TITLE: PANDEMIC/VIRUS POLICY Policy 2.95
Rev. July 2023
PURPOSE AND SCOPE
Kokua strives to provide a safe and healthy workplace for all employees and safe and healthy homes for the individuals we support.
This pandemic flu policy outlines our overall response to a pandemic flu outbreak and our emergency-preparedness and business continuity plan.
It outlines specific steps Kokua takes to safeguard both client and employee health and wellbeing during a flu pandemic while ensuring Kokua's ability to maintain essential operations and continue providing essential services. In addition, it provides guidance on how we intend to respond to specific operational and human resource issues in the event of a pandemic.
A. IDENTIFICATION OF ESSENTIAL PERSONNEL:
Kokua expects only designated essential personnel to be available for work during an influenza pandemic. We acknowledge, however, that even essential personnel might become ill and unavailable to work or not be able to reach worksites because of conditions beyond their own or our control. Consequently, Kokua have equipped key Coordination staff with digital devices designed to support work done remotely during emergencies.
All "work from home" will be specifically approved by Kokua's Executive Director or Client Programs Director. All devices will have encryption that protects client and agency information and no information will be stored on these devices, only in the HIPAA secure Tresorit files. Any paperwork used will be transported in Kokua-issued locking bags to protect security.
B. REMOTE WORK LOCATIONS FOR COORDINATION PURPOSES:
Kokua acknowledges that during an influenza pandemic, local, state, or federal authorities might prohibit or severely curtail individuals' access to and use of public services and public transportation; close or prevent access to buildings or public highways; isolate or quarantine buildings' occupants. We cannot predict and have no control over such authorities' actions and acknowledge our legal duty to comply with outside authorities' directives. Where these directives will clash with individual choice, staff will communicate these issues with the Service Coordination team who, in turn, will communicate all restrictions to the DDA Case Resource manager.
C. INFECTION CONTROL MEASURES:
Kokua has taken a number of steps to minimize, to the extent practicable, exposure to and spread of infection in the workplaces, which is an ideal site for contagion because of workers' close proximity to one another and to individuals they support. As appropriate, Kokua recommends measures that employees can take to protect themselves outside the workplace and encourages all workers to discuss their specific needs with a family physician or other appropriate health or wellness professional.
Ill employees: Kokua expects employees who contract the flu or have been ill to stay home and seek medical attention as necessary and appropriate. Kokua expects such workers to notify us as soon as possible of exposure or illness, using the Kokua on-call phone line, this line is accessible 24-hour per day, 7 days per week.
At the direction of outside authorities, Kokua may require some level of isolation and quarantine of any infected employees who come to work despite exposure or need for medical attention.
D. VACCINATIONS
All employees covered by this policy are required to be fully vaccinated as a term and condition of employment at Kokua. Employees are considered fully vaccinated after completing primary vaccination with a COVID-19 vaccine. All employees are required to report their vaccination status and to provide proof of vaccination. Employees must provide truthful and accurate information about their COVID-19 vaccination status, and, if applicable, their testing results. Employees not in compliance with this policy will be subject to discipline.
Employees may request an exception from this mandatory vaccination policy if the vaccine is medically contraindicated for them or medical necessity requires a delay in vaccination, and/or this vaccine conflicts with a sincerely held religious belief, practice, or observance. Requests for exceptions and reasonable accommodations must be initiated by the staff member and may be turned in to the Human Resources Coordinator. All such requests will be handled in accordance with applicable laws and regulations. At this time Kokua has deemed any position that may have contact with clients to be ineligible for accommodation due to the severe nature of Kokua client medical and safety needs.
E. MANDATORY EMPLOYEE TRAINING
All employees are at risk of exposure to flu viruses, both in and outside the workplace; therefore, Kokua requires all employees to review and sign all training materials designed to ensure safety and reduce the spread of illness. All staff are required to attend Blood Borne Pathogen training every year.
Blood Borne Pathogen training is a federal OSHA regulation (29 CFR 1910.1030) that prescribes safeguards to protect workers against the health hazards from exposure to blood and other potentially infectious materials, and to reduce their risk from this exposure.
All staff should follow the latest pandemic plan found in the homes or the Kokua website. This plan may change frequently as new information and guidance is gained from State and Federal resources. Failure to follow the plans put forth by Kokua may result in disciplinary action up to and potentially including termination.
F. PERSONAL PROTECTION EQUIPMENT:
Kokua maintains adequate supplies of recommended personal-protection equipment, such as face masks, face shields, disposable gowns, eye protection, rubber gloves, and anti-bacterial hand gels and wipes, which Kokua requires staff to use while on shift.
PPE maintenance: Kokua's Scheduling and Quality Assurance staff regularly inspect the workplace to ensure that each home is equipped with adequate personal protective equipment and fully-trained staff. Staff are expected to inform their supervisor whenever a supply runs low.
G. EMERGENCY-CONTACT INFORMATION:
Employees are required to notify their immediate supervisor and Kokua's Human Resources Coordinator of any change in emergency-contact information. When providing such information,
employees, especially those who have children or care for elderly relatives, should identify individuals on whom they can depend if the employees themselves become stuck at work.
H. SPECIAL NEEDS AND ACCOMMODATIONS:
Kokua urges employees to confidentially self-disclose special needs or accommodations to the Human Resources Coordinator so that we are aware of and can prepare for that staff to receive any special care required if that staff were to become severely ill on the job. Human Resources maintains the confidentiality of any information you provide, making it available solely on a need-to-know basis and only when needed by emergency-responders.
I. COMMUNICATIONS:
Outside authorities: Kokua will communicate any changes to operations, illness or related issues affecting operations to the DDA Case and Resource Managers. All incidents and follow-up will be communicated with DDA in a timely manner and Kokua will work cooperatively with local authorities, the state, family members and the individuals we serve to ensure prompt and appropriate steps are in place.
In the event of a conflict between directives issued by Kokua and directives issued by local, state, or federal authorities, such as the federal Department of Health or the CDC, Kokua directs all employees to obey all orders issued under local, state, or federal law. These conflicts must be communicated with the Kokua On-Call phone as soon as the issue/conflict is identified.
On-Call Communication: Kokua maintains a 24-hour/7-days a week emergency line. Staff will activated this phone, following all normal on-call processes, in the earliest stages of a serious flu outbreak.
Kokua's On-Call System: For Emergencies Call 911.
o After calling 911 and for all other emergent situations- call the Kokua 24-Hour On-Call phone at: 360-790-5916.
For emergent situations involving the Independent Living/Life Enrichment team contact the Independent Living On-Call Phone at: 360-790-5952.
*If you receive no response after the first 10 minutes call the Administrative Pager staff, schedule and phone numbers listed on the Kokua website – Contacts page.
Media channels: In an emergency, Kokua will coordinate dissemination of instructions or other important information as quickly as possible to all employees. Kokua communicates with employees via Therap Scomm primarily as this is accessible to all staff on shift. Staff not on shift will be given phone calls or text messages to inform them of safety concerns as needed. Kokua will also update our Facebook page as well as our Website in the event of a pandemic outbreak, informing the public of the plan for safety.
Kokua will contact guardians and family members as needed. Kokua will communicate with DDA, Department of Health and any other regulatory bodies via phone call and email, this will be done to inform regarding the plan for safety but also to report incidents or exposure concerns. Kokua will communicate with medical providers and the hospital any incidents of exposure or verified illness.
J. EMPLOYEE ASSISTANCE PROGRAM SERVICES:
Kokua's employee assistance program (EAP) services remain available to all staff to the extent practicable and reasonable during an influenza outbreak. EAP is available to provide psychological and emotional support during a pandemic, including assistance and support following the death of an infected family member.
EAP Phone number: 1-866-750-1327