AAHA



Overview of ADA Policies/ProtocolsIn response to the COVID-19 health-related challenges, the Families First Coronavirus Response Act has put paid sick leave policies into place for qualifying employers and employees. [Veterinary Practice Name] recognizes the need for this flexibility and has therefore put the following polices into place to help protect employees by streamlining the process for obtaining reasonable accommodations. COVID-Related Accommodation Requests[Veterinary Practice Name] understands that the current climate is unprecedented. This is a time in which employers will need to comply with reasonable accommodation requests from employees in response to the COVID-19 situation. [Veterinary Practice Name] will be doing so in ways that comply with the Americans with Disabilities Act (ADA) while also streamlining the process to limit the spread of the virus and to help keep our employees safe. [Veterinary Practice Name] will use the following COVID-19-specific resources, among others, as guidance through the pandemic:US Centers for Disease Control and Prevention (CDC) The US Equal Employment Opportunity Commission (EEOC)US Department of Health and Human Services (HHS) Under the Families First Coronavirus Response Act, effective on April 1, 2020, a covered employer must provide paid sick leave to certain employees who cannot work or telework because of COVID-19-related circumstances. Qualifying employees include those who:are under a quarantine or isolation order because of COVID-19; this can be federal, state, or local in originwere advised by a healthcare provider to self-quarantine because of this virusexperience COVID-19 symptoms and are in the process of getting a medical diagnosisare caring for someone who has been advised or otherwise subjected to quarantine or isolationare caring for a child whose school is closed or whose childcare provider is not providing services because of the virusare experiencing similar conditions to those listed by the Secretary of Health and Human ServicesWe recognize that these types of requests may come from employees, especially those who are at a higher risk of developing complications if they were to become infected with the virus. This may be because of chronic medical conditions, such as lung disease, heart disease, or diabetes, or issues related to compromised immunity systems. It may also be because of an employee’s age or because of pregnancy. For example, an employee of [Veterinary Practice Name] may have severe asthma and be concerned about exposing himself or herself to COVID-19 in the workplace, whether through interactions with coworkers or clients or vendors. In this instance, if our employee asks for reasonable accommodations that would reduce risk and therefore fall under ADA, [Veterinary Practice Name] would begin the process of developing reasonable accommodations.We also recognize that the risks involved in contracting COVID-19 require a more streamlined approach to reviewing accommodation requests and appropriately acting upon them. In more typical times, [Veterinary Practice Name] would request sufficient disability-related information from medical professionals before responding to accommodation requests as typically done through ADA-related processes. During COVID-19, [Veterinary Practice Name] will provide more flexibility to lessen the demands on healthcare providers and to eliminate the need for at-risk employees to visit those healthcare providers. Although [Veterinary Practice Name] reserves the right to request such information, we will also consider alternative methods, including requesting specific information from the employee about the need for accommodations. In appropriate circumstances, we will accept previous information on file about an employee and/or use telemedicine consultations to establish accommodations. To request an accommodation from [Veterinary Practice Name], please complete [attach AAHA Link] the Accommodation Request Form and return it to your supervisor.Furlough/Layoff Policies/ProtocolsIf [Veterinary Practice Name] is unable to continue to pay employees because of COVID-19, there are two processes that may take place: furloughs and layoffs. If [Veterinary Practice Name] finds that it must make this tough decision, ownership will evaluate our staff as a whole, and create a furlough and/or layoff plan that takes multiple key factors into consideration. Then, we will share specifics in a memo to all employees. Please note the website of our state’s unemployment agency: FORMTEXT [insert state unemployment website].Additional Furlough/Layoff Policy ConsiderationsCriteria that may be considered when prioritizing a furlough or layoff plan include:Seniority of each employeeWhether an employee is full-time or part-time (or another status)Levels of employee performanceSkill sets of each employee and how essential they are to operations[Veterinary Practice Name] reserves the right to choose one of these criteria or to use them in combination during decisionmaking. FurloughsA furlough can be designed in multiple ways and is an alternative to a layoff. A furlough may require employees to take unpaid time off or to work fewer hours than normal each week. As an example, if [Veterinary Practice Name] reduces its hours of service, nonexempt employees may have a reduced-in-hours schedule, being paid only for the hours worked.Furloughs can also involve employees being required to take a set amount of unpaid leave, perhaps a number of days or weeks. If this is implemented at [Veterinary Practice Name], then this can apply to exempt and nonexempt employees; if exempt employees are furloughed, they will be in full weeks, while nonexempt employees may be furloughed in full or partial weeks. [Veterinary Practice Name] may require all employees to go on furlough or keep some on duty who perform essential services. Furloughed employees are still considered to be employees and so are eligible for benefits, including paid leave and the expanded Family Medical Leave Act. These employees can be eligible for unemployment benefits and [Veterinary Practice Name] may continue to pay its share of employee benefits. LayoffsA layoff is different from a furlough because it is an actual separation from [Veterinary Practice Name]. This may be temporary or permanent, with laid off employees not eligible for benefits or leave during the layoff. [Veterinary Practice Name] will provide a letter to any laid-off employee, including information about any COBRA eligibility. These employees can be eligible for unemployment benefits. Overview of Safety Policies/ProtocolsIn response to COVID-19 and as a condition of employment, [Veterinary Practice Name] has implemented the following protocols, effective immediately. These address safety protocols for employees while inside the hospital, during but not limited to client interactions, as well as when outside of the hospital. Additionally, it details procedures for an employee to take if feeling ill, as well as workplace cleaning protocols to undertake if an employee tests positive for COVID-19.Employee Safety While in the Hospital[Veterinary Practice Name] may implement social distancing within the practice amongst staff. If social distancing is in effect, the following protocols will be in effect: Staff must stay six feet apart. This may include setting up separate workstations or dividing the team up to two work groups in order to reduce staff in the hospital at any one time.When appropriate PPE levels are adequate, utilizing face masks when social distancing between staff and clients of six feet is not possible. We will provide you at least one reusable face mask or you may purchase your own; these do not need to be medical grade and are those only designed to protect clients and coworkers from infection if you become an asymptomatic carrier. Frequently wash your hands with soap and water for at least 20 seconds and before and after each client interaction. [Veterinary Practice Name] requires staff to follow AAHA suggested cleaning protocols.While Outside the HospitalFollow CDC guidelines to protect yourself and others from the virus. You can find more information at coronavirus/2019-ncov/prevent-getting-sick/prevention.html. While Interacting with ClientsIf [Veterinary Practice Name] feels conditions warrant social distancing, the following will be observed:Separate waiting room spaces to allow for six feet of separation between clients and staff. Limit one pet owner per pet, except for euthanasia.If the situation escalates, the practice may choose to limit one client in the waiting room at a time. If this is the case, clients will wait in their car until a room is ready. Staff will call client, meet them at the door with the door open, and escort them directly into the exam room. If [Veterinary Practice Name] feels conditions warrant curbside protocols, the following will be observed: New client paperwork shall be posted on the business website. They should be sent to clients via email, fax, or US mail if no other options exist. Ask that clients submit paperwork using electronic methods when possible.When scheduling clients, advise them of the curbside protocols and advise them what to expect upon visiting the practice.All staff must wear gloves and mask to greet the vehicle and review any paperwork provided as well as take a history.Staff will then bring pet to exam room as clients wait in their vehicles. CLIENTS MAY NOT ENTER THE BUILDING.Veterinarian will call pet ownr to discuss findings during the exam.Once visit is complete, discharge instructions, prescriptions, and payment will be managed by phone where applicable and/or at the vehicle as pets are returned to their owners.If an Employee Feels Sick or Develops COVID-19 SymptomsIf an employee feels sick or develops symptoms while at work, they should notify their supervisor and go home immediately. They will need to act on proper sterilization of areas the employee was most recently in contact with as well as alerting coworkers to their possible exposure. Coworkers who were exposed to the employee will be notified. If they are asymptomatic, they can continue work but should wear a face mask at all times in the workplace for at least 14 days after latest exposure. Employees (or Employer) should monitor their temperature daily. Practice social distancing from other coworkers. Increase frequency of cleaning of common spaces and shared equipment and surfaces.If exposed employee shows any symptoms, they should report them to their supervisor and go home immediately, following the protocols listed for potentially exposed employee.The CDC recommends the following guidelines if a person developed symptoms:Consult your doctor: many offer telehealth as a first option. They can offer insight into how to best care for yourself as well as the guidelines for when to seek further treatment or help. Stay separate from others in your home: Stay in sperate rooms and, when able to, use separate bathroom facilities as well. When contact with others is unavoidable, wear a cloth face covering. This includes staying away from pets, even in your home. Cover your mouth and nose: Use a tissue when you cough or sneeze and dispose of those tissues in lined trash receptacles. Wash your hands: Use soap and water and wash for at least 20 seconds. This is most important after sneezing, coughing, blowing your nose, or using the restroom. If soap and water are not available, employees may use alcohol-based hand sanitizer with at least 60% alcohol. Avoid touching your eyes, nose, and mouth. Do not share household items: Clean and disinfect (using household disinfectants) any high-touch surfaces in the rooms and bathroom you are using. Someone who is not sick should clean and disinfect surfaces in common areas. Make sure to include all high-touch areas like doorknobs, bathroom sink handles, light switches, etc. Employees will not be allowed to report to work until all three of?the following criteria have been met: Employee has not had a fever for at least 72 hours without the aid of fever-reducing medication.Other symptoms (e.g., shortness of breath and/or cough) have improved. At least seven days have passed since they first had any symptoms.Once an employee returns to work, they will be required to do the following:Always wear a facemask until all symptoms have subsided.Self-monitor and update their manager if any symptoms reappear.Workplace Cleaning if an Employee Tests Positive[Veterinary Practice Name] will undertake recommended cleaning action if a symptomatic employee was present at the job site within 48 hours of testing positive. The CDC has issued Environmental Cleaning and Disinfection Recommendations. It is important to note the following:Personal Protective Equipment (PPE) includes disposable gloves and gowns for all tasks, including handling trash.Gloves and gowns should be compatible with the disinfectant products being used.Additional PPE might be required based on the cleaning/disinfectant products being used and whether there is a risk of splash.Gloves and gowns should be removed carefully to avoid contamination of the wearer and the surrounding area. Be sure to HYPERLINK "" \t "_blank" clean hands after removing gloves.Gloves should be removed after cleaning a room or area occupied by ill persons and hands must be cleaned immediately after gloves are removed.Cleaning staff should immediately report breaches in PPE (e.g., a tear in gloves) or any potential exposures to their supervisor.Overview of Paid Leave Policies/ProtocolsOn April 1, 2020, the Families First Coronavirus Response Act was enacted, with its policies applying to nearly all businesses that have fewer than 500 employees, with special provisions included for businesses with fewer than 25 employees. The purpose of these polices is to provide supplemental pay to employees who cannot work for reasons connected to COVID-19. The Act, for example, expanded the Family Medical Leave Act and provides emergency paid sick leave to qualified employees. Family Medical Leave Expansion: This Provision will Expire on December 31, 2020Starting April 1, 2020, [Veterinary Practice Name] offers up to 12 weeks of job-protected leave to eligible employees. Employees are eligible to take this leave once they have completed 30 days of employment. Eligible employees may use leave to care for a child under the age of 18 who is unable to attend school or daycare due to a public health emergency (such as COVID-19). Employees may take leave intermittently if agreed to with management. For example, an employee may only need to care for their child on Fridays. [Veterinary Practice Name] will be flexible in scheduling where possible and employees are expected to do the same. Employees must submit a request for leave, along with a certification of the need for leave as soon as they are able. If an employee is not able to submit a written request, they may do so verbally over the phone with FORMTEXT [insert appropriate contact]. The first two weeks of leave will be unpaid under this policy but may be paid under the Emergency Paid Sick Leave Policy. For the following 10 weeks, employees will be eligible for up to two-thirds of their regular pay up to $200 dollars per day for an aggregate of $10,000. <<For practices with more than 25 employees, add this section:>>After 12 weeks of leave, the employee will be returned to their previously held position. <<Practices with fewer than 25 employees are not required to return the employee to the previously held position if that position has been eliminated due to either economic or other circumstances.>>This leave has no monetary value and will not be paid out upon termination. Leave may not be carried over and will expire on December 31, 2020.Emergency Paid Sick Leave: This Provision will Expire on December 31, 2020Starting April 1, 2020, [Veterinary Practice Name] offers up to two weeks (80 hours) of job-protected leave to eligible employees. All employees are eligible for this leave regardless of longevity. Part-time employees will be eligible for a prorated amount. For example, if an employee typically works 30 hours per week, they will be eligible for 60 hours of Emergency Paid Sick Leave.Employees may take this leave if they are unable to work for the following reasons:The employee is quarantined due to a federal, state, or local order.The employee is required to self-quarantine by a healthcare provider due to concerns surrounding COVID-19.The employee is experiencing symptoms of COVID-19 and is seeking medical advice regarding these symptoms.The employee is caring for an individual subject to a quarantine by either a medical professional, or a federal, state, or local order.The employee is caring for a child under the age of 18 who is unable to attend school or daycare due to a public health emergency (such as COVID-19). The employee is experiencing any other substantially similar condition specified by the Secretary of Healthy in Human Services.Emergency paid sick leave will be paid at the employee's regular rate of pay, for leave taken for reasons 1–3 above: up to a maximum of $511 per day or an aggregate of $5,110. Employees taking leave for reasons 4–6 will be compensated at two-thirds their regular rate of pay, up to a maximum of $200 per day and/or aggregate of $2,000. Intermittent leave may only be taken for reason number 5. [Veterinary Practice Name] will be flexible in scheduling where possible and employees are expected to do the same. Employees must submit a request for leave, along with a certification of the need for leave, as soon as they are able. If an employee is not able to submit a written request, they may do so verbally over the phone with FORMTEXT [insert appropriate contact]. This leave has no monetary value and will not be paid out upon termination. Leave may not be carried over and will expire on December 31, 2020.Emergency Unpaid Leave Policy[Veterinary Practice Name] understands there may be a need for leave relating to COVID-19 that does not fall underneath one of these categories. [Veterinary Practice Name] at its sole discretion, will provide up to 12 weeks unpaid leave in certain circumstances relating to COVID-19. Employees must submit a request for leave, along with a certification of the need for leave, as soon as they are able. If an employee is not able to submit a written request, they may do so verbally over the phone with FORMTEXT [insert appropriate contact]. ................
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