The Government have launched their Plan for Living with COVID-19 this 5 level Framework should be consulted when returning employees to work safely.
In line with the Government’s Return to Work Safely Protocol managers must do a comprehensive review of their current systems to help prevent the spread of COVID-19.
Elements of this protocol will be applicable to all HSE workplaces and services and not just those returning to work.
There are a number of steps in preparing for employees returning to work.
These are:
- Appoint and train a COVID-19 Lead Worker Representative and COVID-19 Response Manager
- Update existing safety statements
- Review existing risk assessments and identify new risks
- Develop a COVID -19 site Response Plan
- Employees complete a pre-return to work questionnaire
- Organise COVID-19 induction training for staff
Lead Worker Representative Checklist CF 058 00
Consultation and communication with staff is essential at every stage.
Appoint and train a COVID-19 Lead Worker Representative and COVID-19 Response Manager
COVID-19 Lead Worker Representative
The Lead Worker Representative will help put in place measures to prevent the spread of COVID -19. They will assist with communicating health advice around COVID-19 in the workplace.
The Lead Worker Representative can either be a member of staff or management. They must have clear governance structures to escalate issues to local senior management.
A Lead Worker training package has now been developed for this role and is available on HSELanD. Contact the National Health & Safety Function on 1850 420 420 for more information.
Appointment process for Lead Worker Representatives (LWR)
- management must identify locations and services requiring LWR
- through Human Resources, local management must agree with the Trade Unions (TU) the numbers required (at least 1)
- the TUs will agree a nomination(s) (full time Trade Union Official)
- appointment nomination advanced by TU to management and agreed nominations appointed
- if the TU is unable to nominate, then management should seek expressions of interest from staff (no election required)
COVID-19 Response Manager
The COVID-19 Response Manager Role is a key support to the Lead Worker Representative. They will provide governance around implementing COVID-19 requirements and provide an escalation pathway where non-compliance is identified.
See: Summary of key support roles in the implementation of the HSE’s Return to Workplace Protocol
Update existing safety statements
Every workplace and service must have a safety statement. Managers are responsible for ensuring it is completed. If you do not have one contact the help desk on 1850420420 or go to www.hse.ie/safetyandwellbeing
Your safety statement needs to be reviewed:
- at least annually, or
- when its contents are no longer valid, or
- when directed by a health and safety authority inspector
Hazard control service arrangements
Review hazard arrangements in section 4 of Writing your Site or Service Safety Statement Guideline with accompanying template for Site Specific Safety Statement
- Management of contractors, deliveries, service users, visitors
- Cleaning protocols and waste management
- Fire safety and first aid
- Management of work-related travel
- Use and sourcing of PPE
- Delivery of statutory OSH training
- Incident management to include reporting and review
- Access and egress circulation
- Address water and legionella risks
- Plant and equipment (lifts, ventilation systems, standby generators)
- Parking
- Smoking areas
- Welfare and facilities
- Fatigue, stress management, self-care
- Arrangements for conducting meetings and clinical engagements
Returning to the workplace safely risk assessment prompt sheet
Plan new hazard arrangements required in Section 4 of Writing your Site or Service Safety Statement Guideline for COVID-19.
Update risk assessments
You will need to review your risk assessments to ensure that the risks associated with COVID-19 are reduced.
You can use your risk assessment to help you keep a record of:
- who might be harmed and how
- what you’re already doing to control the risks
- what further action you need to take to control the risks
- who needs to carry out the action
- when the action is needed by
Your risk assessments may include the following:
Social distancing
COVID-19 Social distancing working environment risk assessment prompt sheet
Return to work
Returning to the workplace safely risk assessment prompt sheet
Meeting risk assessment prompt sheet
COVID-19 home working guidelines
Staff travelling
Staff travel during COVID 19 outbreak risk assessment prompt sheet
Guidance on staff travel during COVID 19 outbreak
Manual handling
COVID-19 manual handling training risk assessment prompt sheet
Manual handling training high-level risk assessment rationale prompt sheet
COVID-19 manual handling risk assessment form
Risk assessments applying to specific services
Biological agents - laboratories
Acute healthcare settings (excluding laboratories)
Biological Agents Risk Assessment in HSE Acute HC Facilities (excl Lab) during COVID 19
Residential care facilities
Biological Agents Risk Assessment for HSE Residential Care Facilities during COVID 19
Implementing additional control measures from the risk assessments
- Put in place any additional control measures arising from the risk assessment process.
- If the risk assessment shows that the risk is adequately controlled, document the assessment. Continue to monitor and review.
- If the risk assessment shows that the risk is not adequately controlled then put in place further control measures.
COVID-19 Response Plan
The COVID -19 Response Plan is an essential part of your safety management system. It details the arrangements needed to manage and prevent the spread of COVID-19. Each site/service must have its own plan.
Contact log for recording any instances of close contacts
The COVID-19 contact logprovides a template to support mangers and can be included in the COVID-19 Response Plan.
Managers and employees should keep a contact log to record any instances of close contacts. The log should be completed daily. This information will assist with contact tracing.
You can record information for the contact log using:
- sign-in sheets
- clocking-in systems
- visitor log books
- delivery personnel details
- third party service provider visitor information
The information should be stored securely and be readily available, as appropriate.
Who is classed as a close contact
Healthcare Workers (HCWs) (excluding laboratory workers) who:
have a cumulative unprotected exposure during one work shift (ie any breach or omission of appropriate PPE) for more than 15 minutes face-to-face (< 1 meters distance) to a case
OR
have any unprotected exposure of their eyes or mouth or mucus membranes, to the bodily fluids (mainly respiratory secretions, for example, coughing, but also includes blood, stools, vomit and urine) of the case
OR
have any unprotected exposure (ie any breach or omission of the appropriate PPE) while present in the same room when an aerosol generating procedure is undertaken on the case. Any HCW who meets the above criteria, will be considered a close contact for 14 days after this contact
OR
Laboratory HCWs who have not fully adhered to good laboratory practice for 15 minutes or more in one work shift, while testing samples, are classified as close contacts.
The contact log should be kept for at least 14 days, in line with HPSC guidance on infection control.
Plan for suspected cases of COVID-19
You must have a plan in place to manage instances where an employee, visitor, contractor or other becomes symptomatic while at work or in the workplace. For more information see Supplementary Note for Management of Suspected COVID 19 Cases.
Pre-return to work questionnaire for employees
To help prevent the spread of COVID-19 in the workplace, all employees must complete a pre-return to work questionnaire
The questionnaire will ask employees to confirm they have not in the past 14 days:
- had symptoms of COVID-19
- been diagnosed or suspected of COVID-19
- been in close contact with someone confirmed or suspected of COVID-19
- been self-isolating or cocooning
Managers will need to review the questionnaires to ensure it is safe for their staff to return to work.
Records are kept in line with HSE policy. All data must be processed and controlled in line with the principles of the GDPR.
COVID-19 induction training
COVID-19 induction training must be completed by all staff.
A training package, developed by the NHSF, can be completed on HSELanD. A certificate of attendance will be issued to participants.
Employees must also be made familiar with local arrangements for preventing the spread of COVID-19.
Support services
NHSF Help desk helpline 1850 420 420