PREPARING YOUR WORKPLACE · EMPLOYER RESPONSIBILITIES • Employers are responsible for maintaining...

PREPARING YOUR WORKPLACE SAFETY AND THE GREAT REOPENING

Deb BridgesSafety NW

Lacey PartipiloXenium HR

• 1 hour webinar – 40 mins presentation, 20 mins Q&A

• Enter Questions in the Chat Window throughout the presentation

• Recording available to attendees following the webinar

• Register for other webinars in this series at xeniumhr.com/events/webinars

• To view past webinars: xeniumhr.com/hr-resources/webinars

• Subscribe to podcast Transform Your Workplace at https://wavve.link/xenium

Housekeeping Items

EMPLOYER RESPONSIBILITIES

• Employers are responsible for maintaining a safe work environment for their employees

• OSHA’s General Duty Clause:• Requires employers to provide their employees with a workplace

free from recognized hazards likely to cause death or serious harm

• “employers do need to understand that, even in unusual times like this, employees are still exposed to hazards and it is still the employers’ responsibility to ensure that their employees are adequately protected from those hazards”

• Michael Wood, Director OR-OSHA, Interim Guidance Memo

©Safety Northwest,LLC 2020

EMPLOYER RESPONSIBILITIES – MAKE A POLICY• Develop an Infectious Disease Preparedness and Response Plan (COVID-

19 Policy)• Consider and address the level(s) of risk associated with work environment:

• Low, Medium, High, or Very High Risk• Where, how, and to what sources of COVID-19 might workers be exposed including:

• General public, customers, coworkers• Sick individuals or those at high risk of infection• Non-occupational risks factors at home and in community• Workers’ individual risks

• Establish workplace controls necessary to address those risks• Engineering, Administrative, PPE

• Appoint individual(s) who are in charge of implementing/overseeing©Safety Northwest,LLC 2020

EMPLOYER RESPONSIBILITIES – IMPLEMENT MEASURES• Implement Basic Infection Prevention Measures:

• Promote frequent and thorough hand washing, including adding additional handwashing stations if necessary

• If soap and running water are not immediately available, provide alcohol based sanitizer containing at least 60% alcohol

• Consider adding additional hand sanitizing stations/areas• Practice physical (6ft) distancing – employees, customers, and general public

• Do not allow workers to share desks, phones, offices or work tools and equipment

• Encourage workers to stay home if they are sick• Encourage good respiratory etiquette – covering coughs and sneezes• Establish policies/practices such as telecommuting, flexible work hours –

including staggered shifts, breaks, lunch• Increase housekeeping practices such as cleaning and disinfecting high touch

points, shared equipment, and other elements of the work environment


EMPLOYER RESPONSIBILITIES – ESTABLISH CONTROLS• Establish workplace controls to minimize exposure

• Engineering Controls:• Reduce exposure to hazards

• Installing high-efficiency air filters/increasing ventilation in work areas

• Installing physical barriers, such as clear plastic sneeze guards

• Administrative Controls• Changes in work policy or procedures

• Encourage workers to stay home if they are sick• Minimize contact between workers, clients, and

customers by utilizing virtual instead of in-person meetings

• Providing workers with up to date education and training including training on PPE


EMPLOYER RESPONSIBILITIES – ESTABLISH CONTROLS• Personal Protective Equipment (PPE):

• Assists in minimizing exposure, but should not take the place of other engineering and administrative controls

• Items such as: gloves, goggles, face shields, face masks, and respiratory protection (if appropriate)

• Selected based upon the hazard to the worker• Properly fitted• Consistently and properly worn• Regularly inspected, maintained, and replaced when

necessary

• Employers are obligated to provide their workers with PPE needed to keep them safe while performing their jobs. If PPE is required, it must be provided


DETERMINING EXPOSURE RISK• Exposure risk is critical for determining appropriate workplace

controls• Low Exposure Risk:

• Jobs that do not require contact with people known to be, or suspected of being, infected with COVID-19, nor frequent close contact (6ft) with the general public

• Engineering controls - none• Administrative - ensure that workers have access to current COVID-19

information and recommendations

• PPE – no additional needed• Examples: warehouse, manufacturing


DETERMINING EXPOSURE RISK• Medium Exposure Risk:

• Jobs that require frequent and/or close contact (6ft) with people who may be infected with COVID-19, but who are not known or suspected COVID-19 patients - ie general public

• Engineering controls: physical barriers• Administrative: Post signage about COVID-19, limit customer and

employee access and/or to only certain areas.

• PPE – employees may need to wear gloves, gown, face mask/covering, and/or face shield depending on employer hazard assessment

• Examples: restaurants, grocery or retail stores, personal services• Phase 1 requires employees to wear masks or face coverings

depending on sector requirements


DETERMINING EXPOSURE RISK

• High/Very High Exposure Risk:• High: Those with high potential for exposure to known or suspected

sources of and/or people infected with of COVID-19 – ie healthcare delivery and support staff, medical transport, mortuary workers

• Very High: high potential for COVID-19 exposure during specific medical, post mortem, or laboratory procedures

• Engineering controls: isolation rooms, appropriate air-handling systems• Administrative: Policies to reduce exposure, enhanced medical

monitoring, job-specific training

• PPE – workers need to wear some combination of gloves, gown, face mask, and/or face shield depending on employer hazard assessment


DEVELOPING A POLICY

• Have we:• Determined the level of risk associated with the workplace

• Low, medium, high/very high

• Analyzed tasks involved and identified potential hazards/exposure using a job hazard analysis

• Utilized Engineering, Administrative, and PPE controls

• Implemented basic infection prevention measures• Appointed individual(s) in charge of

implementing/enforcing policy


DEVELOPING A POLICY• Include:

• Mandatory 6ft physical distancing for employees, customers/general public

• Option for telework when possible• Employees must stay at home IF they feel

sick• The names of individual(s) in charge of

insuring workers are following safety protocols, including the 6ft physical distancing rule

• Infection prevention measures• Isolation practices

• Train and educate employees on policy©Safety Northwest,LLC 2020

IN ADDITION• Maintain safety program

• Insure that employees have a reliable method for reporting hazards – including concerns regarding COVID-19

• Hazards are evaluated by safety committee or employer

• Findings of reported hazard are clearly communicated to affected employees

• Insure that employee’s concerns are addressed• Insure that employees have proper PPE if required• Remember, employees may not be as focused on

general safety with all that is going on


REPORT OF UNSAFE CONDITION OR HAZARD

Department: Name: (optional) Location: Date and time the condition or hazard was observed: Description of unsafe condition or hazard: What changes would you recommend to correct the condition or hazard? Name of supervisor or safety committee member notified: Employee Signature: (optional) Date:

PHASE 1 – WHAT ELSE DO I NEED TO KNOW?• Oregon Health Authority is responsible for creating guidelines• Oregon OSHA is responsible for enforcement• What else do businesses need to do?

• Comply with any of the Governor’s Executive Orders that are in effect• Know signs and symptoms of COVID-19 and what to do if employees develop

symptoms at the workplace.• Understand how COVID-19 is transmitted from one person to another• Make health and safety a priority by implementing safeguards to protect

employees and the public.• Including sector-specific guidance

• Modify employee schedules, breaks, etc to reduce unnecessary close physical contact


WORKPLACE SAFETY DURING COVID-19

• Implement physical distance measures/increase physical space between workers

• Floor markings, installing plexiglass shields, tables, or other barricades• Restrict use of shared equipment and sanitize between uses• Reinforce importance of good thorough handwashing• Develop a disinfection/sanitizing schedule for high-touch areas, high traffic

areas, and for general disinfection

• Limit the number of employees gathering in shared spaces• Restrict non-essential meetings and conduct meetings virtually as much as

possible


GENERAL WORKPLACE SAFETY CONTINUED

• In addition - consider:• Conducting regular health checks – temperature and

respiratory symptom screening

• Facility upgrades such as no touch faucets, hand dryers, increasing fresh air ventilation and filtration

• Touchless payment methods• Train all employees (prior to reopening) in safety

requirements and expectations. Document training.


OHA GUIDANCE ON MASKS• Definitions:

• Mask – medical grade mask• Face covering – cloth, paper, or disposable face covering that

covers the nose and mouth• Face shield – covers the forehead, extends below the chin and

wraps around the face• Business must:

• Require employees, contractors and volunteers to wear a mask, face shield, or face covering, except when ADA or other exemption applies

• Provide masks, face shields, or face coverings for employees• Develop and comply with ADA policies and procedures


OHA GUIDANCE ON MASKS• If customers or visitors are required to wear a face covering, develop a

policy and post clear signs about requirements. Policy must:• Provide exemptions to accommodate people with health conditions or

children under 2 years• Provide ADA exemptions and accessibility• Take into account that requiring face coverings affects people differently• Consider providing face coverings for customers or visitors who do not

have one

• Business should:• Post signage in languages commonly spoken by customers and visitors• Educate employees on how to safely work and communicate with people

who cannot wear masks or face coverings


PREPARING FOR A POTENTIAL OSHA VISIT


• OSHA is conducting “spot checks”• Verify that employers are complying with requirements aimed at curbing the

pandemic

• Closure• Employers are doing what is required to protect employees from hazards

• Such as 6ft physical distancing, appropriate workplace controls

• Employers are doing what they said they would do in response to a complaint

• Focusing on more recent complaints and those that have specific allegations• OSHA is still conducting inspections and following up on complaints – COVID

or other

PREPARING FOR AN OSHA VISIT


• Inspector will ALWAYS show ID• Inspector will ALWAYS indicate why they are there

• Following up on a complaint or spot check• Formal inspection

• Be prepared to answer the following:• Do you have a policy regarding COVID-19?• Have you trained your employees on the policy?• How are you addressing employee concerns?• Have you implemented controls to minimize exposure?

• Inspector may also interview employees• Inspector will not issue citations on the spot!

PREPARING FOR AN OSHA VISIT - CONTINUED


• OSHA may send you a Notice of Complaint instead of a visit

• Respond within 5 business days• Investigate alleged hazards and provide

proof of elimination or correction• Include photos

• Provide proof of employee training • Provide proof of COVID Safety Plan

• Need help? Safety Northwest is here to assist!

SUMMARY


• Create a policy• Appoint an individual(s) to oversee policy

• Implement disinfection/sanitizing procedures• Determine workplace exposure risk

• Implement workplace controls• Follow sector specific Phase 1 guidelines for reopening

• Including OHA guidance on masks• Maintain current safety program• Train employees on policy and procedures• Be prepared for a potential OHSA visit or email

RESOURCES


• Safety Northwest, LLC • Safe Returns – program to assist

businesses with a reopening plan• Sector specific reopening tables

and checklists• http://safetynorthwest.org

• Xenium HR• https://www.xeniumhr.com/covi

d19/

http://safetynorthwest.org/https://www.xeniumhr.com/covid19/

SAFE RETURNS

Enjoy onsite safety attention from Safety Northwest. Let us help you stay Covid19 compliant and return to work safely.

Our Safety Saves! package includes:

Covid-19 Written Program Phase Specific Re-Opening Guidelines

Social Distancing Consultation

Complimentary Checklist Cost: $350

Contact Safety Northwest today! email [email protected] safetynorthwest.org

• General Guidelines checklist for reopening


COVID19 General Guidelines Phase One Re-Opening Safety Checklist

The following guidelines run parallel to the Oregon State "Phase One" general business reopening requirements. Keep a safe and healthy facility in accordance with state and federal law, and comply with COVID19 worksite-specific safety practices, as outlined in Governor Brown's "Reopening Oregon" proclamation. The goal is to protect employees, vendors and customers to the best of your ability. The business should be 100% disinfected prior to anyone returning to work. Execute with transparency and ensure your ability to adjust as needed.

Name of Business:

Date:

Item

Yes

No

Comments

Completed

Basic Preparations

· Have individuals (or team) been assigned the overall responsibility for the reopening planning and implementation?

☐

☐

PPE and Hygiene

· Have facial coverings been provided for all staff?

☐

☐

· Have staff been trained on proper handwashing techniques?

☐

☐

Disinfection Measures

· Has a disinfection plan been established for workstations, tools, equipment, restrooms, common areas and "high touch" points

☐

☐

Vendors

· Have you established protocols for deliveries to minimize contact?

☐

☐

Physical Distancing

· Have 6 ft. physical distancing requirements been applied? Include customers, employees, and vendors

☐

☐

· If 6 ft. physical distancing cannot be maintained, have JHA's been completed and Hierarchy of Controls utilized?

☐

☐

General Operations

· Are all tenets of Phase 1 requirements implemented and followed?

☐

☐

Item

Yes

No

Comments

Completed

Employee Training

· Have ALL employees been trained prior to returning to work on all sections of COVID19 policy? Include Phase 1 requirements.

☐

☐

Isolation Protocol:

· Are appropriate actions identified and actions taken if an employee becomes ill at work?

☐

☐

Comments/Special Instructions:

Inspection conducted by: Signature

©Safety Northwest 2001-2020

ADDITIONAL RESOURCES• Oregon Health Authority

• https://govstatus.egov.com/OR-OHA-COVID-19• Scroll down to Governor’s Orders and OHA Guidance for specific

sector guidance

• Oregon OSHA• https://osha.oregon.gov/covid19/Pages/covid-19-

QAexpectations.aspx

• Xenium COVID Resource pagehttps://www.xeniumhr.com/covid19₋ CDC Reopening Guidance₋ Reopening Workplace Guide₋ Sample Checklists for Reopening


https://govstatus.egov.com/OR-OHA-COVID-19https://osha.oregon.gov/covid19/Pages/covid-19-QAexpectations.aspxhttps://www.xeniumhr.com/covid19

QUESTIONS/COMMENTS?


Deb Bridges, Safety Northwest [email protected]

Lacey Partipilo, Xenium [email protected]

Preparing your Workplace Slide Number 2Employer responsibilitiesEmployer responsibilities – Make a PolicyEmployer responsibilities – Implement MeasuresEmployer responsibilities – Establish ControlsEmployer responsibilities – Establish controlsDetermining exposure riskDetermining exposure riskDetermining exposure riskDeveloping a PolicyDeveloping a PolicyIn additionPhase 1 – What else do I need to know?workplace Safety during Covid-19General Workplace safety continuedOHA Guidance on MasksOHA Guidance on Maskspreparing for a Potential osha visitpreparing for an osha visitPreparing for an OSHA visit - continuedSummaryResourcesSlide Number 24Additional ResourcesQuestions/Comments?

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