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(A ready made, fully customizable template of this document is available for purchase and download. For details please click here).

Without doubt, one of the most important things a company can do in response to a pandemic influenza outbreak, is to have a fully documented set of procedures which clearly show what all employees must do to respond to the prevailing threat.

Indeed, in certain industries (banking, telecommunications, transportation and public utilities for example) having a documented set of procedures form part of their obligations to securing a license to operate.

How companies react to staff falling sick at work will make or break their ability to return to normal operations quickly. Inappropriate or ineffective response procedures to a pandemic will ultimately lead to the demise of the company, regardless of the company's size or perceived ability to weather the storm.

The following procedures can be used to cover your company's pandemic response.

Use them in the event that a staff is:

1. suspected to be infected with influenza, and
2. confirmed to be affected with influenza.

Please note that these procedures are prepared based on the prevailing guidelines and advisories issued by the health authorities and are therefore subject to further revision.

More information is available on the linked items in this section. To see these other sections simply click on the link and subscribe. This will give you access to our restricted Bird Flu Manual Online "Contents Page". From there you can access all pages within the manual. Subscription is free.

1. General guidelines:

All staff must at least know the following:

Location of Personal Protective Equipment (PPE) such as masks, gloves and gowns Location of Quarantine Room Evacuation route to/from the quarantine room Emergency Contact Phone numbers, and The importance of practicing good personal hygiene at all times.

2. Procedures for when an employee is suspected of contracting pandemic Influenza:

Reasons to suspect Bird Flu infection:

Staff may be infected with Bird Flu if they: Have visited a Bird Flu-affected area or have been in close contact with a suspected/confirmed case in the past 5 days. Show symptoms of Bird Flu - fever, sore throat, muscle aches, diarrhea, breathlessness, runny nose. Use the Influenza Screening Flowchart to assess the likelihood that the symptoms meet the criteria of the pandemic flu.

2.1 Procedures to follow if you suspect you may be infected with Bird Flu:

Immediately:

Seek Medical Help If you are in the office or at home and able to move, visit the doctor immediately. Inform the doctor why you suspect you may be infected with the Bird Flu virus. If you are at home but are too weak to seek medical help, call the emergency services before informing your supervisor.

Stay in Quarantine Room If you are in the office but are too weak to seek medical help, isolate yourself from the rest of your colleagues in the quarantine room and inform the Influenza Manager or your supervisor immediately. If the Influenza Manager or supervisor is not contactable, ask a colleague to inform your supervisor as soon as it is possible. Request a surgical mask from your supervisor or colleague assisting you.

2.2 Procedures to follow if you have come into close contact with a person who is suspected to have Bird Flu, in the last 5 days:

Immediately:

Inform Supervisor Inform your Supervisor, who will in turn inform your Section Head. Or if you are suspected to have Bird Flu and will be taken for further medical checks. Or if you have been served with Home Quarantine Order (HQO) by the Health Authorities, inform your supervisor immediately.

Personal Care Observe personal hygiene practices and monitor for Bird Flu symptoms. Consult a doctor immediately if you detect Bird Flu symptoms. There is no need to put on a surgical mask. But if you feel more reassured wearing a mask, please do so.

Limit Your Movements Remain calm and continue with business as usual. Limit your contact with other people. Avoid going within 2 metres of the affected person's workstation or touching any items on the workstation. The area within 2 metres of the workstation will be cordoned off, disinfected and will be accessible 48 hours after disinfection. You do not need to isolate yourself.

2.3 Procedures to follow if you are the supervisor/person attending to the affected staff:

Within 30 Minutes:

Attending to Affected Staff If staff is well enough to move on their own, instruct the staff to see the doctor immediately. If they is unable to move on their own, arrange for staff to be isolated in Quarantine Room. Before attending to the affected staff in Quarantine Room, ensure that you or any other person puts on a N95 mask, gloves and gown. This is to protect yourself against droplets from the affected staff.

Call Ambulance If staff is unable to move on their own, call emergency services and inform Human Resources for continuity of care. Call emergency hotline to alert them of the coming ambulance and to clear / prepare the designated route of evacuation. If it does not arrive in 30 minutes, follow up with the ambulance service. After the affected staff has left, ensure that the used mask, gloves and gown are disposed in a plastic bag for removal by the cleaners.

Report to Human Resources Update HR on status, also giving details of staff’s name, travel history, symptoms and the time the staff left the office (or home if the staff reported sick at home) for the clinic or when the ambulance was called (whichever is applicable). Inform HR if the next-of-kin of affected staff needs to be informed and for continuity of care. Inform Your Section Head Inform Section Head on the report from staff and actions taken.

Inform Your Section Head Inform Section Head on the report from staff and actions taken.

Within 1 Hour:

Show Ambulance Staff to Quarantine Room Escort ambulance staff to/from the Quarantine Room along the designated route (to minimise spread of infection within the office).

Complete Contact Tracking Form Complete Contact Tracking Form with the affected staff or compile the list based on colleagues working closely with him. Send a copy of the list of close contacts to Human Resources via email with a copy to the Influenza Manager and your Departmental Head. Monitor the health of these identified close contacts and take the appropriate action if they display Bird Flu symptoms.

2.4 Procedures to follow if you are the Section Head of the affected staff:

Within 30 Minutes:

Liaise with Building Management When informed by the supervisor of the report of the suspected case, call building management to disinfect premises and seal immediate affected areas & isolation area/room. Liaise with building management to identify the areas to be evacuated, disinfected and sealed and clear designated evacuation route.

Reassure Other Staff Monitor the reaction of other staff in the same office and reassure them if needed. Staff should continue with their normal activities while limiting contact with other colleagues. There is no need to forcibly restrict staff movement or isolate identified close contacts in a separate room. Call HR for counseling services, if needed.

Provide Situation Update Inform HR on the suspected case HR will be initiating regular updates on the situation and actions taken/to be taken as well as to clarify any queries. Key areas of update: Suspected staff status and information such as travel history and usual movement patterns/log Workplace safety issues Staff issues

Inform Your Departmental Manager Inform Departmental Manager on the report from staff and actions taken.

Within 1 Hour:

Consider Activation of Pandemic Plan Consider the need to activate pandemic plan For staff who are outside the office (e.g. biz trip, on leave, etc), provide further instructions to HR. Inform Emergency Management Team of extent/impact on operations.

Conduct Briefing to Staff Brief staff via email, covering the following points: Update on the status of the affected staff Avoid spreading rumours or creating alarm Reassure staff of the precautionary measures that have been taken and remind staff to: Observe personal hygiene. Staff need not wear surgical mask but if they feel more reassured wearing a mask, they may do so. Initiate Social Distancing Policies. Monitor health closely, see a doctor immediately and report to supervisor if unwell. Precautionary Measures Disinfection and sealing of affected areas Re-location of staff in affected areas to other temporary holding areas while cleaning is in progress (once areas are cleaned, staff can return to their workstations) Advise staff to re-acquaint themselves with current policies and guidelines.

Ongoing:

Call Human Resources for Counseling if Needed Call HR to provide counseling services to staff if needed. Monitor Staff Health Closely & Take Appropriate Action Monitor the health status of all staff closely, especially those listed in the close contacts list and take appropriate action if any staff report or display Bird Flu symptoms. Take action as outlined above.

3. Procedures to follow when a staff member is confirmed to be infected with Bird Flu:

Within 30 Minutes:

Receive Update on Confirmed Case from Human Resources HR will be monitoring the suspected status with the hospital and will inform you upon receiving confirmation from the hospital on the confirmed infection. You will receive an update from HR if your staff members have been listed as close contacts of a staff that have been confirmed to be infected with the Bird Flu virus.

Decide on Activation of Pandemic Plan Decide on extent of affected areas and operations that may be suspended and activate pandemic plan, if not already done so. For staff who are outside the office (e.g. biz trip, on leave, etc), provide further instructions to HR Inform Emergency Management Team of extent/impact of affected operations. Provide Situation Update Continue to provide situation updates with Emergency Management Team.

Within 1 Hour:

Brief Staff on Situation Clear intended message with Emergency Management Team before sending to staff. Brief staff via email, reiterating the following points: Update on the confirmed status of the affected staff Avoid spreading rumours or creating alarm Reassure staff that HR is working closely with the Health Authorities on the next steps and will keep staff updated on further developments. Reiterate possible evacuation of staff from the affected areas to allow disinfection and sealing/cordoning off of areas upon receipt of closure order from the Health Authorities.

Attend Emergency Management Team meeting if required You may be asked to call in to the company’s Emergency Management Team's meeting to give a situation update. Emergency Management Team will provide meeting details.

Evacuate Staff from Affected Areas Work with building management to evacuate staff upon receipt of order from the Health Authorities to close the affected areas.

Ongoing:

Call HR for Counseling if Needed Call HR to provide counseling services to staff if needed. Monitor Staff Health Closely & Take Appropriate Action Monitor the health status of all staff closely, especially those listed in the close contacts list and take appropriate action if any staff report or display Bird Flu symptoms.

Communication Pointers for Supervisor/Section Head when there is a staff suspected of contracting Bird Flu:

Communications Pointers:

Key Messages: We are prepared to handle such situations. The situation is under control. We are taking this matter very seriously, and we are taking all necessary precautionary measures to ensure the safety of our staff.

Reminders to Staff: Please do not alarm your family members and friends unnecessarily. Please do not talk to anyone from the media. Should they contact you, please refer them to Influenza Manager Should customers call to enquire about the situation, please inform them that: We have contingency plans to ensure the continuity of critical functions. Do not give any information regarding the name/designation/dept/location of the suspected colleague. Most importantly, do not cause panic or alarm unnecessary. Do not add 'colors' or your own interpretation to the situation. Reiterate on the following points: Personal Care Procedures Observe personal hygiene practices and monitor for Bird Flu symptoms. Consult a doctor immediately if you detect Bird Flu symptoms. Do not need to put on a surgical mask. But if you feel more reassured wearing a mask, please do so. Limit Your Movements Remain calm and continue with business as usual. Limit your movements and contact with other people. Avoid going within 2 metres of the affected person's workstation or touching any items on the workstation. The area within 2 metres of the workstation will be cordoned off & disinfected and will be accessible 48 hours after disinfection. Do not isolate yourself.

Reminders to Section Head/Supervisor: Your body langauge speaks as much as, if not more than, your words. Remain calm and collected. Make eye contact with your staff as you are briefing them. Assure your staff that their colleague is being well taken of. Give them an update hourly (at least) so that they know what is going on. This will lessen unnecessary panic. Provide them with your staff hotline number.

We encourage you to put together your own Sickness Response Procedures. You are welcome to use (for your own use only) the procedures we have outlined above.

These procedures are generic and will work for almost all businesses, however you may wish to customize them to suit your own needs if necessary.

Alternatively, download our ready made, fully customizable, Sickness Response Procedures template for only US$23.95. The 9-page template comes in MS. Word format with a PDF copy.

To purchase the template now (even if it's the middle of the night), simply click on the secure PayPal payment button below.

(Please note: Payment will be made to our parent company 'Continuity Business Solutions Ltd.')


Once you have made your payment by credit card or your PayPal account if you have one, you will immediately receive an email with a link to our download page where you can download the template directly to your desktop.

It’s that easy! You’ll be working on your Sickness Response Procedures in just a few minutes.


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If you’re looking for all the tutorials, templates and tools you’ll need to prepare your business for pandemic flu, including conducting your own Sickness Response Procedures check out the Pandemic Response Manual for Business Preparedness and Survival.



More help? Need a complete solution? Something with all the hard work done for you? Something with customisable templates of procedures, presentations, project timelines and tutorials … to hand hold you through it all? Then you’re looking for our Pandemic Response Manual. It has all of this and much, much more. To learn more about it and get some free stuff click here.


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More help? Need a complete solution? Something with all the hard work done for you? Something with customisable templates of procedures, presentations, project timelines and tutorials … to hand hold you through it all? Then you’re looking for our Pandemic Response Manual. It has all of this and much, much more. To learn more about it and get some free stuff click here.

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