for support and/or assessment

  • Client has significant medical issues

 

See the COVID19 Response Supplemental Policy Manual for a full list of situations when a client may require a community visit by staff.

Client contacts in the community:

  • All clients are screened for COVID19 symptoms verbally prior to visit when possible.

  • Staff meet with clients outdoors and keep a minimum of 6 feet distance from the client, family members and any other participants during visits.

  • Staff will wear surgical or cloth masks and any other necessary personal protection equipment during all visits for the duration of the visit.  PPE is provided for client during the visit as necessary.

Transportation

Staff will refrain from transporting clients for any reason. Staff will utilize LYFT and Uber Health as it is available. Staff may also coordinate with the Partial Care Program Supervisor and Senior Vice President of Clinical Services to arrange for a Partial Care Program driver to assist with appointments as necessary.

 

Reducing the Risk of Infectious Diseases:  Personal Hygiene Guidelines

 

There are fundamental proven ways to protect yourself from infectious diseases.  Diligently maintaining these practices is still the best way to protect yourself and others while at work:

 

  • Wash your hands frequently with soap and water for at least 20 seconds or use hand sanitizer.

  • Cover your cough or sneeze with a tissue, then throw the tissue in the trash.  If a tissue is not available, cover your cough or sneeze with your sleeve.

  • Do not share personal items.

 

  • Avoid touching eyes, nose, and mouth with unwashed or gloved hands.

 

  • Clean and disinfect frequently touched objects and surfaces.

 

 

Social Distancing Guidelines

 

 

Social distancing is a simple yet very effective mechanism to prevent infection. In practice this means: 

  • Staying 6 feet away from others as a normal practice

  • Eliminating physical contact with others, such as handshakes, high fives, fist bumps, or embracing coworkers, visitors and friends

  • Avoiding touching surfaces touched by others, to the extent feasible

  • Avoiding anyone who appears to be sick, or who is coughing or sneezing

 

Meetings:

It is strongly encouraged to conduct virtual meetings to the extent possible.  Zoom is a reliable and effective tool to use in place of in-person meetings. If there is no other option but to conduct an in-person meeting with essential personnel and/or essential visitors, social distancing shall be observed.  Per the Personal Protective Equipment policy contained within this guide, meeting participants must wear a protective mask.  Meeting participants should do their best to maintain social distancing before, during, and after the meeting by entering and leaving one at a time, to the extent possible, and not congregating in the hallways where others might need to pass.

Offices:

Offices are single occupancy by staff until further notice.  When the Chief Executive Office/designee approves in person client sessions, all parties present must remain at least six feet apart from one another if feasible.  No more than two people should meet in an enclosed office at a time under these conditions.

Shared Office Equipment:

To the extent staff need to use shared business machines (copiers, scanners, fax machines, postage machines, etc.), you should sanitize your hands after use.

Kitchens and Breakrooms:

Kitchens and breakrooms are closed until further notice.  Employees are encouraged to bring their own food in their own storage devices and eat at their desks.

 

 

Visitors and Vendors

Visitors – CPC Behavioral Healthcare values our partnerships with families, friends, caregivers and other important persons in the lives of the individuals we serve.  We encourage client families and concerned others to continue to contact staff by telephone with their observations, insights and concerns.  During this time of heightened precautions in response to the COVID19 pandemic the agency requires that all visitors wait outside in their vehicles while the client they accompanied is receiving services within an agency building.  This includes, but is not limited to, episodes of bloodwork, injections, urine screens and visits to the onsite pharmacy.


 

Vendors – CPC Behavioral Healthcare requires that all vendors doing business with the agency provide to designated staff at the Administrative Offices in Eatontown their written policies and protocols pertaining to employee health and safety while conducting company business during the COVID19 pandemic.  Examples of vendors include, but are not limited to, office supply distributors, equipment repairers, package deliverers and cleaning companies. While on CPC premises, vendor employees need to wear a surgical or cloth mask at all times and adhere to the social distancing guidelines listed in this guide.

Healthy Minds. Healthy Communities.

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© 2018 CPC Behavioral Healthcare, Inc.