COVID-19 Preparedness Plan for Licensed Sites:
Ramsey Employment Services (Viking), Rice St./Retirement Services (Roseville), & Hennepin Services (Golden Valley), and Consultant Teams
Kaposia is committed to providing a safe and healthy workplace for the individuals we serve, our employees and visitors. To ensure that, we have developed the following Preparedness Plan in response to the COVID-19 pandemic. Managers and employees are all responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our licensed sites which will require full cooperation from all employees. Only through this cooperative effort can we establish and maintain the safety and health of our employees and licensed sites.
Management and employees are responsible for implementing and complying with all aspects of this Preparedness Plan. This preparedness plan follows the guidelines provided in Governor Walz’s executive order 20-40 issued on April 23, 2020 and will be updated as needed when new guidelines are released. Kaposia managers, supervisors, and CEO fully support enforcing the provisions of this policy.
Our employees are our most important assets. We are serious about safety and health and keeping our employees working at Kaposia. Employee involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our employees in this process. Kaposia’s CEO communicates via email and will continue to do so with all employees. Each of those communications has provided an update on the State of Minnesota COVID-19 response, and their effect on Kaposia operations and plans. Also, in those communications the company CEO, solicited feedback on, and help in, obtaining the supplies necessary to complete this preparedness plan. Our Preparedness Plan follows Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines and federal OSHA standards related to COVID-19 and addresses:
- hygiene and respiratory etiquette.
- engineering and administrative controls for social distancing.
- housekeeping – cleaning, disinfecting and decontamination.
- prompt identification and isolation of sick persons.
- communications and training that will be provided to managers and workers; and
- management and supervision necessary to ensure effective implementation of the plan.
- Safe transportation
Screening and policies for employees or individuals exhibiting signs and symptoms of COVID-19
Employees, individuals we serve, and their homes have been informed of and encouraged to self-monitor for the following signs and symptoms of Covid-19: fever (100 degrees or higher); chills, new and persistent dry cough; difficulty breathing or shortness of breath, muscle pain, sore throat, headache, vomiting, new loss of taste or smell, or unusual fatigue. When any of these symptoms are present, the employee or individual/home is to notify Kaposia and not report to the program or participate in services. They should contact their health care provider immediately for further instructions.
Any individual in services who is unable or unwilling to meet the following guidelines will not be allowed to receive services through Kaposia until it is deemed safe for them to do so based on state and federal guidelines.
All employees and individuals in Kaposia services, will have their temperature taken upon arrival each day or at home when picked up by a Kaposia vehicle. Anyone with a temperature of 100 degrees Fahrenheit or higher will not be allowed to go with a Kaposia employee. Anyone arriving at a Kaposia site or Kaposia-related meeting with a temperature of 100 degrees Fahrenheit or higher will be directed to the designated isolation area in each facility and remain there until transportation can be arranged to take them home.
Individuals in or served by Kaposia services or employees with a lab test confirming they have Covid-19, or a member of their household has tested positive for Covid-19, are not to report to the program or services for at least 14-calendar days. The name of that individual, and any other individual living in that household attending Kaposia, will be communicated to the relevant Service Coordinator.
The Service Coordinator will track and notify individuals using the Exposure Notification form for COVID-19 with additional follow-up by phone and email, as needed. The individual, their case managers, guardians and residential providers will be notified adhering to all data privacy rules and laws and to not disclose protected health information who that individual had close contact with in the last five (5) program days. A close contact is someone who was within 6 feet of an infected person for at least 15 minutes or more (over a 24-hour period) starting from 48 hours before illness onset until the time the affected person is isolated.
Employees and individuals determined to have had close contact with someone confirmed to have Covid-19 will follow the updated guidelines put out by the CDC and adopted by the State of Minnesota to promote better compliance and best response for public health as of 12/7/2020 as follows:
- A full 14-day quarantine from the last date of exposure is the best response to mitigate the spread of Covid-19.
- This quarantine can be reduced to 10 days if there has been no positive test for Covid-19, there have been no symptoms (even minor ones), and the person quarantining watches for symptoms, wears a mask and maintains 6-feet social distancing.
- This quarantine can be reduced to 7 days if the person has a negative Covid-19 test 5 full days after exposure.
- These reductions are not recommended if it is a household exposure, in a congregate living setting or if you work in congregate living/long-term care setting or the healthcare field.
An employee may continue to work from home during the quarantine if they are not sick.
Employees who become sick or develop symptoms while at home, should notify their supervisor at least two hours before the start of their normal shift, stay home, except to get medical care and begin to follow the CDC recommendations below:
- Stay home. Most people with COVID-19 have mild illness and can recover at home without medical care. Do not leave your home, except to get medical care. Do not visit public areas.
- Take care of yourself. Get rest and stay hydrated.
- Stay in touch with your doctor. Call before you get medical care. Be sure to get care if you have trouble breathing, or have any other emergency warning signs (trouble breathing, persistent pain or pressure in the chest, new confusion or inability to arouse or bluish lips or face), or if you think it is an emergency.
- If you are sick or under quarantine, you should avoid public transportation, ride sharing or taxis.
Kaposia continues to provide leave policies that promote employees staying at home when they are sick, when household members are sick, or when required by a health care provider to isolate or quarantine themselves or a member of their household. Copies of Kaposia sick leave policy, and Family Medical Leave policy including accommodations for employees with underlying medical conditions or who have household members with underlying health conditions can be found in the company Policy Manual.
Kaposia has also implemented a policy for informing employees if they have been exposed to a person with COVID-19 at their workplace requiring them to quarantine according to recommended guidelines. Kaposia will share with employee’s, information regarding any possible exposure to persons with COVID while still adhering to Data Privacy Guidelines.
Consultants and individuals receiving services from a consultant will follow protocols listed for any licensed site or office location.
If a COVID-19 outbreak involves exposure in multiple groups, the ability to maintain minimum staffing ratios and/or non-participation by individuals receiving services due to COVID-19 exposure or infection could result in a temporary, voluntary closure of the facility until services can once again be delivered safely. Upon knowledge, this information will be communicated to individual’s guardians, case managers and residential facilities.
Kaposia Transportation Guidelines
- All individuals will have their temperature taken before entering the vehicle. (We will also try to screen them for other symptoms: staff would look for chills, a new cough, shortness of breath, a new sore throat, new muscle aches, new headache, new loss of smell or taste).
- All drivers and individuals will wear face masks while using Kaposia transportation or riding in an employee’s vehicle.
- It is very difficult to implement social distancing on a van, but individuals will sit one person to a row except when it is not possible.
- If an employee is transporting an individual, the passenger and employee will wear face masks and the passenger will be seated at the furthest point from the driver.
- Any employee using their own vehicle will have mobile kit in their car to include masks, gloves, hand sanitizer, disinfectant wipes, thermometer, a plastic garbage bag, and a plastic bag for dirty masks.
- We will be issuing a cloth face mask to each person (if they do not have their own) to put on prior to getting on the van both to and from work.
- If the mask is issued by Kaposia, the individual will place the mask in the bin on the van when exiting the van, or in a bag if in an employee’s vehicle.
- Kaposia will machine launder any masks provided, after each use per CDC guidelines.
- If the individual is wearing their own mask, they are responsible for cleaning the mask before coming to services each day.
Below are guidelines for mask wearing and care from the Center for Disease Control (CDC):
The CDC recommends the use of a face covering in public settings, like on public and mass transportation, at events and gatherings, and anywhere they will be around other people., with the following guidelines:
- The covering should include multiple layers of fabric.
- It should allow unrestricted breathing.
- The face covering should fit snugly but comfortably against the side of the face.
- It should maintain shape and quality after a machine wash and dry.
When wearing your homemade mask, make sure to properly wash or sanitize your hands before putting the covering over your face. When removing it, take care not to touch your eyes, nose and mouth. Wash your hands or sanitize right after.
The cloth face covering should be washed after each use and machine dried.
We appreciate every one’s help in ensuring this new practice is adhered to. It is important for all of us to do the best we can to protect each other during this pandemic.
- Basic infection prevention measures are always being implemented at our licensed sites.
- Employees and individuals in Kaposia services are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of their shift, prior to and after any mealtimes during meal prep, after using the toilet, after blowing your nose, coughing, or sneezing or when assisting an individual with these personal cares, before and after medication administration, and any time after caring for someone who has been ill.
- All visitors to the licensed site will be required to sanitize their hands upon entering the building. All Kaposia licensed sites have hand-sanitizer dispensers (that use sanitizers of greater than 60% alcohol) that can be used for hand hygiene in place of soap and water if hands are not visibly soiled.
- Liquid soap and hand sanitizer will be available in all restrooms and kitchen areas. Hand sanitizers will also be available throughout Kaposia service locations. All dispensers will be checked and maintained daily, by the Services Coordinator, or a designated individual on staff.
- All employees will be given individual hand sanitizer for use in the community.
Respiratory Etiquette: Cover your cough or sneeze
- All employees, individuals and visitors will be required to wear a mask while at the licensed site. Masks will be laundered after each use.
- Employees and visitors are being instructed to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing and to avoid touching their face, their mouth, nose, and eyes, with their hands. They should dispose of tissues in the trash and wash or sanitize their hands immediately afterward
- Respiratory etiquette will be demonstrated on posters and supported by making tissues and trash receptacles available to all workers and visitors. Posters reminding employees, individuals in service, and visitors to cover, their cough or sneeze, have been placed throughout each facility. In addition, employees will provide verbal reminders to individuals throughout the day as situations arise.
Social distancing is being implemented in the workplace through the following engineering and administrative controls:
- All Kaposia employees who can fulfill their work assignment or parts of their work assignments from home will be encouraged to do so. The company has provided lap top computers, cell phones to facilitate employees working at home.
- At all Kaposia service locations, “floor signs” or other identifiers will be used to assist individuals to maintain the recommended six (6) feet of social distancing.
- Each service location will rearrange or remove furniture which will not support the maintenance of six feet (6) of social distance. Desks, chairs, sofa’s, tables, countertops etc. will all be positioned to maintain social distance. In some service locations this may require the use of hard surface partitions to separate individuals.
- Groups of individuals (cohorts) plus staff will not exceed 2 individuals with one staff member. Whenever possible, these groups will remain the same.
- All necessary protective equipment and supplies; masks, gloves, thermometers, disinfectant, bleach, etc. will be available and properly labeled in each location.
- The number of people being transported at any one time will be adjusted to help maintain social distance.
- Employees, individuals, and visitors are prohibited from gathering in groups and confined areas, and from using other people’s personal protective equipment, phones, computer equipment, desks, cubicles, workstations, offices or other personal work tools and equipment.
- Consultants will contact their supervisor prior to accessing any physical licensed location or office for screening and to assure they can enter the premises.
- Consistent with company policy, employees will have their temperature checked prior to entering any service location or office or they may take their own temperature and report it to their supervisor.
- Consultants will use remote alternatives whenever possible to meet with their customers.
- If meeting in person is required, all safety measures listed in this plan or the office plan must be followed.
- If entering another place of business with a customer, at a minimum, Kaposia safety measures will be followed.
- Individuals and employees must comply with any external businesses’ safety plan, if it is greater than Kaposia’s or they should not enter.
Regular housekeeping practices are being implemented, including routine cleaning and disinfecting of work surfaces, equipment, tools, and areas in the work environment, including restrooms, break rooms and meeting rooms.
Frequent cleaning and disinfecting will be conducted in high-touch areas. High touch surfaces include tables, doorknobs, light switches, countertops, handles, desks, phones, keyboards, toilets, faucets, sinks, trash bins, etc. and will be cleaned daily using these CDC guidelines:
- Clean the area or item with soap and water or another detergent if it is dirty; use disinfectant if needed.
- Recommend use of EPA-registered household disinfectant. Follow the instructions on the label to ensure safe and effective use of the product.
Many products recommend:
- Keeping surface wet for the recommended time (see product label) and allow it to air dry.
- Precautions such as wearing gloves and making sure you have good ventilation during use of the product.
- Diluted household bleach solutions may also be used if appropriate for the surface.
- Check the label to see if your bleach is intended for disinfection, and ensure the product is not past its expiration date. Some bleaches, such as those designed for safe use on colored clothing or for whitening may not be suitable for disinfection.
- Unexpired household bleach will be effective against coronaviruses when properly diluted.
- Follow manufacturer’s instructions for application and proper ventilation. Never mix household bleach with ammonia or any other cleanser.
- Leave solution on the surface for at least 1 minute and allow it to air dry.
To make a bleach solution, mix:
- 5 tablespoons (1/3rd cup) bleach per gallon of water OR
- 4 teaspoons bleach per quart of water. Alcohol solutions with at least 70% alcohol may also be used.
For soft surfaces such as carpeted floor, rugs, and drapes.
- Clean the surface using soap and water or with cleaners appropriate for use on these surfaces.
- Launder items (if possible) according to the manufacturer’s instructions. Use the warmest appropriate water setting and dry items completely.
- OR disinfect with an EPA-registered household disinfectant.
All employees will take proper steps in maintaining the cleanliness of their equipment (laptops, keyboards, phones, monitors, etc.)
- Remove phone from case and power down
- Polish up with microfiber cloth
- Use a disinfectant (don’t use bleach) gently wipe on screen external surface, avoiding ports
- Air dry for up to 5 minutes
- Wipe down with paper towel or new microfiber cloth once more.
- Repeat steps for phone case
- Sanitize the keyboard by using a disinfectant wipe or a soft, linen-free cloth dipped in isopropyl alcohol.
- Rub the cloth or wipe on the top and sides of each key and then clean the surface and bottom of the keyboard thoroughly.
- Use a new disinfectant wipe or cloth to clean the mouse.
- Never use alcohol to clean your laptop’s screen or monitor or even your HDTV screen. Alcohol is a solvent which means it can strip away a protective coating. Also avoid using anything with ammonia (like Windex.)
Monitor or Screen:
- Unplug and turn off your laptop or monitorfrom its power source
- Use a cleanmicrofiber cloth to wipe down your screen; remove dust, scuffs, and any other surface-level fingerprints, if possible.
The ideal solution is plain distilled water, which contains no chemicals and is gentle on the screen. If heavier cleaning is needed, a 50/50 mix of white vinegar and distilled water can also be effective.
- Make sure you use plain white vinegar, not apple cider vinegar or any other kind.
- Distilled water is better than tap water because it is chemical-free.
- Manufacturers no longer recommend using any cleaners with alcohol, ammonia, or any strong solvents on LCD screens.
Wear disposable gloves for all tasks in the cleaning process, including handling trash.
- Gloves should be removed carefully to avoid contamination of the wearer and the surrounding area.
- Wash your hands often with soap and water for 20 seconds.
- Always wash immediately after removing gloves and after contact with a person who is sick.
- Hand sanitizer: If soap and water are not available and hands are not visibly dirty, an alcohol-based hand sanitizer that contains at least 60% alcohol may be used. However, if hands are visibly dirty, always wash hands with soap and water.
Should one of our service locations need to be disinfected, we will follow the CDC guidelines below:
- Close off areas used by the person who is sick.
- Open outside doors and windows to increase air circulation in the area and clean when the air is cleared.
- Clean and disinfect all areas used by the person who is sick, such as offices, bathrooms, common areas, shared electronic equipment like phones, touch screens, keyboards, remote controls, and other equipment.
- If more than seven (7) days since the person who is sick was inside a service location, additional cleaning and disinfection is not necessary.
- Continue routine cleaning and disinfection.
Communications and Training
This Preparedness Plan was communicated to all employees by email on: 5/11/2020 and any necessary training will be provided as employees return to their work locations. Updates will be distributed to all employees by email and posted at all Kaposia service locations. The initial plan and updates will be shared with individuals, case managers, guardians and residential facilities. Current Preparedness Plans can be found on Kaposia’s website: www.kaposia.com.
Additional communication and training will be ongoing and conducted via Microsoft Teams or Zoom and provided to all employees who did not receive the initial training.
Managers and supervisors are to monitor how effective the program has been implemented through weekly team meetings. Management and employees are to work through this new program together and update the training, as necessary.
This Preparedness Plan has been certified by Kaposia, inc. CEO and was posted throughout the workplace and online on: 5/11/2020. It will be updated, as necessary.
Certified by Jon Alexander, Chief Executive Officer
Reviewed and updated: 12/11/2020
Appendix A – Guidance for developing a COVID-19 Preparedness Plan
Respiratory etiquette: Cover your cough or sneeze
The literature on contamination of computers with pathogens has been summarized and two reports have linked computer contamination to colonization and infections in patients. Although keyboard covers and washable keyboards that can be easily disinfected are in use, the infection control benefit of those items and optimal management have not been determined.
Employees exhibiting signs and symptoms of COVID-19