IVOXY Consulting Covid-19 Exposure Control Plan

Jump to:

State of Washington and Oregon

Why use this policy?

Due to the COVID-19 (coronavirus) pandemic, the State of Washington has implemented health and safety requirements for Professional Services companies, and the State of Oregon Health Authority has implemented health and safety requirements for Employers, with the purpose of preventing the spread of the virus while allowing business operations to continue. The policy is intended to satisfy both states’ requirements.

How to use this policy

Professional Services companies must develop written procedures addressing the COVID-19 health and safety protections and requirements. Because we do not have our own facility, and employees either work from home or a customer work site, this policy is tailored to the way we do business while complying with the requirements of the States of Washington and Oregon. In addition, this plan must be posted and made available during workplace activities for inspection by employees, as well as state and local authorities. Since we do not have a dedicated physical location, this plan, along with additional information from public health authorities, will be available in Slack and BambooHR. Under the health and safety requirements of the State of Washington, we will:

Educate employees about COVID-19, how to prevent transmission, and our COVID-19 policies.
Maintain a minimum six-foot separation between employees and each other, our vendors, partners, and customers, in all interactions, or apply other, sufficient prevention measures when six feet of physical distancing is not feasible.
Provide personal protective equipment (PPE) and face coverings to employees that is appropriate for the activity being performed. Require employees to use PPE as appropriate or required for the activity being performed. Require that customers, partners, and vendors with whom we meet in person, or work in proximity to, use appropriate PPE. At a minimum, we require the use of a cloth facial coverings for every individual not working alone at a given location. Refer to Coronavirus Facial Covering and Mask Requirements for additional details. A cloth facial covering is described in the Department of Health guidance at https://www.doh.wa.gov/Portals/1/Documents/1600/coronavirus/ClothFacemasks.pdf.
- If exposure dictates a higher level of protection under Washington or Oregon safety and health rules and guidance or under the policies and procedures of the customers, partners, or suppliers with whom we come into contact, please contact management to arrange for necessary supplies unless they are provided by the customer, partner, or supplier. A higher level of protection may include gloves, goggles, face shields, gowns, or capes.
Require employees to screen themselves for signs/symptoms of COVID-19 before going to any in-person business meetings. Ensure sick employees stay home or immediately go home if they feel or appear sick while conducting IVOXY business away from their homes. Ensure sick employees notify management immediately if they have a probable or confirmed COVID-19 illness and have had any contact with any other IVOXY employees, customers, partners, or suppliers.

Purpose

The purpose of this plan is to communicate and educate all employees, and the customers, partners, and suppliers with whom we meet, about the hazards associated with COVID-19 (coronavirus). Each person who meets with any other IVOXY employee, customer, partner, or supplier has the responsibility to follow the procedures outlined in this plan. A copy of this plan is readily available to any employee who requests it from their manager. This plan is also posted in BambooHR Files and Slack.

Responsibilities

IVOXY Leadership Team – Approve and distribute the exposure control plan and assign a Health Coordinator to manage and enforce this plan.
IVOXY Managers – Implement, communicate, and ensure compliance with plan requirements and procedures, including training employees as needed. Managers will enforce the procedures in this plan and take immediate action if issues arise.
IVOXY Account Managers – Communicate plan requirements and procedures with customers and partners as needed. Understand the policies and procedures of our customers and partners and communicate those to employees as needed.
All IVOXY Employees – Employees have the responsibility to follow the procedures outlined in this plan. If you are feeling ill, you should not attend any in-person meetings or visit a customer work site. Please notify your manager about your illness and absence, as appropriate. You also have the responsibility to report to either their Manager or the Health Coordinator named below, if you observe anyone not following this plan.
Customers, Partners, Suppliers and Other Business Contacts – Only business-critical in-person meetings will be scheduled. All parties involved are required to comply with the requirements of this plan. Any party who does not adhere to this plan will be asked to leave the meeting immediately, or the employee(s) is required to leave the meeting immediately, depending on the location of the meeting. Any employee who has scheduled an in-person meeting with a partner, supplier, or other business contact is responsible for ensuring they have received a copy of this plan and that they comply with this plan. Any employee who is scheduled to meet with or work at a customer work site should confirm with the appropriate Account Manager that the Customer has been informed of our policy, and also obtain information about our Customers’ COVID-19 policies and procedures from the appropriate Account Manager prior to visiting the site.

We have designated Jenn Bahneman as our Health Coordinator. The Health Coordinator has the responsibility to monitor the health of employees and, along with IVOXY Managers, enforce the COVID-19 exposure control plan. If you have questions or concerns about this COVID-19 exposure plan, please contact the Health Coordinator.

Personal Hygiene

All employees, and the customers, partners, and suppliers with whom we meet or work in-person are required to continuously practice good personal hygiene when conducting in-person business. Good hygiene practices include:

Wash your hands often with soap and water for at least 20 seconds; using soap and water is the single most effective way of reducing the spread of infection through physical contact.
Leave your workstation to wash your hands regularly, including before and after going to the bathroom, before and after eating, and after coughing, sneezing, or blowing your nose.
Use alcohol-based wipes or sanitizer (with 60% alcohol or more) to clean your hands if a sink is not available and your hands are not visibly soiled. If your hands are visibly soiled, use a wipe and then a squirt of sanitizer to clean them. Please bring hand sanitizer with you when visiting a customer site. IVOXY will reimburse you for the cost.
Do not touch your face, eyes, nose, or mouth with unwashed hands.
Cover your mouth and nose thoroughly with a disposable tissue or the crease of your elbow when you sneeze or cough.
Regularly clean/disinfect frequently touched surfaces around your workspace. See the “Cleaning and Sanitation” section below for more detail.
Do not share food, drinks, utensils, or other commonly shared items with others.

Physical Distancing

To the extent possible, everyone is required to maintain physical distancing standards and help keep surfaces clean at all times while conducting IVOXY business. This includes:

Maintain at least 6 feet of distance between you and others.
Following directional signs posted throughout any facility you visit (e.g., one-way traffic flow signs, markings to help maintain 6 feet of spacing in places where lines form, etc.).
Obtain, understand, and follow policies and procedures for Physical Distancing when at any location where you are conducting business on behalf of IVOXY.
Avoid gathering or congregating with others in any common areas, particularly where you are not able to maintain at least 6 feet of distance between other people.
Do not travel or ride in a vehicle with anyone who is not a member of your household when you are conducting business on behalf of IVOXY.

Internal Meetings/Training Sessions/Business Travel

We will continue to avoid all non-essential, in-person meetings, training sessions, and business travel. You should not schedule a meeting, training session, or business travel without first discussing with your manager. If we hold meetings or training sessions, we will first look to facilitate them via videoconferencing or other virtual method. If an in-person meeting is required, we will make every effort to maintain physical distancing standards. We will break into small groups of 5 or less or hold the meetings in a location that allows for proper physical distancing.

Controls

If you have ideas for additional controls that could be implemented to prevent the spread of COVID-19, please talk with your manager. We will explore all feasible options to ensure employee safety.

COVID-19 Personal Protective Equipment (PPE)

Cloth face coverings must be worn by every employee, customer, partner, or supplier with whom you come into contact unless your tasks require a higher level of protection. Note that cloth face coverings technically are not PPE because they are designed to protect others from the wearer’s germs. However, they are covered under this policy, and you are required to wear a face covering while attending in-person meetings or at a customer work site. Please discuss any additional PPE that may be required for your job duties with your manager.

Cleaning and Sanitation

You are responsible for wiping down equipment, supplies, or tools you use at customer work sites. If you share equipment, supplies, tools with customers, then you must wipe down each item between uses by a different person (to the extent possible). Shared items that must be wiped down include (but are not limited to):

Computer keyboards, mice, touch screens, power buttons, and other shared electronic devices.
Operator control panels.
Tools (e.g. wrenches, pliers, etc.)
Janitorial equipment (e.g. brooms, rakes, mops, etc.).

We may be asked to assist with cleaning and sanitation efforts at a customer work site. If you are asked to join the cleaning or sanitation crew, you must politely decline.

Prior to visiting a customer, supplier, or vendor’s business location, the customer, supplier, or vendor shall inform IVOXY, to IVOXY’s satisfaction, regarding the customer, supplier, or vendor’s disinfection and exposure control policies. IVOXY employees shall not visit third parties’ business locations absent approval from their managers.

Hand Washing/Sanitizing Stations

Employees shall use hand washing and/or sanitizing stations at customer work sites or other meeting locations regularly to prevent the potential spread of the virus. If the stations are low or out of product, report it to your customer or site contact immediately. You are also encouraged to bring your own hand sanitizer and wipes to external meetings.

COVID-19 Symptoms

The CDC has identified the following as symptoms of COVID-19:

Fever (defined as over 100.4 degrees or feeling feverish)
Cough
Shortness of breath or difficulty breathing
Chills
Fatigue
Muscle, body, or headaches
Sore throat
New loss of taste or smell
Congestion or runny nose
Nausea or vomiting
Diarrhea

We will use these symptoms to conduct health screenings as described below, and you should use these symptoms as a guide in assessing your own health and ability to work.

Health Screenings

Before you participate in any in-person meeting or customer work site visit, you must screen yourself for signs/symptoms of COVID-19, as identified in this section, and notify the Health Coordinator with the results of your self-screening. Any employee who is exhibiting any of the symptoms listed above must stay home or seek medical assistance if needed. We will not make any exceptions to this standard. If you have multiple meetings or visits in a day, you only need to screen for symptoms once. However, if you develop symptoms, you must immediately cancel all remaining meetings or visits and follow the Procedures for Sick Individuals, below.

Procedures for Sick Individuals

If you develop symptoms of COVID-19, or if you test positive or are waiting for the results of a test, you must inform your manager immediately.

Employees, contractors, suppliers, or other business contacts who appear to have symptoms upon arrival at an in-person meeting or customer work site must immediately separate themselves, or be separated, from other employees, customers, suppliers and other business contacts, and go home. If you develop COVID-19 symptoms while you are at home, you should not attend an in-person meeting or customer work site until you have been evaluated and cleared by a health care provider. If you become sick during the day and are unable to drive or find a ride, we will arrange for you to be safely transported home or to a health care provider. If you test positive for COVID-19, we will inform individuals who may have been in close contact with you. Due to confidentiality requirements under the Americans with Disabilities Act (ADA), we will not disclose your name, job title, or department. We will instruct impacted individuals how to proceed based on the CDC Public Health Recommendations for Community-Related Exposure. If we learn that an employee, customer, partner, or supplier with whom you have had contact tests positive for COVID-19, we will likewise inform you without disclosing confidential information. We will also instruct you on how to proceed.

If you are aware of anyone with whom you are meeting or working feeling ill or with a suspected or confirmed case of COVID-19, please vacate any affected areas until you know they have been thoroughly cleaned.

Exposure to COVID-19

We will require all employees, customers, suppliers, and vendors with whom we are in contact to follow the CDC’s isolation/quarantine requirements when they have come in close contact with an individual who has COVID-19. If you have been in close contact with someone who has tested positive for COVID-19, including someone in your household, you must inform your manager immediately. If you learn that an employee of a customer, supplier, or vendor has been diagnosed with COVID-19, you must inform your manager immediately.

Deliveries

To the extent possible, please eliminate unnecessary business deliveries to your home. Delivery of essential items necessary to continue our operations can continue, with necessary precautions implemented. Please utilize “no contact” deliveries to the extent possible.

If You Are A Visitor

You may be required to participate in a COVID-19 health and safety training prior to entering the facility of a company with whom we do business. You must comply with the requirements of each business’s plan, as well as any additional requirements they may implement during your on-site visit. If at any time you are uncomfortable with the health and safety protocols at any location where you are conducting business on behalf of IVOXY, please excuse yourself to contact the appropriate Account Manager, your manager, and/or our Health Coordinator to discuss options.

State of Montana

How to use this policy

Because we do not have our own facility, and employees either work from home or at customer work sites, this policy is tailored to the way we do business. In addition, this plan must be posted and made available during workplace activities for inspection by employees, as well as state and local authorities. Since we do not have a dedicated physical location, this plan will be available in Slack and BambooHR. We will:

Educate employees about COVID-19, how to prevent transmission, and our COVID-19 policies.
Maintain a minimum six-foot separation between employees and each other, our vendors, partners, and customers, in all interactions, or apply other, sufficient prevention measures when six feet of physical distancing is not feasible.
Provide personal protective equipment (PPE) to employees that is appropriate for the activity being performed. Require employees to use PPE as appropriate or required for the activity being performed. Require that customers, partners, and vendors with whom we meet in person, or work in proximity to, use appropriate PPE. At a minimum, we require the use of a cloth facial coverings for every individual not working alone at a given location. Refer to Coronavirus Facial Covering and Mask Requirements for additional details. A cloth facial covering is described on Montana’s COVID-19 website: https://covid19.mt.gov/.
- If exposure dictates a higher level of protection under applicable safety and health rules and guidance or under the policies and procedures of the customers, partners, or suppliers with whom we come into contact, please contact management to arrange for necessary supplies unless they are provided by the customer, partner, or supplier. A higher level of protection may include gloves, goggles, face shields, gowns, or capes.
Require employees to screen themselves for signs/symptoms of COVID-19 before going to any in-person business meetings. Ensure sick employees stay home or immediately go home if they feel or appear sick while conducting IVOXY business away from their homes. Ensure sick employees notify management immediately if they have a probable or confirmed COVID-19 illness and have had any contact with any other IVOXY employees, customers, partners, or suppliers.

Purpose

Responsibilities

IVOXY Leadership Team – Approve and distribute the exposure control plan and assign a Health Coordinator to manage and enforce this plan.
IVOXY Managers – Implement, communicate, and ensure compliance with plan requirements and procedures, including training employees as needed. Managers will enforce the procedures in this plan and take immediate action if issues arise.
IVOXY Account Managers – Communicate plan requirements and procedures with customers and partners as needed. Understand the policies and procedures of our customers and partners and communicate those to employees as needed.
All IVOXY Employees – Employees have the responsibility to follow the procedures outlined in this plan. If you are feeling ill, you should not attend any in-person meetings or visit a customer work site. Please notify your manager about your illness and absence, as appropriate. You also have the responsibility to report to either their Manager or the Health Coordinator named below, if you observe anyone not following this plan.
Customers, Partners, Suppliers and Other Business Contacts – Only business-critical in-person meetings will be scheduled. All parties involved are required to comply with the requirements of this plan. Any party who does not adhere to this plan will be asked to leave the meeting immediately, or the employee(s) is required to leave the meeting immediately, depending on the location of the meeting. Any employee who has scheduled an in-person meeting with a partner, supplier, or other business contact is responsible for ensuring they have received a copy of this plan and that they comply with this plan. Any employee who is scheduled to meet with or work at a customer work site should confirm with the appropriate Account Manager that the Customer has been informed of our policy, and also obtain information about our Customers’ COVID-19 policies and procedures from the appropriate Account Manager prior to visiting the site.

Personal Hygiene

Wash your hands often with soap and water for at least 20 seconds; using soap and water is the single most effective way of reducing the spread of infection through physical contact.
Leave your workstation to wash your hands regularly, including before and after going to the bathroom, before and after eating, and after coughing, sneezing, or blowing your nose.
Use alcohol-based wipes or sanitizer (with 60% alcohol or more) to clean your hands if a sink is not available and your hands are not visibly soiled. If your hands are visibly soiled, use a wipe and then a squirt of sanitizer to clean them.
Do not touch your face, eyes, nose, or mouth with unwashed hands.
Cover your mouth and nose thoroughly with a disposable tissue or the crease of your elbow when you sneeze or cough.
Regularly clean/disinfect frequently touched surfaces around your workspace. See the “Cleaning and Sanitation” section below for more detail.
Do not share food, drinks, utensils, or other commonly shared items with others.

Physical Distancing

To the extent possible, everyone is required to maintain physical distancing standards and help keep surfaces clean at all times while conducting IVOXY business. This includes:

Maintain at least 6 feet of distance between you and others.
Following directional signs posted throughout any facility you visit (e.g., one-way traffic flow signs, markings to help maintain 6 feet of spacing in places where lines form, etc.).
Obtain, understand, and follow policies and procedures for Physical Distancing when at any location where you are conducting business on behalf of IVOXY.
Avoid gathering or congregating with others in any common areas, particularly where you are not able to maintain at least 6 feet of distance between other people.
Do not travel or ride in a vehicle with anyone who is not a member of your household when you are conducting business on behalf of IVOXY.

Internal Meetings/Training Sessions/Business Travel

Controls

If you have ideas for additional controls that could be implemented to prevent the spread of COVID-19, please talk with your manager. We will explore all feasible options to ensure employee safety.

COVID-19 Personal Protective Equipment (PPE)

Cleaning and Sanitation

Computer keyboards, mice, touch screens, power buttons, and other shared electronic devices.
Operator control panels.
Tools (e.g. wrenches, pliers, etc.)
Janitorial equipment (e.g. brooms, rakes, mops, etc.).

We may be asked to assist with cleaning and sanitation efforts at a customer work site. If you are asked to join the cleaning or sanitation crew, you must politely decline.

Hand Washing/Sanitizing Stations

COVID-19 Symptoms

The CDC has identified the following as symptoms of COVID-19:

Fever
Cough
Shortness of breath or difficulty breathing
Chills
Fatigue
Muscle, body, or headaches
Sore throat
New loss of taste or smell
Congestion or runny nose
Nausea or vomiting
Diarrhea

We will use these symptoms to conduct health screenings as described below, and you should use these symptoms as a guide in assessing your own health and ability to work.

Health Screenings

Please screen yourself for signs/symptoms of COVID-19 before any in-person meeting or customer work site visit. Any employee who is exhibiting any of the symptoms listed above must stay home or seek medical assistance if needed. We will not make any exceptions to this standard. Please also check your temperature prior to departing home. If you have a temperature of 100.4 or higher, or if you feel feverish, you must cancel your meeting or visit and stay home.

Procedures for Sick Individuals

Exposure to COVID-19

Deliveries

High Risk Employees

IVOXY follows the CDC’s Interim Guidance for Employers with Workers at High Risk, as applicable and appropriate, available at https://www.cdc.gov/coronavirus/2019-ncov/community/high-risk-workers.html. Employees who believe they are high-risk, or who live in households with individuals who are high risk, should contact Human Resources to discuss whether any accommodations are appropriate.