This planning tool has been designed to guide Long Term Care organizations through WorkSafeBC’s six-step process to reduce the risk of COVID-19 in Long Term Care. Briefly, these steps are:
- Step 1: Assess the risk at your workplace
- Step 2: Implement measures to reduce the risk
- Step 3: Develop policies
- Step 4: Develop communication plans and training
- Step 5: Monitor your workplace and update your plans as needed
- Step 6: Assess and address the risks from resuming operations.
This plan is a template and is designed to be modified based on the needs of your organization.
Green text throughout the document can be replaced with your organization’s information.
The checklists in each section are fillable – if the item listed is applicable to your workplace, you can click on the box and a checkmark will appear. If the item as written is not applicable, you may re-word it to meet the needs of your workplace or delete it.
There are boxes to add additional information at the end of each section. If there is no additional information to be added, the box can be deleted.
Assemble a team including leadership and worker representatives from the Joint Occupational Health and Safety Committee (JOHSC). For sites that do not have a JOHSC, a worker safety representative must be involved in the process of developing your COVID-19 Safety Plan.
You may wish to perform an inspection of the care home as a part of developing your COVID-19 Safety Plan. SafeCare BC has developed a COVID-19 Safety Inspection Tool that can guide you through the development of your COVID-19 Safety Plan.
Once completed, forward a copy of the Safety Inspection Checklist to your Joint Occupational Health and Safety Committee, and keep a copy on file.
A copy of the COVID-19 Safety Plan and other associated documentation must be provided if requested by a WorkSafeBC officer, and posted in the workplace if required by order of the Provincial Health Officer.
This COVID-19 Safety Plan should be regularly reviewed and updated as work processes change or new orders from the Provincial Health Officer (PHO) or Medical Health Officer (MHO) are implemented.
COVID 19 Safety Plan
|Organization Name||Retirement Concepts – Comox Valley and Casa Loma Seniors Village|
|Address||4640 Headquarters Road, Courtenay, BC V9N 7J3|
|Date of Creation||May 2020|
|Date of Revision(s)||March 2022|
Orders from the Provincial Health Officer (PHO) or a Medical Health Officer (MHO) take precedence over this policy.
All employers in British Columbia have an obligation under the Workers Compensation Act to ensure the health and safety of workers and others at their workplace and to implement polices and procedures to protect workers from the risk of exposure to COVID-19.
At West Coast Seniors Housing Management we have developed a COVID-19 Safety Plan (Safety Plan) mandated by the order of the Provincial Health Officer. This plan outlines the policies, guidelines, and procedures put in place to eliminate, and where elimination is not possible, to reduce, the risk of COVID-19 exposure to West Coast Seniors Housing Management workers, contractors, volunteers, residents, and visitors.
This Safety Plan addresses current operating status of Retirement Concepts. – CVSV and Casa Loma Seniors Village. As services are gradually increased within the care home, this plan will be updated.
As a part of assessing the risk of transmission of COVID-19 in the workplace, the following groups and information sources were consulted:
- Retirement Concepts – CVSV and Casa Loma Village staff, including front line workers, supervisors, and managers.
- Joint Occupational Health and Safety Committee (JOHSC)
- West Coast Seniors Housing Management ERT team
The following documentation was used to assist in developing West Coast Seniors Housing Management COVID-19 Safety Plan:
This plan applies to all workers, including management, supervisors, front line workers, volunteers, and visitors to West Coast Seniors Housing Management
Current Control Measures in place at Retirement Concepts – Comox Valley and Casa Loma Seniors Village
Workers (including Contractors & Volunteers)
- Retirement Concepts – CVSV and Casa Loma Village is limited as per the direction of the Provincial Health Officer (PHO), which limits workers from working at more than one Long Term Care Home (Facility Staff Assignment Order – Dated April 15th, 2020)
- Workers are encouraged to use the BCCDC Health-Care Worker Self-Check and Safety Checklist before each shift and are instructed not to come to work if they are experiencing or have COVID-19 like symptoms.
- Workers with signs or symptoms of illness, as well as those in self-isolation or quarantine in accordance with public health directives, are not permitted to enter the care home.
- Signage is posted at points of entry indicating people are not to enter if they are sick or if they are required to self-isolate in accordance with Public Health directives.
- Entry points to the care home have been limited, and are actively screened seven days a week, 24 hours/day.
- Protections for screeners have been put in place (i.e., maintaining 2-meter distance, transparent barriers).
- A list of all workers and visitors is maintained seven days a week, 24 hours/day.
- Procedures are in place for workers to follow should they develop symptoms consistent with COVID-19 while at work or after work.
- All workers are actively screened for signs and symptoms of illness, including COVID-19 prior to every shift. Screening results are documented.
- Vaccination requirements for all staff are in place as per Provincial Health Officer order(s)
- Rapid Point of Care Testing procedure in place at Retirement Concepts – CVSV and Casa Loma Village follows current guidance from the provincial health office.
- Workers who are working alone are required to follow Retirement Concepts – CVSV and Casa Loma Working Alone Policy.
- Workers have received training and strategies to address the risk of violence that may arise and follow Retirement Concepts violence prevention program.
- Workers are aware of how to report hazards in the workplace.
- Workers have received refresher training on infection control practices.
- Workers are required to wear dedicated work clothing during their shift.
- Supervisors have been trained on how to support workers in following the policies/procedures and know how to monitor/respond to identified hazards.
- All training has been documented and can be provided upon request.
- Aside from essential care staff, contractors, 1 designated visitor, and essential visitors are the only people allowed in the building.
- Staff who have signs and symptoms are encouraged to rapid test
- Physical distancing measures (2m) are in place
- For high traffic areas, such as the General Store, we have signs on the ground enforcing 2-meter distancing
- Common areas where staff /resident’s sit have been adjusted to accommodate physical distancing. I.e every char is strategically positioned 2 meters apart
- We have staff that screen people trying to enter the building
- Physicians will limit in-person visits to essential visits
- Pharmacists will limit in-person visits to essential visits
- Managers will stagger their schedules when possible
- Occupancy limits for workers: We have set-up a second staff room to limit the number of employees in any given room at one time.
- Set-up virtual visitation for family members
- Virtual visitation is strongly encouraged and is supported where in-person visitation is not possible.
- A written plan detailing practice requirements for essential and family/social visits has been developed according to BCCDC Guidelines.
- Social visiting guidelines signage is posted at all points of entry to the care home.
- Family/social visits by designated and essential visitors is allowed if there is an active COVID-19 outbreak in the care home.
- Visitors with signs or symptoms of illness, as well as those in self-isolation or quarantine in accordance with public health directives, are not permitted to visit.
- Family/social visits will be scheduled in advance between the visitor and the care home if required.
- All visitors are actively screened for signs and symptoms of illness, including COVID-19 prior to every visit. Visitors with symptoms identified via screening do NOT enter the care home.
- Visitors to the home must provide proof they are fully vaccinated with two doses of COVID-19 vaccine (excluding children under 12 years or those with an approved medical exemption).
- Visitors who are 12 years of age or older must complete rapid point-of-care testing at the entrance to the care home.
- Visitors must sign in when entering the care home, and a visitor list with contact information is maintained.
- Visitors are instructed to adhere to infection prevention and control guidance regarding safe visitation practices such as hand hygiene, respiratory etiquette and maintaining their physical distance from other visitors and staff.
- Visitors must wear a medical mask in hallways, common areas and multiple occupancy rooms.
- Visitors are instructed on how to put on and remove any required PPE when visiting or caring for residents on droplet and contact precautions. If the visitor is unable to adhere to appropriate precautions, the visitor shall be excluded from visiting.
- Visitors shall be given guidance on limiting circulation/movement throughout the care home while visiting.
- Residents who leave the care home are encouraged to follow appropriate public health guidelines and infection prevention measures while off site. Residents are screened upon return to the care home.
- Vaccination status will be determined for all new residents moving into Retirement Concepts – CVSV and Casa Loma. Unvaccinated individuals are required to undergo a 10-day isolation upon arrival. Procedures are in place to isolate new residents who show symptoms of COVID-19, have been directed to self-isolate by public health, or are under order to quarantine after travel outside of Canada.
- During Isolation, the following measures are implemented: Residents will remain in their rooms, residents will be provided meals in their rooms, staff are required to wear PPE when in resident rooms, residents will be supported with independent recreation activities in their rooms, residents will be monitored for signs and symptoms of covid on an ongoing basis.
- Residents are screened and assessed for symptoms on an ongoing basis as directed by the BCCDC.
- Procedures are in place if a resident is suspected of having COVID-19.
|Additional Information: |
- Visitation schedule in place for essential visitors
- Single family member established for designated visitors
- Hand hygiene practices are followed as outlined by BCCDC Guidelines
- Hand hygiene audit tool is performed as outlined within Infection Prevention Control Audit Frequency on staff, contracted staff and/or volunteers to ensure understanding and compliance with hand hygiene
- Signs and posters are posted throughout the care home to promote and guide proper hand washing by workers, visitors, and residents.
- Alcohol based hand rub (ABHR) with at least 70% alcohol content is available at all entry and exit points, common areas, resident areas, and point-of-care in residents’ rooms.
- Workers must practice diligent hand hygiene before, after and during each episode or provision of care – cleaning their hands with soap and water or ABHR.
- Sinks are well stocked with plain soap and paper towels for hand washing.
- Supplies such as disinfecting wipes, tissues and waste receptacles are available as required at point-of-use.
- Signs and posters are posted throughout the care home to encourage and guide workers, residents, and visitors on proper respiratory hygiene.
- An adequate supply of tissues and lidded, non-touch waste baskets are available for use by workers, residents, and visitors.
- Workers are aware and are instructed on the importance of diligent respiratory etiquette. This includes covering coughs and sneezes, avoiding touching the face, mouth, nose, eyes, and mask.
- Signs are posted to promote and encourage safe physical distancing by workers and visitors.
- Work areas including the following have been assessed for occupancy limits and arranged (where feasible) to maintain physical distancing:
Screeners and greeter are located at each entrance.
Seating is spaced
Barriers around reception desk
- Worker Lunchroom/break room
Consider arrangement of furniture, staggered breaks.
CVSV- one staff room with 6 as a limit. Other rest space is available on the home units. Casa Loma has one staff room and other space within the building with the community.
Consider arrangement of furniture, staggered breaks.
Arrangement of workstations/furniture
Consider arrangement of furniture.
Multipurpose, education, training and common use spaces rooms have occupancy limits.
Consider arrangement of furniture.
- Virtual meeting tools and/or phone calls in lieu of in-person meetings or training sessions are held whenever possible. All required control measures, such as physical distancing, must be in place if communication or training takes place in person.
- Workers will maintain physical distancing measures when entering/exiting the workplace, while travelling through corridors and accessing common areas.Work tasks have been postponed, re-arranged, or planned in such a way that workers are not required to work in proximity to one another.
- Where 2 meters cannot be maintained between workers, the work task is planned and instructions to workers are provided to ensure that time spent in close proximity is minimized.
- Wherever possible, work processes within the organization are re-organized to designate teams of workers to specific units or cohorts of residents. If dedicated teams or workers for areas housing residents who are ill are not an option, workers must first work with asymptomatic residents before moving on to work with residents who are on droplet and contact precautions.
- Building ventilation systems are properly maintained.
Personal Protective Equipment (PPE)
- Workers are trained on the proper use, care, maintenance, and disposal of personal protective equipment (PPE). This includes donning (putting on) and doffing (removing) PPE Airborne Precaution and doffing (removing) PPE (droplet precaution).
- Retirement Concepts – CVSV and Casa Loma has trained, tested, and monitored worker compliance to ensure vigilant donning, wearing, and doffing of PPE.
- Signs are posted throughout the care home indicating PPE requirements, and Retirement Concepts – Stanford Seniors Village follows guidelines for PPE use as set out by the BCCDC.
- During the COVID-19 pandemic, all persons working in Retirement Concepts – Stanford Seniors Village wear a medical mask and any other PPE as directed for the full duration of their shift.
- Workers always follow droplet and contact precautions when entering COVID-19 units or rooms on droplet and contact precautions (i.e., rooms where residents diagnosed with confirmed or suspected COVID-19)
|Additional Information: |
- Signs are posted outside resident rooms indicating when staff are required to use PPE when entering the room.
- PPE can be found in storage towers that are placed outside resident rooms when droplet and contact precautions are required
Cleaning and Disinfection
- Cleaning products and disinfectants used at Retirement Concepts – CVSV and Casa Loma are effective against COVID-19. Disinfectants are classed as hospital grade and registered in Canada with a Drug Identification Number (DIN). Manufacturer’s instructions for dilution, contact times, safe use and material compatibility of all cleaning products is followed.
- Workers responsible for cleaning resident care equipment have been informed and are trained in and aware of their duties. This training has been documented.
- Equipment and supplies are dedicated to a single resident where possible. If this is not possible, all reusable equipment that is shared between clients must be cleaned and disinfected with a hospital grade disinfectant first.
- All shared equipment (phones, tablets, computers, printers etc.) are cleaned and disinfected regularly.
- Any furniture and surfaces in communal visiting areas will be sanitized as per the BCCDC guidelines at the end of each visit.
|Additional Information: |
- Laundry – infectious items are placed in a clear bag and labelled with what infections issue.
- Laundry staff who deal with infectious items are advised to wear appropriate PPE (Mask, gown, gloves)
- Retirement Concepts – CVSV and Casa Loma Exposure Control Plan, includes Cleaning and Disinfection process (pg 21) and COVID-19 Environmental Cleaning Poster (Appendix F) have been developed that outlines the procedure for enhanced daily cleaning throughout the care home as well as high touch surfaces in nursing areas, staff room, common areas, hallways, resident rooms, bathrooms and other applicable areas. Environmental cleaning guidelines from the BCCDC are followed.
- Unnecessary tools and equipment that may elevate the risk of transmission such as coffee makers have been removed from the workplace.
- Cleaning staff are dedicated to specific units or areas where possible. If not possible, cleaning staff should provide service to non-COVID-19 rooms/units first. Rooms on droplet and contact precautions, COVID-19 suspected or COVID-19 positive rooms to be cleaned last.
|Additional Information: |
Provide information about your cleaning plan. Specify who is responsible for cleaning, the cleaning schedule, and what the cleaning protocols will include (e.g., which surfaces, tools, equipment, and machines).
- Enhanced cleaning plan is outlined in the Exposure Control Plan
- All staff have a role in enhanced cleaning. Housekeeping staff play a particularly important role in disinfecting high-touch areas including:
- Hand rails in stairwells
- Door handles
- Door lock keypads
- Nursing Station surfaces (once per day)
- Hallway seating
- Hand rails in hallways
- Elevator buttons
- Buttons and handles on equipment and machines
- Magnetic lock release buttons (one in building is cleaned by laundry staff)
- Staff room
- The staff in charge of disinfecting these high-touch areas will be cleaning these surfaces at least twice per day
- Nursing and Health Care Assistants will clean Nursing Station surfaces twice daily
- Proper hand hygiene technique education has been provided to all staff. Staff have also been instructed, during their care for residents and before / after meals, to provide hand sanitizer to the residents
- Recreation department will have a formal cleaning schedule of rec area and office to ensure cleaning is done as efficiently as possible
- Dietary Staff with clean:
- Dining room tables
- Chair armrests and back of chairs in neighbourhood dining rooms
- Screeners will be responsible for cleaning high touch areas in the entrance, as well as chair armrests/back of chairs, and tables in the visiting/waiting areas
- Kitchen staff will be responsible for ensuring all work areas are maintained in the most hygienic way possible using food safe cleaning products. Ultra shams will be cleaned with soap and water, then sink and surface sanitizer prior to being brought back in to the kitchen. To decrease risk of covid transmission cooks will work on one side of the kitchen and dietary on the other (if this is required then the cooks will be responsible for putting clean dishes away). Staff are required to wear PPE. Social distance when they can. The dietary working on units that have been cohorted due to issues stay on the units and do not enter the kitchen. Sanitize immediately after use or every 2 hours with 200ppm chlorine solution.
Expansion of Services
- Any modifications made to the current method of service delivery/work operations will be made in full consultation with those potentially affected by those changes, as well as the latest direction from the PHO, MHO, BCCDC and WorkSafeBC.
- Prior to any modifications being made, workers will be notified of the updated safety controls being implemented, including any new safe work procedures. These changes will be posted on the JOHS Committee bulletin boards
Retirement Concepts – CVSV and Casa Loma has reviewed our existing risk assessments for the jobs and areas affected in the workplace. We have considered the effects of control measures discussed in this COVID-19 Safety Plan on existing safeguards and controls and revised our risk assessments and other documentation accordingly.
|Additional Information: If workers require greater specificity/clarity in their work they can reach out to their manager or lead to discuss concerns. If it is after hours or on weekends and no managers are working, then staff can call the Manager on call at 250 650 7361 or the charge nurse at ext. 106 and if needed the charge nurse will call the manager on call. |
Saturday and Sunday – Manager on call phone and manager on call is also on site over the weekend there is established nurse leadership.
A copy of Retirement Concepts – CVSV and Casa Loma COVID-19 Safety Plan has been posted as required by the order of the Provincial Health Officer.