Non-Profit Business Continuity/Service Plan



|Non-Profit Business Continuity/Service Plan |2020-2021 |

|For Residential Homes, Offices and Day Program |Hearthstone Community Group |

Table of Contents

Education/Information: 2

Fan Out List: 3

Finances: 4

Preventive Measures: 4

Extensive Cleaning List 5

Equipment Required in the home 5

Replacement/Management: 6

Adult Day Program Services: 6

Hiring & Security Checks: 6

Staffing Shortage: 7

Procedures for a Resident that contracted the Flu: 7

Procedures for more than one Resident who has contracted the Flu: 8

Extended Medication Prep 9

Handi-Van Expectations 9

Posted Signs: 9

Pandemic Planning Manual Signing Sheet 10

Education/Information:

The Interlake-Eastern Regional Health Authority in conjunction with Manitoba Public Health and the WHO shall determine and communicate when a Pandemic is declared.

Hearthstone Community Group will provide all staff updated information and resources on any potential pandemic or epidemics that are currently present and/or will have impact on the organization, residents and/or employees. This information shall be sourced from the Pandemic Response Team of the Interlake/Eastman Health Authority. It will be the responsibility of the General Manager to maintain contact with these sources and to ensure the information is disseminated.

Information will include the following:

• Understanding the pandemic, disease, epidemic etc.

• Signs and symptoms

• Preventive measures/coping

• Procedures within each Hearthstone Community Group location

• Emergency quarantine procedures

Information regarding the Pandemic organism will be distributed through:

• Email

• Memos

• Staff meetings

• Community Forms

• Individual Speakers (health nurse, doctor, etc.)

Information regarding the Hearthstone Community Group Pandemic plans will be distributed through:

• Email

• Memos

• Management Meetings

• Staff meetings

• Health and Safety Coordinator

Fan Out List:

Each location shall maintain a current fan out list to call staff and families during a Pandemic.

A Pandemic Emergency is when a serious influenza such as the flu is spread widely amongst the entire residential location or entire organization.

In the event that a Pandemic Emergency is identified by IERHA or another source, Health and Safety Coordinator and General Manager will be notified and the following will be taken:

1. General Manager and Health and Safety Coordinator will confirm this is a Pandemic and identify the steps that must be taken.

2. Information on the Pandemic will be retrieved and made into a package by the Health and Safety Coordinator for Managers, Senior Staff and General Manager to provide to those they contact. Will be readily available within 8 to 24 hours of the decision. The package will have all information needed to answer any questions or concerns; it will outline the proper steps HCG is taking to eliminate the spread and to control the Pandemic as best as possible.

3. Health and Safety Coordinator will Contact Office Manager, HCG Day Program, and all managers.

4. If a person in the fan out list is indisposed, their role shall be delegated.

5. The General Manager shall be Responsible to contact all Board members and other programs that may be associated with our day program if required such as Inclusion, Turning Leaf or St. Amant Centre.

6. HCG Day Program Coordinator (s) will be responsible to contact all clients currently not residing in a HCG home and their guardians. The Day Program Manager shall keep current a list of people Day Program Coordinator will contact.

Finances:

Specific allowances will be approved by the Board to off set additional costs such as: staff loss, staff appointment, overtime, grief counseling, stress, stockpiling of supplies, transportation, prevention measures and information, additional hygiene supplies and possible daycare or day services for employees.

Specific areas may be compensated for by Family Services and Housing based on each individual situation.

A General Ledger account shall be dedicated to the costs associated with a declared Pandemic.

Preventive Measures:

Hearthstone Community Group will provide each residential home with the following information and equipment to minimize the probability of infection or transmission of the pandemic diseases by:

• All homes will have an Infection Control Manual that all staff working in the home must read and sign

• All staff will be informed of a vaccine when available

• Appropriate instructions will be reviewed for sanitizing of hands, face or other body parts

• Instructions for the sanitation of areas such as bathrooms, bedrooms, door handles, floors areas etc.

• Additional cleaning of highly used items such as cards, toys, games, computers, phone, etc.

• Added equipment to be available within each home to include: face masks, medical gloves, hand de-sanitizer, paper towels, and hand/scrub brush or deodorizers etc.

• Up-dated information to be provided to all Managers and distributed to employees

• Emergency and alternative procedure plans to be review and understood by all employees within each residential home

Extensive Cleaning List

All Hearthstone Community Group locations will be required to create their own cleaning checklist that will be placed in your chores binder. It will outline all the necessary cleaning and sanitizing duties that must be performed twice on every shift.

Equipment Required in the home

All residential homes must have the following supplies on hand or within easy access at all times: (do not have to keep stock if items can be purchased within 1 day if needed)

|Pandemic Flu Planning Checklist |

|Food and Water |Health Supplies |Other |

|Bottled water - at least two liters of water |Pain relievers/fever reducers (e.g. |Soap |

|per person per day |acetaminophen, ibuprofen) |Alcohol-based hand sanitizer |

|Ready-to-eat canned meats |Stomach remedies |Manual can opener |

|Canned fruit |Cough and cold medicine |Garbage bags |

|Dried fruit |Anti-diarrhea medication |Tissues |

|Canned vegetables |Fluids with salt and sugar |Toilet paper |

|Soup |Vitamins |General first aid kit |

|Protein bars |Non Latex gloves |Change of Clothes (staff) |

|Dry cereal/granola |Medical Masks |If applicable: |

|Peanut butter/nuts |Thermometer |Feminine hygiene products |

|Crackers | |Disposable depends |

|Canned juices | |Personal wipes (in the event of a |

|Tetra-packed milk or soy beverage | |water shortage) |

Replacement/Management:

In the event that House Managers require lengthy time away due to illness and/or can no longer perform their duties due to a pandemic, disease or noted epidemic:

• General Manager and Board President are contacted

• House Managers will have a trained senior staff designate ready to go at all times

• All responsibilities allotted to the House Manager will be directed to the Senior Staff.

• A wage premium will be implemented during the duration of time the Senior Staff is acting and may return to their regular wage upon return of the House Manager

• Should no Senior Staff be available, the General Manager will appoint an Employee from within Hearthstone Community Group

In the event that the General Manager requires lengthy time away due to illness and/or can no longer perform their duties due to a pandemic, disease or noted epidemic:

• Board President will be contacted to establish leadership

Adult Day Program Services:

Day Program shall be temporarily suspending during an outbreak of the flu. The Day Program space may be used to house quarantined persons. Day Program staff will be available for relief/emergency staff in all homes.

Hiring & Security Checks:

In the event of hiring emergency staff due to a pandemic, disease or epidemic, Hearthstone may hire employees to provide services and/or may hire individuals:

• with criminal records check pending and a waiver

• without the their First-Aid certification, and not given duties of personal care

• with their child abuse/adult abuse Registrar results pending, but shall not work alone

• having the minimum training required

• relatives and family members will not be viewed as a conflict of interest for emergency hiring

Any persons considered would have to pose a low risk to individuals.

Staffing Shortage:

In the event that Hearthstone Community Group endures a staffing shortage within one or more residential home and/or cannot provide the appropriate staffing due to the pandemic, disease or epidemic; the General Manager, Board President and House Manager will discuss alternative housing with CLDS based on the needs of the residents and with as little disruption as possible such as:

• Utilizing homes within Hearthstone that have vacant bedrooms and/or are licensed for more individuals who reside within the home

• Utilizing homes that would accommodate two individuals in the basement that meet the residential fire and safety codes and can be licensed in an emergency situation through Family Services and Housing

• Utilizing families/relatives that are willing and educated on the virus to have the individual reside for a period of time within their own home and/or a combination of both houses (respite staffing may be available for periods of home time)

• Utilizing of employees or staff who would be willing to provide respite or foster care for a period of time based on the home deemed as a “place of safety” through Family Services and Housing

• Utilize facility at 209 Superior

• Provide hotel arrangements when necessary

Procedures for a Resident that contracted the Flu:

Should a resident of the Hearthstone Community Group contract or test positive with the Flu, House managers and staff will:

a) inform General Manager and other staff members of the situation

b) immediately inform all employees working directly with the individual

c) have the individual remain within the residential home and outside area with the least amount of disruption or transmission as possible within the home

d) establish a 2-meter distance between residents with Influenza-like Illness (ILI) either by a partitions or curtain

e) not have the individual engage in public events, day programs, family visits and/or other activities that places other individuals at risk of exposure to infectious agents

f) passive screening measures with all family members (reminding of symptoms)

g) Family and visitors stay away until 24 hours after symptoms resolve

h) individuals may be required to be restricted to his/her room including meals and any other clinical or social activity

i) post signage at all entrances reminding family or employees of individuals with ILI and Infection Control Manual.

j) closely monitored and observed the individual on a daily basis

k) closely monitor and observe other individuals within the home

l) staff to perform self-assessment for symptoms

m) staff exhibiting symptoms of Flu should not work and report their condition to their House Manager

n) take precautions and utilize all tools provided by the agency to prevent contracting the virus

o) assist individuals in practicing respiratory cough etiquette (coughing into sleeve, using tissues, wearing a mask if possible)

p) use sanitizing procedures regularly to prevent transmission to other staff, residents and/or family members via use of masks, gloves, hand washing sanitizer, cleaning of areas utilized by the individual etc.

q) provide medical attention immediately should the individuals symptoms heighten

Procedures for more than one Resident who has contracted the Flu:

Should several individuals contract the virus from different homes within the Hearthstone Community Group, it may be in the best interest to quarantine all infected residents within one home/location.

A decision regarding quarantining residents will be based on an emergency Board Meeting called by the General Manager that would or may include the Public Health Official, Community Service Worker and Program Manager, Interlake Region.

• It would be determined that the 209 Superior location would be most accessible for any or all individuals within the Hearthstone organization and has been equipped with a sprinkler system, has barrier free bathrooms, showers and kitchen/laundry facilities. Beds would be required.

• Additional staffing would be required for the facility.

• Precautions taken in regards to cleanliness and sanitization as noted above and in accordance to the Infection Control Manual.

Extended Medication Prep

Keep prescription medications filled. If you or anyone else in your household takes prescription medication, don't wait until it is finished to order more. Try to keep at least one month's supply on hand at all times.

All medications listed must be bought and stored in a dry double locked area. Please do not use these unless it is a pandemic as you need to make sure you have a full supply on hand.

Handi-Van Expectations

Handi Van will be required to clean all surfaces before the trip and after the trip. Surfaces such as the walk railings when boarding the bus should be cleaned after every passenger boards. Hand sanitizer should be placed on the bus along with sanitizing spray and wipes. Masks and gloves must be available for the bus driver and any staff that may need protection.

Posted Signs:

1. Hand Washing Sign- Must be placed by every sink in the home

2. Sanitizing Sign- Placed in high traffic rooms with Sanitizer

3. Is it a flu Sign- Post in staff office

4. Medication Administration Sign- In staff office and medication cabinet

5. Laundry Sign- Post in laundry room

6. Infection Control Manual

This Manual and Program shall be signed off by all staff through the ShareVision portal every two years.

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