Public Health Reopening Protocol Office Workspace - City of ...
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Public Health
Reopening Protocol
Office Workspace
July 23, 2020
Recent Updates: (Changes are highlighted in yellow) What Will I Find in this Document?
7/23/20: Additional information provided regarding employee and visitor
face coverings, and update to employee illness protocol based on new
1. OVERVIEW OF PROCEDURES AND RESOURCES
CDC criteria. 2. KEY PRACTICES
3. REOPENING PROTOCOL CHECKLISTOVERVIEW OF PROCEDURES AND RESOURCES
ENSURING A SUCCESSFUL REOPENING - PROTECTING EMPLOYEES AND STEPS TO REOPEN
CUSTOMERS FROM COVID-19
1
In the midst of the COVID-19 pandemic, businesses must take steps to prepare and position Designate one individual
themselves for a successful reopening. Reduce risk of your business from becoming the site to be in charge of planning
of an outbreak. Ensure employees are enrolled in health insurance and have an established and implementation
relationship with a primary care doctor prior to reopening. Depending on the situation,
public notification of an exposure to COVID-19 may be required. Employees can call 211 for
information on health insurance and primary care physicians.
2
▪ Employers are required to make an immediate report to the Pasadena Public Complete and implement
Health Department any time an employee with COVID-19 (confirmed by a lab test Public Health Reopening
or physician diagnosis) was at work while sick or up to 48 hours before showing Protocol
symptoms. Employers must call (626) 744-6089 or email nursing@cityofpasadena.net
and provide all information requested by the Health Department. The employer is
expected to provide or ensure testing for all employees that have had a possible
exposure and must follow the US Centers for Disease Control and Prevention (CDC) 3
guidance for cleaning and disinfecting the facility. Testing resources can be found
Provide a copy of Public
through the employee’s physician, and also at cityofpasadena.net/public-health and Health Reopening Protocol
covid19.lacounty.gov. to each employee and
conduct education
▪ Educate employees to contact their supervisor if they are feeling sick. The
supervisor should send the ill employee home, taking care to maintain that person’s
privacy and observing physical distancing. If the illness is work-related, the employer
should facilitate appropriate care for the employee, the workers’ compensation process, 4
leave time, and California Occupational Safety and Health Administration (OSHA) record Post a copy of Public
keeping. Health Reopening Protocol
in a conspicuous location
▪ Work with the Pasadena Public Health Department to investigate any COVID-19 that is visible to visitors
illness. Prepare personnel records, floor plans, and shift/attendance logs to provide
information as quickly as possible to the Health Department, including accurate contact
information (phone, address, email) of all employees and visitors (if possible) who were
in contact with the infectious employee within 6 feet for 15 minutes or more. Implement
You are Ready to Open
measures recommended by the Health Department.
Public Health Reopening Protocol
Office Workspace | July 23, 2020 2KEY PRACTICES
+
COVER YOUR COUGH WITH YOUR STAY HOME IF PRACTICE PHYSICAL
ELBOW OR TISSUE (THEN DISPOSE YOU ARE SICK DISTANCING OF 6 FEET
AND WASH YOUR HANDS) OR MORE
WASH YOUR HANDS WITH COVER NOSE AND PERFORM DAILY
SOAP AND WATER FOR 20 MOUTH WITH CLEAN HEALTH SCREENINGS
SECONDS, FREQUENTLY FACE COVERING
CONTACT INFORMATION
If you have questions, or if you observe a violation, you can request information
or submit a complaint through the Pasadena Citizen Service Center.
Call 626-744-7311 or visit
https://www.cityofpasadena.net/CSC
Public Health Reopening Protocol
Office Workspace | July 23, 2020 3REOPENING PROTOCOL CHECKLIST - REDUCING RISK OF COVID-19 TRANSMISSION
All policies described in this checklist, other than those related to terms of employment, are applicable to staff of delivery and other
third party companies who may be on the premises.
EXTERNAL COMMUNICATION INTERNAL COMMUNICATION & TRANING AND RECORDS
Post signage reminding personnel to Provide copies of the Protocol to all ▪ Information on employer or
maintain a distance of at least six feet or employees government-sponsored leave benefits
more at all times. Post diagrams or maps the employee may be entitled to
of how people should flow through the Provide training to staff on all sections of receive that would provide financial
retail floor. the public health protocols including: support while staying at home. See
additional information on government
▪ Information on COVID-19. programs supporting sick leave and
Post signage instructing the public to wear
a face covering in the office, and to remain ▪ How to identify symptoms of COVID-19 workers’ compensation for COVID-19,
at home if experiencing any symptoms and how to self-screen and conduct including employee’s sick leave rights
symptom checks. under the Families First Coronavirus
including fever of 100° F or above, cough,
Response Act, the Governor’s Executive
shortness of breath or difficulty breathing, ▪ The importance of not coming to work Order N-51-20, and employee’s
sore throat, chills, repeated shaking with if employees are experiencing cough, rights to workers’ compensation
chills, headache, muscle pain, or a new loss fever, difficulty breathing, chills, muscle benefits, and presumption of the work
of taste or smell. pain, headache, sore throat, recent loss relatedness of COVID-19 pursuant to the
of taste or smell, or if they or someone Governor’s Executive order N-6220.
Communicate the office’s new protocols
they live with has been diagnosed with ▪ Proper safety protocols for use of
by posting information on your website
COVID-19. They should consult their disinfecting solutions.
and social media pages regarding updated
doctor.
hours, physical distancing, and use of face
coverings. ▪ Proper use and care of face coverings What is a cloth face covering?
(Face Covering FAQs). A cloth face covering is a material that
Post a copy of this Protocol in a
▪ Physical distancing measures, covers the nose and mouth, and can be
conspicuous location that is easily visible secured to the head with ties or simply
to the visitors. sanitization, and handwashing.
wrapped around the lower face. It is
intended to prevent someone who does not
know they are infected from transmitting
COVID-19 to others, since infectious
particles may be released when a person
speaks, coughs or sneezes.
Public Health Reopening Protocol
Office Workspace | July 23, 2020 4INTERNAL COMMUNICATION PROTECTION OF EMPLOYEE HEALTH
& TRANING AND RECORDS
(continued)
Maintain records of each employee’s Employee Health Screening Review and modify workplace leave
schedule and work area or assignment. policies to ensure that employees are not
Conduct daily symptom checks (fever penalized when they stay home due to
Consider posting signs for the Disaster of 100° F or above, cough, shortness illness.
Distress Hotline: 1-800-985-5990, or text of breath or difficulty breathing, sore
TalkWithUs to 66746 throat, chills, repeated shaking with chills, Institute a plan in the event that one
headache, muscle pain, or a new loss of or more employees is diagnosed (by a
taste or smell) before or upon arrival. physician or lab test) with COVID-19. The plan
Disaster Distress Hotline should include immediate isolation of the
Send employees home if they arrive sick employee at home and self-quarantine of
Call: 1-800-985-5990 or become sick during the day. Encourage everyone that came into contact (within 6 feet
Text: TalkWithUs to 66746 sick employees to contact their medical for 15 minutes or more) with the ill employee.
provider. Employees who need information The plan should also include steps for all
Connect with a trained crisis counselor on health insurance or providers can call employees identified as contacts to be tested
211. for COVID-19 with an FDA-approved PCR test
(not a blood test).
Notify all employees that they are not to
come to work if sick or if they are exposed
Visitor Health Screenings
to a person who has COVID-19. The local
Health Officer Order requires everyone Visitors, patrons, and customers should not
to self-isolate when sick with COVID-19 enter the building if experiencing symptoms
and self-quarantine for 14 days (when not of fever of 100° F or above, cough,
sick) from last contact with someone with shortness of breath or difficulty breathing,
COVID-19. Require sick employees to stay sore throat, chills, repeated shaking with
home for at least 10 days or until 24 hours chills, headache, muscle pain, or a new
after being fever free, whichever is longer. loss of taste or smell. Screen for symptoms
Employees diagnosed with COVID-19 by prior to the visitor entering the building, to
a physician or through laboratory testing the extent possible.
may not return to work without a letter of
clearance from the Pasadena Public Health
Department. A letter from a physician may
NOT be accepted in place of the clearance
letter from the Health Department.
Public Health Reopening Protocol
Office Workspace | July 23, 2020 5PROTECTION OF EMPLOYEE HEALTH (continued)
Scheduling Face Coverings* Hand Hygiene
Limit the number of employees that are Provide, at no cost, a cloth face covering Provide access to handwashing sinks
onsite to the minimum number necessary for all employees that have contact with stocked with soap, paper towels, and
and institute alternate or staggered shift the public or other employees, and instruct hands-free trash receptacles.
schedules to maximize physical distancing. employees to wear a clean (washed daily),
cloth face covering at all times during the Instruct employees to wash hands upon
Group employees into teams and schedule work day. Face coverings are optional arrival and at departure, and frequently
them consistently, by team, on the same when alone in a room or private office. throughout the day.
shifts to reduce potential exposures. Employees who have been instructed by
Designate a staff person to check
their medical provider that they should not
Require employees who can carry out handwashing stations frequently and
wear a face covering should wear a face
their work duties from home to continue restock as needed.
shield with a drape on the bottom edge, to
to work from home, and reconfigure work
be in compliance with State directives, as Allow employees time to take frequent
processes to the extent possible.
long as their condition permits it. A drape breaks to wash their hands.
Stagger employee breaks, in compliance that is form fitting under the chin is
with wage and hour regulations, to preferred. Masks with one-way valves Provide hand sanitizer effective against
maintain physical distancing. should not be used. COVID-19 (at least 60% alcohol) in
common employee areas, customer areas,
Require customers and visitors to wear
Provide time for workers to implement and at visitor counters. Hand sanitizer,
face coverings.
cleaning practices during their shift. tissues, and trash cans must be made
Cleaning assignments should be assigned Prohibit employees from eating or drinking available to the public at or near the
during working hours as part of the anywhere inside the workplace other than entrance of the facility.
employees’ job duties. Procure options for designated break area to ensure masks are Restroom
third-party cleaning companies to assist worn consistently and correctly.
with the increased cleaning demand, as Place a trash can near the door if the door
needed. * Individuals with chronic respiratory cannot be opened without touching the
conditions, or other medical conditions that handle, so restroom users may use a paper
make use of a face covering hazardous are towel to cover the doorknob. Do so in
exempted from this requirement. Children compliance with accessibility and fire code.
under age 2 years should not wear a face
covering. Refer to the Face Covering FAQs
document for additional information on use
and care of the face covering.
Public Health Reopening Protocol
Office Workspace | July 23, 2020 6OPERATION
General
Require employees to not use handshakes Install transfer-aiding stations, such as
and similar greetings that break physical shelving and bulletin boards, to reduce
distance. person-to-person exchanges.
Remove all unpackaged food and Adjust in-person meetings, by reducing
beverages typically offered to employees, the size of the meeting and reconfiguring
shut down water fountains, and shut off or tables and desks. When possible, hold
remove shared coffee machines. meetings in open air spaces, or conduct
meetings by phone or online.
Instruct employees to not share food,
beverages or utensils. Discontinue non-essential business travel.
Disconnect vending machines, or sanitize
machine buttons after each use.
Prop doors open, where possible,
consistent with fire code, to reduce
touching of door handles.
Open windows and doors to increase
ventilation where possible.
Assign each worker their own tools,
equipment, and defined workspace, and
minimize or eliminate shared, held items.
Install hands-free devices such as trash
cans, soap and paper towel dispensers,
door openers, and light switches where
possible.
Public Health Reopening Protocol
Office Workspace | July 23, 2020 7PHYSICAL DISTANCING
Physical distancing must be observed Physical Distancing - Employees Physical Distancing - Customers
and enforced by the establishment.
For staff at higher risk for severe Assign a staff person to manage the
Elevators, Escalators and Stairwells symptoms of COVID-19 (above age 65, flow of customers at the entrance and
or underlying health conditions), assign exit during peak times, and designate a
Limit elevator capacity to ensure 6 feet work that can be done from home when separate entrance and exit if possible.
of distance between riders. Use visual possible.
markings on elevator floors to indicate Stagger customer appointment times to
where individuals should stand. Reconfigure office spaces, breakrooms,
reduce crowding.
and workstations to allow for at least six
Provide signage at escalators directing feet of distance between employees. Use Reconfigure customer waiting area
personnel to leave 6 feet of physical measures such as physical partitions or tables and seats to ensure a distance
distancing between parties ahead of them visual cues (floor markings, colored tape, of at least six feet, and use visual cues
before boarding escalator. or signs) to indicate where people should (floor markings, colored tape, or signs) to
sit or stand. indicate where people should sit or stand.
Open stairwells for “up” or “down” traffic
with increased disinfection of stairwells. Designate separate entry and exit points
Install protective, plastic barriers in
if possible to minimize crowding, monitor
locations where close interactions with
occupancy, and allow for health screenings
cashiers, receptionists, or salespeople are
as employees enter.
necessary.
Reduce maximum occupancy in the
establishment. Provide designated hours for vulnerable
populations. Prioritize services that are
Establish directional hallways or critical to customers/clients.
passageways for foot traffic.
Instruct employees to maintain at least
six feet of distance from customers and
from each other, except employees may
momentarily come closer when necessary
to accept or deliver goods.
Where possible, provide outdoor break
areas with shade covers and seating, and
encourage employees to take breaks alone
and away from the office.
Public Health Reopening Protocol
Office Workspace | July 23, 2020 8SANITIZATION AND CLEANING BUILDING SAFETY SUPPLY CHAIN
Develop a sanitization plan that identifies Stagnant water in pipes increases the Evaluate supplies needed to meet
the surfaces to be disinfected, the risk for growth and spread of legionella operational needs, and evaluate suppliers
frequency, and the person assigned to the bacteria. When reopening a building it is to determine if redundancy is needed
task. Use an Environmental Protection important to flush both hot and cold water should one supplier not be able to fulfill
Agency (EPA) registered product that is lines through all pipes and points of use service needs or orders. (COVID-19
effective against COVID-19, and follow including faucets and showers. Appropriate supplies may include but are not limited
label instructions for required contact time PPE including an N95 respirator must be to paper goods such as paper towels and
and ventilation. worn. Information regarding this process toilet paper, hand sanitizer, disinfectant
can be found at the CDC website. wipes and spray, soap, cleaning supplies,
Modify hours to allow for regular deep
face coverings, PPE, thermometers, and
cleaning of the facility. Consider upgrades to improve air
safety equipment).
filtration and increased fresh air ventilation
Provide disinfectant and related supplies in
(optional).
a location readily available to employees.
If fans such as pedestal fans or hard
Provide personal protective equipment
mounted fans are used in the facility, take
(PPE) for staff who clean and disinfect
steps to minimize air from fans blowing
surfaces appropriate to the chemicals that
from one person directly at another
they are using.
individual.
Disinfect high-contact surfaces frequently
(daily to hourly depending on rate PERSON RESPONSIBLE FOR IMPLEMENTING PROTOCOLS
of use) such as counters, protective Business Name:
barriers, elevator buttons, escalator rails,
doorknobs, light switches, bathroom ____________________________________________________________________________________________________________________
fixtures, dispensers, railings, and phones. Person in Charge:
Clean and sanitize shared equipment ____________________________________________________________________________________________________________________
between shifts or between each use,
whichever is more frequent, including the Title:
following: copiers, fax machines, printers,
____________________________________________________________________________________________________________________
telephones, keyboards, staplers, reception
area surfaces, shared work stations, Phone Number: Date:
meeting room desks and chairs, and
payment terminals. ___________________________________________________ ________________________________________________
Public Health Reopening Protocol
Office Workspace | July 23, 2020 9You can also read
