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||Renfrew Care Centre|
|Address||1880 Renfrew Street, Vancouver BC V5M 3H9|
|Date of Creation||March 6, 2022|
|Date of Revision(s)||March 6, 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 – Renfrew Care Centre. 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 – Renfrew Care Centre 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 Renfrew Care Centre.
Workers (including Contractors & Volunteers)
- Retirement Concepts – Renfrew Care Centre 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 – Renfrew Care Centre follows current guidance from the provincial health office.
- Workers who are working alone are required to follow Retirement Concepts– Renfrew Care Centre Working Alone Policy.
- Workers have received training and strategies to address the risk of violence that may arise and follow Renfrew Care Centre. 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. After their shift, they change into street clothes/shoes and place work clothes in a bag to be laundered.
- 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.
1) All family members or other members from the public aside from essential care staff are allowed in the building but need to have had a Rapid Test within the last 48 hours of visiting.
2) Physical distancing measures (2m) are in place
3) For high traffic areas, such as the Dining Room, we have signs posted enforcing 2 meter distancing
4) Common areas where staff / resident’s sit have been adjusted to accommodate physical distancing. Ie.every chair is strategically positioned 2 meters apart
5) We have staff that screen people entering the building
6) Staff will stagger their break schedules
- 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 will only be allowed if there is no 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.
1)For frequent and regular visitors – to undergo RAT no more than 3 times in a week. Repeated RAT is not required for visitors who leave the facility and return the same day.
2)Exemption for RAT – Visitors under 11 years or under and individuals providing compassionate visits related to End-Of-Life will not be required to undergo RAT. However, visitors though must wear medical mask during the entire duration of their visit.
3)Social visits will not be allowed when there is a COVID outbreak on site with the exemption of single designated visitor and essential visits.
4)All visitors are required to wear a medical mask when moving through and in the common areas of the care home. Masks are not required when a fully vaccinated visitors are visiting a single occupancy room with the resident.
- 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 Renfrew Care Centre. Unvaccinated individuals are required to undergo a 14-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: Infection Control and Prevention
- 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: |
1)Residents who test positive will be immediately placed on droplet precaution and self isolate in their room.
2) They will be served their meals in their room and on disposable plates and utensils.
- 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.
|Additional Information: |
Monthly Hand Hygiene Audit Results are posted.
There are Hand Sanitizer dispensers through out the building.
- 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.
|Additional Information: |
Masks are provided to replace any mask from coughing and sneezing or any other fluids.
- Hand hygiene stations are available and easily accessible at points of entry/exit to the care home.
- 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:
One door for entry, one door for exit.
Consider spacing seating arrangements or removing seating.
Barriers around reception desk if physical distancing can not be maintained.
- Worker Lunchroom/break room
Consider arrangement of furniture, staggered breaks. Limit 2 per table
- Worker shared spaces Consider arrangement of furniture, staggered breaks.
Limit 2 per table
- Administrative areas Arrangement of workstations/furniture
Consider arrangement of furniture.
Limit 8 – 10
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 – Renfrew Care Centre 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 – Renfrew Care Centre follows guidelines for PPE use as set out by the BCCDC.
- During the COVID-19 pandemic, all persons working Retirement Concepts – Renfrew Care Centre 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: |
1)Staff are properly trained and refreshed on PPE.
2)IP&C staff also provide training and education when asked.
Cleaning and Disinfection
- Cleaning products and disinfectants used at Retirement Concepts – Renfrew Care Centre 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.
- Renfrew Care Centre. 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 and [insert applicable items here] 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).
1) Enhanced cleaning plan is outlined in the Exposure Control Plan
2) 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
– Chair armrests and back of chairs
– Door handles
– Door lock keypads
– Nursing Station surfaces
– Dining room tables
– Hallway seating
– Hand rails in hallways
– Elevator buttons
– Buttons and handles on equipment and machines
– Magnetic lock release buttons
– Staff room
The staff in charge of disinfecting these high-touch areas will be cleaning these surfaces at least twice per day
3) 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
4) Recreation department will have a formal cleaning schedule of rec area and office to ensure cleaning is done as efficiently as possible
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 [select all applicable options: worker intranet, webpage, bulletin board, etc.]
[Organization name] 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.
A copy of [Organization name] COVID-19 Safety Plan has been posted at [choose all that apply]: [Organization website, specific location within the organization] as required by the order of the Provincial Health Officer.