HSHS COVID-19 Keeping You Informed - Updated 3.20.20 - Hospital Sisters ...
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HSHS COVID-19
Keeping You Informed
Updated 3.20.20
Remote Work
Working remotely is currently approved on a time-limited basis for eligible positions due to the need for social distancing
during the COVID-19 pandemic. If you are able to work remotely, colleagues should discuss with and get approval through
their immediate supervisor for remote work. Any approved remote work due to the COVID-19 pandemic would be effective
March 16 through April 3, 2020 and re-evaluated at that time should an extension be necessary. HSHS would follow CDC
guidelines when determining if an extension is needed.
Emergency Leave and Short-Term Disability/Workers’ Compensation Protection
Emergency leave benefit – HSHS will be providing a new 14-day paid emergency leave benefit for COVID-19, managed by
your immediate supervisor, along with HSHS Healthy Partners and the HSHS Colleague Service Center leave and disability
team covering:
o colleague with a confirmed COVID-19 diagnosis;
o colleagues who have a family member with a confirmed COVID-19 diagnosis living in their home (family
member is defined as: related by blood, marriage, adoption, foster, or an approved *HSHS Legally Domiciled
Adult (LDA));
o colleagues who have been notified by a regulatory agency or HSHS of COVID-19 direct* exposure and require
quarantine.
* Legally Domiciled Adult (LDA): an individual over 18 who has for at least 6 months lived in the same principal residence as the
Colleague and remains a member of the Colleague’s household who either: (A) has an on-going, exclusive and committed
relationship with the Colleague similar to marriage (not a casual roommate or tenant), shares basic living expenses and is financially
interdependent with the Colleague, is neither legally married to anyone else nor legally related to the Colleague by blood in any way that
would prohibit marriage; or (B) is the Colleague's blood adult relative who meets the definition of his or her tax dependent as
defined by Section 152 of the Internal Revenue Code during the coverage period.
To initiate a 14-day COVID-19 paid leave, colleagues must work with their immediate supervisor, along with HSHS
Healthy Partners and the leave and disability team through the HSHS Colleague Service Center.
If you meet the above criteria, HSHS Healthy Partners will coordinate your leave with the HSHS Colleague Service
Center Leave and Disability team.
*traveling to a country (or cruise) CDC has deemed level 3 would be considered direct exposure
Please note, if a colleague is not directly exposed to COVID-19 (and doesn’t meet dot point 3 above under emergency leave),
meaning there has not been a confirmed direct exposure, but they are showing symptoms, they should be quarantined for
14 days. They would utilize their PTO benefit, contact their primary care provider for recommended treatment options, and
apply for any potential qualifying leaves through UNUM based on their provider’s recommendation.
Update regarding CDC level 2 international travel notice effective 3/20/20: Colleagues who had been quarantined from
work due to level 2 travel are now able to return to work if asymptomatic effective 3/20/20. If the colleague is presenting
symptoms, they should continue quarantine for the remaining time period. They would utilize their PTO benefit, contact
their primary care provider for recommended treatment options, and apply for any potential qualifying leaves through
UNUM based on their provider’s recommendation.
Short Term Disability benefit – Colleagues who meet eligibility for the HSHS Short Term Disability program with a
confirmed COVID-19 diagnosis or who contract the virus during the 14-day quarantine period will be eligible to receive
short-term disability benefits. Short-term disability benefits will begin after a 7-calendar day elimination period during
COVID-19 COMMUNICATION – UPDATED 3.20.2020 – 1:54 PMwhich colleagues will be paid his/her base pay. If the elimination period ends before the end of the 14‐day quarantine
period, the colleague will receive short‐term disability pay (if approved by Unum) and HSHS will supplement the short‐term
disability pay so the colleague receives 100% of pay through day 14 and is treated the same as a person who is quarantined
but who does not have the virus. In the event you need to be out of work longer than 14 days due to your own confirmed
COVID‐19 diagnosis, normal short-term disability benefits would apply.
o For example, colleague is diagnosed on day 3 of quarantine period. Member contacts Unum to begin the
short-term disability process. Elimination period ends on day 10 and STD begins on day 11. Member will
receive short-term disability pay beginning on day 11. HSHS will supplement the STD pay for days 11-14.
I am sick and not sure what to do?
1. Call your Primary Care physician’s office and discuss your symptoms and how you are feeling.
2. Or, try our virtual doctors’ office called HSHS Anytime Care at www.anytimecare.com or Prevea Health Virtual Care
at www.prevea.com/VirtualCare and discuss your symptoms and how you are feeling.
3. Keep your leader informed about your situation.
4. In rare situations, should you have additional questions that could not be answered by your PCP, Virtual Care, or
your leader, you can contact HSHS Medical Group Occupational Health at 618-628-8440 or Wisconsin Prevea
Occupational Health at 920-405-1420.
Workers’ Compensation
Subject to interpretation of applicable state workers’ compensation laws, a colleague may also have a compensable
workers’ compensation claim if the colleague contracts the Coronavirus in the course and scope of his or her employment.
Accordingly, if you become sick and think your illness is related to the course and scope of your work, you should call our
workers’ compensation Third Party Administrator Sedgwick at 1-855-261-5954 for immediate nursing consultation and to
report the exposure.
Travel
Am I allowed to travel for work-related meetings or other HSHS business purposes?
HSHS has restricted travel for colleagues to high-risk areas per the Centers for Disease Control and Prevention (CDC) and
we are limiting non-essential business travel. We encourage phone, Skype, video conferencing or other methods of electronic
communication in place of in-person meetings and day trips. All business travel is restricted, unless approved by your
immediate supervisor.
I have plans to travel (international or domestic). What happens when I return?
Depending on your recent travel destination and areas you may have traveled through, you may be required to complete a
14-day quarantine period from the time you left an area with widespread or ongoing community spread of COVID-19. This
process is effective immediately and aligns with the CDC recommendations. As of 3/17/20 we are currently not requiring a
14-day quarantine if traveling domestically in the United States. However, this changes rapidly, and we will continue to
communicate updates as we have them. Colleagues who have traveled internationally will be required to be cleared
through occupational health and human resources prior to returning to work. HR may determine if domestic travel requires
clearance through occupational health based on recent travel destination areas and evaluation of any symptoms.
The countries that have a CDC designated level 3 international travel health notice change frequently and require a 14-day
quarantine period prior to returning to work. Following the 14-day quarantine, you will be required to notify your
immediate supervisor, chief medical officer (CMO), administrator on call (AOC) or HR at least 24 hours before reporting for
a shift. In addition, colleagues will be required to be cleared through HSHS Healthy Partners prior to returning to work.
Contact your local HR department if you have further questions regarding travel or your return to work.
What happens if I am quarantined for 14 days, will I get paid?
COVID-19 COMMUNICATION – UPDATED 3.20.2020 – 1:54 PMIf the colleague is notified by a regulatory agency or HSHS of COVID-19 direct* exposure and required quarantine, they will
receive new paid emergency leave benefit for COVID-19 of up to 14 days.
Are colleagues currently required to complete a 14-day quarantine if they are not symptomatic, and did not travel to any
of the areas designated by the CDC as level 3 (international travel)?
No, not at this time. If you do begin to feel sick or become symptomatic once you return, please follow the below
instructions:
• Call your Primary Care physician’s office and discuss your symptoms and how you are feeling.
• Or, try our virtual doctors’ office called HSHS Anytime Care at www.anytimecare.com or Prevea Health Virtual Care
at www.prevea.com/VirtualCare and discuss your symptoms and how you are feeling.
• Keep your leader informed about your situation.
• In rare situations, should you have additional questions that could not be answered by your PCP, Virtual Care, or
your leader, you can contact HSHS Medical Group Occupational Health at 618-628-8440 or Wisconsin Prevea
Occupational Health at 920-405-1420.
I have a trip planned to Florida. Will I be required to self-quarantine upon my return?
As of 3/17/20 we are currently not requiring a 14‐day quarantine if traveling domestically in the United States. However,
this changes rapidly, and we will continue to communicate updates as we have them.
I just returned from a cruise, do I need to self-quarantine?
Cruise travel is currently deemed as level 3 travel notice per the CDC. This requires the colleague to complete a 14-day
quarantine period from the time you left an area with widespread or ongoing community spread of COVID-19. This process
is effective immediately and aligns with the CDC recommendations noted below. Colleagues who have traveled
internationally or have been on a cruise will be required to be cleared through HSHS Healthy Partners prior to returning to
work. The areas that have a CDC designated level 3 international travel health notice changes frequently and require a 14-
day quarantine period prior to returning to work. Following the 14-day quarantine, you will be required to notify your
immediate supervisor, chief medical officer (CMO), administrator on call (AOC) or HR at least 24 hours before reporting for a
shift. In addition, colleagues will be required to be cleared through HSHS Healthy Partners to return to work. Contact your
local HR department if you have further questions regarding travel or your return to work.
Interviewing/Job Shadows/Internships and New Colleague Orientation
As a precautionary measure to mitigate the risk of exposure to COVID-19, we are implementing the following guidelines for
interview scheduling and New Colleague Orientation effective immediately, through April 6, 2020 and will be re-evaluated if
an extension is necessary at that time.
Updated Interview Format Guidelines
COVID-19 COMMUNICATION – UPDATED 3.20.2020 – 1:54 PMWe are suspending in-person interviews, including meet and greets, job shadows, and internships with external candidates,
across all HSHS locations. Interviews should proceed via phone, Skype or other electronic methods.
Interview Scenarios Action
Local Candidates • All interviews will be conducted via phone or Skype.
• Talent Acquisition will notify currently scheduled candidates and
hiring managers of changes to in-person interviews.
• Talent Acquisition will update calendar invite to reflect changes
in interview format.
Out–of-State Candidates • All candidate travel will be suspended/cancelled.
• All interviews will be conducted via phone or Skype.
• Talent Acquisition will notify currently scheduled candidates and
hiring managers of changes to in-person interviews.
• Talent Acquisition will update calendar invite to reflect changes
in interview format.
Internal Interviews • In-person internal interviews will continue as scheduled.
• Virtual interview options available per request of candidate or
hiring manager.
For further questions related to interview scheduling guidelines, please contact one of the following Talent Acquisition
contacts:
• Chad Venters, System Director of Talent Acquisition, at Chad.Venters@hshs.org or 217-433-8926
• Camile Gromowski, Talent Acquisition Team Lead, at Camile.Gromowski@hshs.org or 920-433-8551
In-person New Colleague Orientation will be suspended beginning Monday, March 23 through Monday, April 6, 2020. New
colleagues will participate in a virtual orientation by completing required modules from a remote location. Organization
Development/Learning or Talent Acquisition will contact managers to provide further guidance to ensure successful first
day orientation.
NCO Requirements Action
Day 1 – Manager • Manager to contact new hire to welcome to HSHS
Communication • Manager to review role/site specific orientation schedule for
remainder of week 1
Day 1 - Required Online • New colleagues will complete orientation online, via
Modules *NEW* HealthStream. The HealthStream course is titled: New Colleague
Orientation: Keeping our colleagues and patients safe from day
one. Once colleague’s complete orientation, they may begin
role-specific training.
• The virtual orientation is scheduled to last no more than TWO
hours.
• Leaders will be asked to find a computer lab or private space for
the colleague to complete the online orientation program.
Colleagues do have the option to complete this orientation on
their smart phone once they arrive at work.
• For additional questions, please reference the email that was
sent out by your local Human Resources team or email,
LearningOD@hshs.org
Colleague Required Documents • Talent Acquisition to coordinate pre-boarding process.
• Manager to coordinate Badging and Parking with local HR or
Security.
COVID-19 COMMUNICATION – UPDATED 3.20.2020 – 1:54 PMPRN Colleagues
During this pandemic, HSHS will remove the 28-hour restriction and allow PRN colleagues to work over the 28-hour
restriction. HSHS reserves the right to enforce this restriction at any time. Please discuss this with your direct supervisor.
Childcare/Public & Private School Closings
Due to government mandates to close public and private schools, HSHS is evaluating ways to partner with and support our
colleagues while still maintaining the care needed for our patients and communities. We know parents always take primary
responsibility for their children and are already trying to proactively solve for childcare needs with family, friends, and other
resources they seek out. We appreciate our colleagues’ efforts to balance patient needs with family needs. We also
recognize this won’t be sufficient for some colleagues. We are here to support and evaluate options collectively with the
community. Please contact your immediate supervisor or local HR department to assist with tapping into local resources
that may be able to assist.
• Local resources such as childcare facilities, camps, churches, community organizations and groups via social
networks
• Creative and flexible scheduling within your department/unit to allow colleagues to care for their families and still
keep their commitments at work to care for our patients and communities
NEW PTO flexibility for childcare during COVID-19 – Colleagues must use their paid time off (PTO) for absences for the care
of your minor children due to COVID-19 related school/daycare closures. HSHS may allow colleagues to build a negative
balance for PTO, up to 80 hours, related to these absences.
HSHS is proactively monitoring the impact of COVID-19 and its effects on our colleagues and ministries. The health, safety,
and well-being of our providers, colleagues, patients and communities is top priority. We understand that childcare needs
may change as the effects of the pandemic unfold. A SWOT team has been assembled to evaluate additional options that
may be necessary to implement as allowable under state guidelines for emergency situations.
Getting Information and Staying Informed
HSHS is committed to educating colleagues on appropriate health and safety steps, as well as business adjustments we may
make as this situation continues to develop. Colleagues can stay informed by visiting our website at
https://www.hshs.org/COVID-19 ,for up to date information. Colleagues can also email infocovid19@hshs.org with any
questions. We don’t anticipate being able to answer each question individually; however, we will use questions to help provide
global feedback to HSHS colleagues.
HSHS leadership is working diligently to provide real time updates and to be transparent in our communication. Please keep in
mind that each of our HSHS communities might be affected differently as a result HSHS business adjustments including activate
of emergency leave may vary based on the local situation. We encourage our colleagues to contact their direct supervisor
and/or your HR team with questions.
Frequently Asked Questions
PTO/Low-Census
Q: I don't want to use all my PTO. Are there any alternatives to low-censusing?
A: This is an unprecedented time, and we are working hard to coordinate our efforts to ensure we are able to provide high-
COVID-19 COMMUNICATION – UPDATED 3.20.2020 – 1:54 PMquality care. This means postponing elective appointments, among other things, so that we can redeploy our colleagues
where they are immediately needed. Locally, our leadership teams are constantly forecasting holes and shortages and
sending out colleagues who are qualified to fill-in based on licensure and certification requirements. We appreciate your
flexibility, it allows us to continue to serve our patients.
Pregnant Colleagues
Q: I was curious if there are any specific recommendations for pregnant colleagues during this pandemic? Especially
since pregnant women have been told they cannot be visitors in the hospital.
A: We are asking pregnant colleagues to consult with their physician regarding any specific recommendations relative to
work. Colleagues who need assistance because of a physical or mental condition are encouraged to request a reasonable
accommodation. The colleague should follow the HSHS Reasonable Accommodation policy located on MCN Policy Manager,
which can be accessed using this link: HSHS Reasonable Accommodation. Requests for reasonable accommodation should
be made to your immediate supervisor. The Request for Reasonable Accommodation Form should be completed and
submitted to your local human resources department. Your immediate supervisor and your local human resources
department will review the accommodation request and make a determination.
Unemployment
Q: Our volumes have dropped dramatically. Can I file for unemployment?
A: HSHS does not advise as to whether colleagues should apply for unemployment benefits. For more information related to
unemployment benefits, you may contact the IL Dept of Security: (800) 244-5631; https://www2.illinois.gov/ides; or WI
Department of Workforce Development: (608) 242-4919; https://dwd.wisconsin.gov/ui/.
Compromised Immune Systems
Q: I have a compromised immune system. Am I still required to come to work?
A: If you have a compromised immune system and you are requesting to be off work, you can contact your immediate
supervisor to discuss using your Paid Time Off (PTO) benefit. Colleagues who need assistance because of a physical or mental
condition are encouraged to request a reasonable accommodation. The colleague should follow the HSHS Reasonable
Accommodation policy located in MCN Policy Manager, which can be accessed using this link: HSHS Reasonable
Accommodation. Requests for reasonable accommodation should be made to your immediate supervisor. The Request for
Reasonable Accommodation Form should be completed and submitted to your local human resources department. Your
immediate supervisor and your local human resources department will review the accommodation request and make a
determination.
Q: I live with someone who has a compromised immune system. I am worried I will be exposed and bring COVID-19
home. What can I do?
A: If you live with someone who has a compromised immune system and are worried you may be exposed to COVID-19, you
may speak to your immediate supervisor about options. There may be the ability to utilize you in another capacity within the
department or practice to help limit exposure, or you could request to use your Paid Time Off (PTO) benefit.
Q: What do we do in the case that someone has symptoms but can’t get tested because of lack of availability of tests? Do
we still consider them to be eligible for the emergency leave and put them through the process?
A: Normal PTO benefits would apply until they are confirmed COVID-19. If they don’t test positive but remain sick, they
would need to contact UNUM and follow the normal disability process.
Q: Colleague lives with someone showing symptoms, but the colleague remains asymptomatic. Do we send the colleague
who is asymptomatic home?
COVID-19 COMMUNICATION – UPDATED 3.20.2020 – 1:54 PMA: No, not at this time. If the colleague begins to feel symptomatic, they should follow the below instructions:
1. Call your Primary Care physician’s office and discuss your symptoms and how you are feeling.
2. Or, try our virtual doctors’ office called HSHS Anytime Care at www.anytimecare.com or Prevea Health Virtual Care
at www.prevea.com/VirtualCare and discuss your symptoms and how you are feeling.
3. Keep your leader informed about your situation.
4. In rare situations, should you have additional questions that could not be answered by your PCP, Virtual Care, or
your leader, you can contact HSHS Medical Group Occupational Health at 618-628-8440 or Wisconsin Prevea
Occupational Health at 920-405-1420.
Q: What if surgeries are stopped for longer than 14 days? How will we get paid if we can only go -80? Is the -80 hours
only to be used for childcare absences or all absences related to COVID-19?
A: Currently PTO flexibility and allowing a negative PTO balance of up to 80 hours is for childcare needs due to
school/daycare closures. The impact of this pandemic is fluid and we continue to evaluate staffing shortages, needs, and
approaches.
Q: May I use my PTO Cash Out?
A: Any colleague who earns PTO may cash-in up to 40 hours in 2020. If you did not declare that you would cash-in PTO in
2020 during annual enrollment in November, the PTO will be paid out at 90% of your base rate of pay. PTO Cash
declarations made during annual enrollment cannot be rescinded per IRS regulations. However, if you have not yet cashed-
in the PTO hours that you declared during annual enrollment, those hours are available for you to use for other absences as
needed. In December 2020 PTO Cash hours that were declared and not previously cashed-in will automatically be paid out.
If you have less than your declared hours, only the number of PTO hours you have at that time will be paid.
Q: Can we do a PTO donation to our colleagues?
A: At this time, we are not able to implement a PTO donation program.
Q: May I use my EIB if I run out of PTO?
A: At this time, EIB (Extended Illness Benefit) is reserved for use with an approved Short-Term Disability.
HR Contacts
System:
David Beach, Chief Human Resources Officer – P: 616-401-2944; E: David.Beach@hshs.org
Angela Nguyen, VP, Colleague Relations & Talent Acquisition – P: 217-492-5826; E: Angela.Nguyen@hshs.org
Cassie Frye, System Manager, Benefits & Wellness – P: 217-492-5828; E: Cassie.Frye@hshs.org
Stephanie Shanle, System Manager, Human Resources – P: 217-492-5821, E: Stephanie.Shanle@hshs.org
HSHS IL Division
Rick Tolson, VP, Human Resources – P: 859-905-7134; E: Rick.Tolson@hshs.org
HSHS WI Division
Chris McKee, VP, Human Resources – P: 920-884-5656; E: Chris.McKee@hshs.org
HSHS Medical Group and Prairie Cardiovascular
Penny McCarty, VP, Human Resources – P: 217-523-5548; E: Penny.McCarty@hshs.org
COVID-19 COMMUNICATION – UPDATED 3.20.2020 – 1:54 PMAdditionally, colleagues who have questions regarding their current benefit offerings such as short-term disability, PTO and
insurance coverage should contact the HSHS Colleague Service Center at 1-855-394-4747 or FYI@hshs.org. Our benefits
experts are here to provide information and assist colleagues.
COVID-19 COMMUNICATION – UPDATED 3.20.2020 – 1:54 PMYou can also read
