Barend Holiday Lodges Covid Cleaning Protocol - Barend ...
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Version 1.0 Covid Cleaning Protocol Sunday, 21 June 2020
Barend Holiday Lodges Covid
Cleaning Protocol
Contents
Audience ---------------------------------------------------------------------2
Background ------------------------------------------------------------------2
Overview ---------------------------------------------------------------------2
Laundry -----------------------------------------------------------------------3
Housekeeper duties ---------------------------------------------------------3
Guest Requirements---------------------------------------------------------3
Items in lodges ---------------------------------------------------------------4
Cleaning Routine ------------------------------------------------------------5
Overview .................................................................................................................................................................5
Amber Cleans .........................................................................................................................................................5
Red Cleans .............................................................................................................................................................6
Personal Protective Equipment (PPE) .....................................................................................................................6
Products for use .....................................................................................................................................................7
Two-step process: Clean then Disinfect .................................................................................................................7
Order of cleaning ....................................................................................................................................................8
Maintenance Team ---------------------------------------------------------11
Version Control -------------------------------------------------------------11
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Page 1 of 12 Gell Leisure LtdVersion 1.0 Covid Cleaning Protocol Sunday, 21 June 2020
Audience
This protocol is for the Directors and cleaning, housekeeping, maintenance and
office staff at Barend Holiday Lodges. The Directors, cleaning staff, housekeepers
and maintenance staff all have accountabilities defined within this protocol. The
office staff are required to read and understand it for information only.
Guests may read this protocol for information, but it is not expected and is not
written explicitly for them. Details on their responsibilities and accountabilities will
be made available to them via emails and guest portals prior to their arrival.
Background
- Audience: For information only to all staff.
- Covid-19 has had a major impact on our business and to ensure customers are
happy and confident to rebook we must ensure our cleaning is done to the
highest standard. The following protocol is based on training from the ASSC
(Association of Scottish Self Caterers) and customised for our business.
- IT MUST BE FOLLOWED AT ALL TIMES BY ALL CLEANING AND
MAINTENANCE STAFF. Failure to do so will result in a written warning.
Continued failure to do so will result in dismissal.
- We cannot emphasise enough how important the new cleaning regime will be.
Customers have always had high standards, they will now be higher than ever.
One of the benefits of booking with BHL is the reassurance that we have our own,
trained team. We cannot afford to lose this; one bad review with regards to
cleaning now could have catastrophic implications for the business.
Overview
- Audience: For information only to all staff.
- The protocol aims to ensure the highest level of cleaning and disinfection, whilst
ensuring efficiency and safety as far as possible. It is hoped this will enable a
clean to occur within 3 hours, but we will monitor this and look into more time if
required.
- Cleaning will now be a two-phased approach: clean then disinfect.
- Accountability is explained for cleaners, maintenance staff, housekeepers and
guests.
- Details are given on how BHL is interacting with its suppliers to ensure
compliance.
- The directors will undertake a full risk assessment for the safety of staff and
cleaners.
- Appropriate PPE will be made available and appropriate disinfectants will be
purchased.
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Page 2 of 12 Gell Leisure LtdVersion 1.0 Covid Cleaning Protocol Sunday, 21 June 2020
- All cleaning and maintenance staff will be required to undertake the training given
by “Mylittlelandlord”; follow this protocol and attached checklist; read the
information given by the ASSC, and the BHL Covid Cleaning risk assessment.
- Information on what will be left in the lodge is outlined.
- This protocol will be made public, to reassure guests of our commitment to
hygiene, health and safety.
Laundry
- Audience: For information only to all staff.
- Fishers Laundry will continue to provide out towels and bedlinen. See their
separate protocols for further details. They exceed official guidelines and we are
satisfied with their protocols.
- BHL will continue to launder tea towels and oven gloves by the housekeeper at
60 degrees.
- All surplus bedlinen (throws and cushions) will be removed from properties to
minimise contamination, because it is not possible to launder these quickly
enough or at high enough temperatures.
Housekeeper duties
- Audience:
• The housekeeper will be accountable for duties in this section.
• For information only to all staff.
- The housekeeper is accountable for all actions in this section, which may either
be in addition to standard duties, or be variations or clarifications.
- Work with the director and product supplier to fully understand all products (and
particularly anti-viral disinfectants); how they are to be used, stored and diluted.
Prepare such products for the cleaning and maintenance staff.
- The cleaning staff will now store all dirty linen in a wet bag. Such wet bags will
need to be unzipped and washed at 60 degrees. The frequency of this will be
reviewed on an ongoing basis but will probably need to be at least every other
day.
- All laundry to be washed at 60 degrees. If this is not possible speak to a Director,
who will discuss an appropriate laundry product to be added from our supplier.
- In addition to the standard cleaning and tidying of the laundry, disinfect surfaces
on a frequent basis - probably twice a week, to be reviewed on an ongoing basis.
Guest Requirements
Audience: For information only to all staff.
To ensure safety for our cleaners, BHL will communicate with guests prior to arrival
(via email and the guest portal), explaining what we are doing and what will be
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Page 3 of 12 Gell Leisure LtdVersion 1.0 Covid Cleaning Protocol Sunday, 21 June 2020
expected of them. Guests will be required to complete the following procedures
and have the following accountabilities:
- Take reasonable actions to look after themselves and prevent the spread of
Covid-19 (for example regular washing of hands, wearing masks in public places).
- During their stay undertake cleaning and disinfecting as required (products will be
left by BHL for their use).
- Upon leaving:
• open all windows (this enables air circulation and reduces the risk of cross-
contamination),
• empty all bins, (this reduces the risk to cleaners)
• Strip beds and leave all beds and towels in bags for Fishers. Pillow and
mattress protectors to be left in a separate pile with tea towels and oven
gloves. (This is important because stripping beds could release the virus into
the air if a guest had it)
• Empty vacuum cleaner into outdoor bin after every use.
Items in lodges
- Audience:
• Cleaning staff will be accountable for actions in this section.
• For information only to all staff.
- The following steps will be undertaken by cleaners during the pre-arrival deep
clean:
• All surplus bedlinen (throws and cushions) will be removed from properties to
minimise contamination, because it is not possible to launder these quickly
enough or at high enough temperatures.
• Kitchen utensils, crockery and plates etc will be minimised to ensure it is
possible to clean and disinfect them all every clean. During the pre-arrival deep
clean the cleaners and maintenance staff are to remove everything from
kitchens except:
- Kettle and Toaster
- 1 set of plate, bowl, cup or mug, 1 large glass, 1 wine glass per person (i.e.
for 6 birth lodges 6 of each, for 8 birth lodges 8 of each etc).
- 2 sets of knives, forks, spoons and teaspoons per person.
- 1 set of sharp knives
- 3 plastic or metal cooking spoons
- 1 bottle opener and 1 peeler
- 1 sieve or colander
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- 1 large and 1 small or medium pan
- 1 frying pan
- 1 baking tray
- 1 coffee filter or coffee machine
• The above list will be reviewed and if we get frequent requests for other
items we will consider re-adding elements but we will work to emphasise
to guests the safety of having less.
- Items like pepper pots; teapots; egg cups; toast holders and additional
plates, mugs and glasses; baking items; slow cookers, MUST be removed.
• Books, DVDs, games and ornaments will be left in lodges; it isn’t practical to
remove or store them. However, guests will be informed that these are not
disinfected each time, and it is their responsibility to do so (with products left in
the lodge) if they so wish. It will be advised that books and leaflets should be
left for 2 days since it is hard to disinfect them.
• During the pre-arrival deep clean, cleaners must remove guest books and
welcome booklets. These are high touchpoint items that we cannot disinfect.
• BHL will leave cleaning and disinfectant products with disposable wipes in the
cupboard under the kitchen sink, for guests’ use. If the wipes are used guests
will be asked to dispose of them, and leave any that have not been touched in
the cupboard. Guests will be reminded to move these if they have young
children.
Cleaning Routine
- Audience:
• Cleaning staff and maintenance staff will be accountable for actions in this
section.
• For information only to all staff.
Overview
- This section details requirements for amber cleans. Additional information for red
cleans is detailed in the “red cleans” subsection.
- Cleaners must tick off actions undertaken on the checklist as they are done (NOT
just ticked through at the end). A signed copy is to be left in the lodge, to be
countersigned by the maintenance team when the lodge is lit up. The
maintenance person is accountable for lighting the lodge up. This procedure is
not detailed here as it remains as per the pre-Covid procedure.
Amber Cleans
- Most of our cleans will be amber cleans: done within 48 hours of checkout with
no reported potential or confirmed Covid-19 guests. However, the assumption
must be made that there could have been an asymptomatic or pre-symptomatic
guest and cleaning is therefore done to this level. See ASSC guidelines for further
details.
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Red Cleans
- We do not expect any cleans to be red cleans. These follow within 48 of a lodge
having had a guest who displayed confirmed or possible covid-19 symptoms. If
such a scenario happens, in line with our risk assessment, BHL will attempt to
leave the lodge vacant for 48 hours before it is cleaned, in which case it will return
to an amber clean.
- Where it is not possible to leave a lodge for 48 hours the clean is deemed a “red
risk” rather than “amber”. If this happens, in addition to the requirements for an
amber clean the following must be done:
• Laundry must be cleaned at 90 degrees.
• Mattress and pillow protectors, duvets and pillows to be disposed of and
replaced.
• Where possible soft furnishings to be steam cleaned.
• All waste to be double bagged.
• Cleaners and maintenance team to wear gloves and masks at all times.
• Cleaners and maintenance team to have a full change of clothing, and shower
after being in the lodge. (Cleaner to use one shower and changing room in the
swimming pool, maintenance person to use the other changing room and
different shower).
Personal Protective Equipment (PPE)
- Appropriate PPE must be worn as follows:
• Masks must be worn:
- When stripping beds if guests have not done so,
- In bathrooms and when vacuuming and emptying the vacuum cleaner.
• Indoor shoes or shoe covers must be worn and cleaned post- and pre- clean
with a disinfectant spray. Alternatively shoe covers can be used. Different
covers must be used for each lodge and must be removed and reattached
every time the cleaner or maintenance person leaves the lodge (to empty bins
etc). This applies to all staff entering a lodge.
• Gloves must be worn:
- Red gloves for bathrooms
- Blue gloves for kitchens
- Green gloves for making beds
- Tabards or aprons should be worn and changed between lodges. Used ones
must also be placed in the wet bag. Cleaners and maintenance personnel are
recommended to shower and wash clothing as soon as they return home.
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Products for use
- Colour-coded cloths will be used, with new cloths used for each room. A wet bag
will be provided. Used cloths must be placed in the wet bag and returned to
housekeeper daily.
• Red for bathrooms
• Blue for kitchens
• Green for elsewhere
• Dust cloths may be different colours but must only be used for one room.
- BHL’s standard cleaning products are sufficient for the cleaning phase. BHL is
working with our suppliers to purchase appropriate disinfecting products.
Professional level log-5 disinfectants will be used, meaning they kill 99.999% of
germs. If 1 million particles were present prior to disinfection these would only
leave 10 particles post disinfection. (Domestic cleaning products are only log-2,
meaning they kill only 99.9% of germs. If 1 million particles were present prior to
disinfection these would still leave 10,000 particles post disinfection).
• Where possible we will use virucidal sprays or 70% ethanol products rather
than bleach, for the benefit of our sewerage system. Such sprays will meet the
standard laid out in the ASSC guidelines.
- Each lodge must be cleaned with its own HEPA-filtered vacuum cleaner. If lodges
don’t have these, BHL will work with the owners to ensure we get replacements in
time.
- Each lodge with vast areas of non-carpeted areas must have their own mop with
disposable mop head. (Given the size of kitchens and bathrooms it is likely to be
more effective to use a sponge or cloth and clean the floor with this after it has
been vacuumed).
- Each permanent cleaner will have their own trolley and be responsible for such
trolley. Temporary cleaners will have a communal trolley - it is important you
disinfect the handles and touchpoint before and after your shift. Max 2 bottles of
each product should be in the trolley at any one time. When bottles are empty,
return to the housekeeper for refilling. Before each shift ensure you have the
correct number and colour of new, clean gloves and cloths. Do not use the
cleaning trolley to transport your drinks or food - bring a bag for this. Use the wet
bag within your trolley for dirty gloves and cloths. Dispose of waste and dirty linen
appropriately at the end of every shift. Spray the wheels of the trolley with
disinfectant prior to cleaning each lodge.
Two-step process: Clean then Disinfect
- Cleaning gets rid of visible dirt, disinfecting uses specific chemicals to eliminate
viruses or germs. See ASSC guidelines for further detail. They cannot be done in
one process: A TWO STEP PROCESS MUST BE FOLLOWED: ALL SURFACES
AND HIGH-TOUCHPOINT AREAS MUST BE CLEANED FIRST AND THEN
DISINFECTED.
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• Surfaces include all horizontal surfaces, windows, mirrors, splash backs and
drawers, except surfaces so high up a ladder would be required (e.g. the
beams in open plan rooms) or that could not reasonably be expected to be
touched (e.g. the tops of wardrobes).
• High-touchpoint areas include door handles, cupboard handles, kettles,
remote controls, thermostats, light switches, middle of curtains (where they are
opened) and tie backs, crockery etc
- Books, DVDs, games and ornaments are not classified as high-touchpoint
areas and will NOT be disinfected. Guests will be informed of this.
- Use standard BHL products for cleaning, using the appropriately-coloured cloth
and gloves.
- THEN use a virucidal disinfectant spray to disinfect, as per the instructions for the
specific product.
- For both cleaning and disinfectants, ensure products are left on for the
appropriate time, scrubbed where necessary and wiped over if required. If you
are unsure, ask. Full training on the products and their use will be given in
addition to this protocol.
- Use the checklist to ensure you clean and disinfect all areas of the room. It is the
cleaner’s responsibility to look further and see if there are any other areas that
need cleaning and disinfecting. Always look up and down - not just at your eye
level.
- Work efficiently to minimise rework: clean from the top down (i.e. dust up high, in
clean in cupboards etc and then clean surfaces below, with the floor last).
- Empty the vacuum cleaner after EVERY room - this minimises cross-
contamination.
- All wardrobes, cupboards and shelves MUST be cleaned and disinfected. This
includes all cupboards in the kitchen.
- All kitchen crockery, glassware etc must be cleaned fully.
- Fabric sofas and headboards MUST be cleaned using the appropriate fabric
attachments on the vacuum cleaner. They must then be sprayed with an antiviral
disinfectant misting bottle.
- Leather and faux leather sofas MUST be cleaned using a lightly-damp sponge
where possible. They must then be sprayed with an antiviral disinfectant misting
bottle.
- Where moving furniture is impractical (e.g. beds and sofas cannot be moved due
to their weight) use long attachments on vacuums to clean underneath and
behind where possible.
Order of cleaning
Work from room furthest from entrance door and fully clean then disinfect one room
at a time. This includes vacuuming. Do not re-enter room once it has been
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disinfected. WASH YOUR HANDS REGULARLY, DO NOT TOUCH YOUR FACE.
Cleaning is to be done in the following order:
1. Ensure all windows are open to enable circulation.
2. Check all beds are stripped and linen is left outside for maintenance team.
Inform reception and use mask and gloves if you have to do this yourself.
Dispose of gloves after.
3. Check all bins are emptied and no food has been left in kitchen. Inform
reception and use mask and gloves if you have to do this yourself. Dispose of
gloves after.
4. Ensure dishwasher is on (or has been run). If not fill and run.
5. Begin cleaning rooms in the following order (with the front being the entrance-
door side):
• Large 2 story lodges:
- Upstairs front room en-suite
- Upstairs front bedroom
- Upstairs back bedroom en-suite (if applicable)
- Upstairs balcony
- Upstairs back bedroom (the one leading to the balcony)
- Upstairs hallway (if applicable)
- Stairs
- Lower balcony
- Kitchen
- Dining room & living room
- Front downstairs bedroom
- Downstairs bathroom
- Housekeeping cupboard
- Downstairs hallway
• Lodge 55 (“Upside Down”)
- Upstairs front room en-suite
- Upstairs front bedroom
- Upstairs balcony
- Upstairs living room
- Stairs
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- Lower balcony
- Kitchen
- Dining room
- Back downstairs en-suite (the one near balcony)
- Downstairs back bedroom (near balcony)
- Downstairs front bedroom
- Downstairs main family bathroom
- Housekeeping cupboard
- Downstairs hallway
• Lodge 31 (“small lodge”)
- Upstairs front bedroom
- Upstairs balcony
- Upstairs back bedroom
- Stairs
- Lower balcony
- Kitchen
- Dining room & living room
- Front downstairs bedroom
- Downstairs bathroom
- Housekeeping cupboard
- Downstairs hallway
• Cabins
- Back left large twin bedroom
- Back right master bedroom ensuite (if applicable)
- Back right master bedroom
- Family bathroom
- Small twin bedroom
- Hallway
- Kitchen
- Verandah
- Dining room and living room
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• Cottage
- Verandah
- Kitchen
- Dining and living room
- Bedroom
- Master bathroom
- Hallway
- Piano room
- Shower room & mini hallway
- Entrance hallway
Maintenance Team
- Audience:
• Accountability for Maintenance Team
• For information only to all staff.
- The maintenance team must use shoe coverings or indoor shoes as per the PPE
guidelines at all times when entering lodges.
- In addition to the standard checks for lights ups, the maintenance team will spot
check lodges to ensure compliance with this procedure. The Directors or
Manager will inform the maintenance team which lodges will be spot checked.
The maintenance personnel will then:
• check kitchen cupboards, fridges, underneath beds, random drawers in the
lodge, behind a sofa and behind curtains for dust, cobwebs or other signs that
cleaning may have been missed.
• If only small issues are noticed, the maintenance team will rectify such issue
following this protocol.
• If the maintenance team, or the manager or director, believe the cleaning is not
satisfactory the cleaner will be required to return and redo the work in their own
time.
- The maintenance team will clean the filters on vacuum cleaners at least once a
month, and more often if required. A checklist is available, which must be
checked and updated by the maintenance team.
- As part of the pre-opening deep cleans the maintenance teams will run the water
systems and sanitise the shower heads.
Version Control
Version 1.0 written 21.06.2020 by Duncan Gell (Director).
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Reason for issue: first issue.
To be reviewed: 01.07.2020
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