COVID-19 Phase 4 Restart Plan 2021 - BC Centre for Ability - Prepared by BCCFA Covid-19 Task Force & Operational Leadership Team
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BC Centre for Ability
COVID-19 Phase 4 Restart Plan
2021
Prepared by
BCCFA Covid-19 Task Force &
Operational Leadership Team
Page |2 BC Centre for Ability – COVID-19 Restart Plan What’s Happening in BC? On May 25th, 2021 the Provincial Health Officer, Minister of Health and Premier of BC announced a phased restart plan with the reduction of community transmission of Covid 19 across BC as well as a significant increase in rates of vaccinations. This is a 4-stage plan beginning with stage 1 on May 25th and progressively loosening current Covid 19 restrictions and public health measures until September 7th, 2021 when we will arrive at our “new normal” post pandemic. What’s happening at the BC Centre for Ability? In May, 2020 the BC Centre for Ability released our initial Restart Plan to guide the organization out of the initial restrictions of the pandemic, create safe working environments and help us return to delivering a combination of virtual and in-person services over the 12-18 months the Public Health Officer predicted it would take before we had effective vaccines and/or treatments for Covid 19. The BC Centre for Ability Restart Plan had 4 phases and over the last 15 months we have been operating between phases 1-3. Phase 4 was “to be determined” and based on when we had effective vaccines or treatments and at the direction of the Public Health Office. With all British Columbians 12 years and older projected to have access to their first dose of vaccine by the end of June and be fully vaccinated by September, the BC Government has released a new Restart Plan to get us through this final stage of the pandemic. We have used the provincial plan to guide the development of our Phase 4, and the purpose of this document is to outline the BC Centre for Ability’s plan to gradually move to our new normal. The dates in this plan are subject to change based on public health guidance and orders. Gradual lifting of restrictions at the BC Centre for Ability Step 1: May 31st – July 1st, 2021 – Return to Phase 3 of the 2020 BC Centre for Ability Restart Plan. This phase will include additional opportunities for physical interactions, expanded in-person services and meetings, and a more equal blend of work from home and the use of our office spaces. Step 2: July 1st – September 7th, 2021 – This step will see a lifting of some of the public health measures in our offices, a return to larger group and team meetings, a full return to in-person services (Centre based, home and community) and the return of small therapeutic groups/camps. Step 3: September 7th, 2021 – This step is our “new normal” and will include a full return to all in- person services, meetings and a return to normal social interactions. Most of the restrictive public health measures will be lifted within our offices. Pandemic policies 11.1, 11.2 and 11.3 will sunset and ongoing health & safety and work flexibility practices will be articulated within the existing corporate policy manual. Rather than making program-based decisions about what work will look like for teams in Phase 4 we decided to create parameters based on role. As a result, there may be variability within programs in terms of where and how staff do their work, but there will be consistency across programs for staff who share similar roles/scopes and functions. The following section describes the parameters for those providing direct client services and for those in corporate/support roles.
Page |3 Role Based Protocols - Direct Client Services
Page |4 Role Based Protocols – Direct Client Services Step 1 Staff will use a hybrid model of service, including virtual and in person visits. Staff will increase the number of in-person visits, including home and community visits. Staff will use a Point of Care Risk Assessment to determine if visits occur virtually or in person. Staff will continue to use physical distancing as able and PPE as needed. Step 2 Staff will provide services in person at the Centre (or satellite office), in the community (outdoors and indoors) and at clients’ homes. Virtual sessions will be an option when clinically indicated or requested by a client. Staff will use PPE for indoor appointments as directed by the PHO. Step 3 Staff will provide services in person at the Centre (or satellite office), in the community (outdoors and indoors), and at clients’ homes. Virtual sessions will be an option when clinically indicated or requested by a client. The use of PPE will no longer be required as directed by the PHO. Staff will complete their program related work at the Centre, in the community or at home according to operational needs. Step 1 Staff will continue to use a hybrid model of service, including virtual and in person visits. In person visits will occur in schools, in the community (outdoors and indoors) as well as in client’s homes. There will be no restrictions on in person visits. Staff will continue to use physical distancing as able and PPE as needed. Virtual sessions will be an option when clinically indicated or requested by a client. Step 2 In person visits will continue to occur in schools, in the community (outdoors and indoors) and in clients’ homes. Staff will use physical distancing as able and PPE for indoor appointments as directed by the PHO. Virtual sessions will be an option when clinically indicated or requested by a client.
Page |5 Step 3 In person visits will continue to occur in schools, in the community (outdoors and indoors) and in clients’ homes. Virtual appointments will occur when requested by a client or to attend meetings. The use of PPE will no longer be required as directed by the PHO. Supported Child Development (Vancouver & Burnaby) – Client Services Step 1 In Phase 3/Step 1 SCD staff will continue providing virtual support, when possible, to clients and child care providers, but will incorporate in-person visits and appointments every 4-6 weeks or more frequent as determined appropriate and while applying physical distancing measures. Staff will continue to offer virtual training for child care providers. The following circumstances will be included in the in-person support: • Child care provider meetings • Client observations in child care settings • Intake and updates with clients and families Step 2 In Step 2 SCD staff will provide in-person visits and support whenever possible to clients and child care programs. Visits and support will take place every 4-6 weeks or more frequent as determined appropriate and while applying physical distancing measures. Staff will continue to offer virtual community training. Program specific training can be offered virtually or in person. Step 3 In Step 3 SCD staff will provide in-person visits and support to clients and child care programs as their primary service every 4-6 weeks or more frequent as determined appropriate. Virtual support such as family meetings and intake visits will be provided if requested. In person service is preferred. Staff will continue to offer virtual community training; in person community training will be considered as needed. Program specific training can be offered virtually or in person. Psycho-Social Programs – Client Services Step 1 Most staff working from home with only occasional visits to the Centre to pick up/drop off equipment or attend meetings as appropriate. A schedule for working from the Centre can be developed in consultation with the program Leader.
Page |6 The following additional circumstances may be considered for in-person support: • Small therapeutic groups Step 2 Staff will provide services in person at the Centre (or satellite office), in the community (outdoors and indoors) at client's homes, or virtually, depending on the situation and family preference. Staff will use PPE for indoor appointments as directed by the PHO. Small groups can take place in- person either outdoors or indoors in accordance with PHO guidelines, with other groups continuing virtually. Step 3 Staff will provide services in person at the Centre (or satellite office), in the community (outdoors and indoors) at client's homes, or virtually, depending on the situation and family preference. The use of PPE will no longer be a requirement. No further restrictions on group size or location. Community Brain Injury Program for Children & Youth in BC – Client Services Step 1 Most staff will continue working from home and will come into the Centre to pick-up/drop off material or to attend meetings as appropriate. Community therapists will continue providing the majority of their services from home and virtually. Under certain circumstances staff will provide in-person support and will apply physical distancing unless close contact is deemed necessary for the intervention. Step 2 Staff will provide services in person at the Centre (or satellite office), in the community (outdoors and indoors) at client's homes, or virtually, depending on the situation and family preference. Staff will use PPE for indoor appointments as directed by the PHO. Small groups can take place in- person either outdoors or indoors in accordance with PHO guidelines, with other groups continuing virtually. Step 3 Staff will provide services in person at the Centre (or satellite office), in the community (outdoors and indoors) at client's homes, or virtually, depending on the situation and family preference. The use of PPE will no longer be a requirement. No further restrictions on group size or location.
Page |7 Adult & Vocational Services – Client Services Step 1 Most staff working from home with only occasional visits to the Centre to pick up/drop off equipment or attend meetings as appropriate. A ‘Working from the Centre’ schedule can be developed in consultation with the program Leader. Step 2 Staff will provide services in person at the Centre (or satellite office), in the community (outdoors and indoors) at client's homes, or virtually, depending on the situation and client preference. Staff will limit in-person meetings with community partners to essential. Step 3 Staff will provide services in person at the Centre (or satellite office), in the community (outdoors and indoors) at client's homes, or virtually, depending on the situation and client preference. Staff will resume attending larger community meetings, job fairs and networking events.
Page |8 Role Based Protocols - Corporate/Support Services
Page |9 Corporate/Support Services Corporate/Support services include: Executive Director & EA, Finance, People & Culture, Innovation, Transformation & Quality, IT, Building (including Reception), Development and Communications, Program Admin, Therapy Aids and Intake Consultants/ Coordinators across all programs. Step 1 Staff will blend working from the Centre and remotely. Decisions about the split between working from home and from the Centre will be left with department Directors and Leaders and will be made factoring in staff preferences, physical accommodations, physical distancing and productivity. Step 2 Staff will increase their presence at the Centre based on operational need as determined by the department Director/Leader. Staff and teams can increase their in-person meetings ensuring that they are following the public health guidelines and policies in effect within our office spaces. Teams can host meetings with external teams/vendors within the Centre as long as room capacity limits and other public health protocols active in Step 2 are followed. Step 3 Staff will return to regular working arrangements which may include some working from home based on operational need and as determined by the department Director/Leader but work will primarily happen within a BCCFA office. Staff and teams can meet in-person as needed and host large workshops, engagement sessions and organizational training. No restrictions on hosting meetings with external people/teams/vendors at the Centre.
P a g e | 10 BC Centre for Ability Office Guidelines
P a g e | 11 Head Office – 2805 Kingsway Step 1 Depending on the program, some staff may continue to work from home exclusively. Step 1 will allow for any staff to return to the Centre for up 50% of their work week. Leaders will work with their teams to ensure a schedule that works for staff as well as the physical distancing requirements at the Centre. The Centre should not have more than 50 staff in the building at any given time. No on-site meetings with external parties unless required. External visitors will go through the screening questionnaire at reception and staff must ensure that they communicate physical distancing procedures to external visitors and adhere to physical distancing requirements including meeting room capacity. Step 2 Staff and teams will continue to blend working from the office and working from home/community based on work demands rather than on building occupancy. Building capacity limits will be eliminated, however, room capacity limits will remain. Mask use will remain mandatory in all common areas of the office with the exception of the kitchen while eating. In-person staff and team meetings/lunches will be encouraged as long as health and safety measures are being observed. Directional signage will be removed and staff with have full access to kitchen facilities. Meetings with external partners can be hosted at the Centre as long as everyone observes the Centre based public health protocols in place in Step 2. Step 3 Staff and teams will operate in their “new normal” working arrangements as determined by their program/department leadership. Room capacity limits will be eliminated and mask use/social distancing will be based on individual choice/preference but not mandatory within any of our offices. Electronic sign-in for staff and guests will continue and it will include a brief and standard health screening questionnaire rather than the full Covid 19 screening questionnaire. Large in- person gatherings can resume including all Center staff meetings, training, workshops and events with clients, families and community partners. PPE will be available but only required for normal contact precautions as per Policy 3.1.
P a g e | 12 Satellite Offices Step 1 Depending on the program, some staff may continue to maintain their home as their primary work location. Step 1 will allow for some staff to return to their satellite office for up 50% of their work week, as long as physical distancing requirements can be met. If physical distancing requirements can’t be met due to the size of the office or other factors, staff will either work from home or from the main office on Kingsway. Step 2 Staff and teams will continue to blend working from the office and working from home/community. Office capacity limits will be eliminated; however, mask use and social distancing will remain mandatory. In-person staff and team meetings/lunches will be encouraged as long as health and safety measures are being observed. Directional signage will be removed. Step 3 Staff and teams will operate in their “new normal” working arrangements as determined by their program/department leadership. Mask use will be based on individual choice/preference but not mandatory within any of our offices. Electronic sign-in for staff and guests will continue and it will include a brief and standard health screening questionnaire but not the full Covid 19 screening questionnaire. Large in-person gatherings can resume including all staff meetings, training, workshops and events with clients, families and community partners. Hand sanitizer and cleaning supplies will continue to be available as will PPE. Working from Home and Community Since the launch of our 3-year strategic plan in January, 2020 one of our most significant priorities as an organization has been to upgrade and make more readily available the technology that staff need to deliver exceptional services and that the organization needs to be efficient and sustainable now and into the future. Capabilities like increasing our ability to work remotely, introducing client portals, reducing/eliminating paper and reducing some manual processes were identified as priorities before the pandemic, however the pandemic dramatically sped up the requirements for us to implement these technologies within the first year of our strategic plan. Since the pandemic we have taken dramatic steps to adhere to public health advice and to ensure that we maintained a safe working environment for staff.
P a g e | 13
In our Phase 4 “new normal” we will continue investing in technology and supporting our staff and
teams to work from locations that are the most practical operationally. With approximately 135
staff whose positions, FTE, scopes of practice and geographical locations vary greatly, we will
see variability in terms of what working from home/in the community will look like. For roles that
are inherently office based, we will require more frequent and consistent presence at one of our
offices by Step 3. For roles that are client facing and community based, we will be providing more
flexibility with where work gets done and we will not be prescriptive about which days/times we
would like staff working from an office space. Rather, staff and leaders will make these decisions
based on the following principles & accountabilities:
Guiding principles
• All staff are still assigned to a physical worksite and we want everyone to have some
regular presence in the office (we do not currently have internal roles that are primarily
home based).
• We aim to create a culture where we take advantage of the benefits of working together
in-person while also ensuring that staff who are required to be in the community have
the flexibility to do their work as efficiently as possible which includes working from home
and the community as necessary.
• We aim to create flexible work environments that provides work-life balance, increases
productivity, efficiency and well-being.
Shared Accountabilities
• We are accountable to meet the targets of our contracts as determined by MCFD.
• We are accountable to meet the goals, directives and performance standards set by the
Board, Operational Leadership Team and Supervisors.
• We are accountable to meet the needs of our clients, families and community partners.
• We are accountable to meet the accreditation standards set by CARF.
Individual and/or team working arrangements may change at the discretion of the leadership team
if we aren’t able to meet our individual, team or organizational accountabilities, however we
strongly believe that this flexibility will ultimately help us better meet the accountabilities above
over the long-term. We believe the amount of trust, interdependency and accountability we’ve
built and strengthened over the last 15 months will serve us well as we take this leap into our new
normal.P a g e | 14 Occupational Health & Safety
P a g e | 15 Occupational Health and Safety Physical Distancing Physical distancing will remain in place until Step 3 of the Restart Plan. If prolonged physical contact (15 minutes or longer) is not possible for clinical reasons then PPE is available. As of September 7th, physical distancing in the workplace and clinical environments will no longer be required. Engineered Controls Over Steps 2 and 3 most of the engineered controls in place will be gradually reduced or eliminated. Plexiglass barriers will remain in some areas but measures such as directional signage, building and room capacity limits, Covid 19 health screening, lunch room measures and limits on external visitors will be eliminated. Administrative Controls Administrative controls are the policies and practices we put in place to encourage overall health, wellbeing and safety. In Step 3 we will return to the usual infection control and administrative policies and practices that were in place prior to the pandemic as we sunset the pandemic specific policies. The existing policies may be updated during our annual policy review to include additional measures that we believe should remain in place following the pandemic (i.e. basic health screening, staying home when sick and cleaning/disinfecting practices). Personal Protective Equipment PPE, sanitization and cleaning supplies will continue to be available and used based on post- pandemic policies and clinical guidelines. Accountability By Stage 3 the BC Centre for Ability’s Covid-19 Taskforce will sunset and the ongoing monitoring and supporting of occupational health and safety related to public health and communicable diseases will be transitioned to the OH&S Committee. Risks and ongoing issues will be addressed by the committee and/or escalated through the BC Centre for Ability’s Risk Management Committee.
P a g e | 16 Conclusion Since March, 2020 our world and organization has changed dramatically. The last 15 months have challenged how we work, how we relate to each other, it’s challenged our capacity to change, tested our resiliency and exposed existing pressures and stressors within the sectors that we work. It’s challenged us professionally and personally. From day one, our goal as an organization has been to emerge from the pandemic stronger and more connected than before, and to use this is an opportunity to implement new systems and processes that were required to function in the short-term with the goal of improving our work over the long term. Finally, this was a true test of our values and character as people, teams and as an organization. Although mostly connected virtually, over the last year we were given unprecedented glimpses into each other’s personal lives. We got to see inside each other’s homes, meet each other’s families and pets and connect on a level in some ways much deeper than before. We witnessed countless examples of kindness, compassion and selflessness on the part of staff and teams as you all supported each other through this journey and you all made sure that our business never stopped and clients continued to have access to our services when they needed us the most. This new Phase 4 Restart Plan is the moment we’ve been waiting for since March of 2020 and is the beginning of the final stretch of the pandemic. This is a time to continue to be cautious but also a time to be optimistic and hopeful. People will proceed through these next few months with differing levels of comfort and we want to acknowledge that. We are excited to welcome our new normal, excited to see you all again in person and looking forward to using the lessons learned from the pandemic to support our success in the future. Welcome back!
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