General Office Procedures - British Columbia



COVID-19 Safe Work Procedures – General Procedures for the Office EnvironmentPurposeSafe Work Procedures for COVID-19 and droplet borne viruses will help reduce the risk of exposure in the workplace. These procedures apply to all staff in the office environment.For work activities outside of the office environment, please review the full list of COVID-19 Safe Work Procedures on MyHR, or submit an AskMyHR service request using the category Myself (or) My Team or Organization > COVID-19.Mode of COVID-19 TransmissionCOVID-19 is transmitted by large droplets which may be generated when an infected person coughs or sneezes. Droplets travel a short distance through the air (less than two metres) and can be deposited on inanimate surfaces or in the eyes, nose, or mouth. Scenarios that create an increased risk include: Exposure to potentially infectious respiratory droplets via close contact (within two metres) with a COVID-19 positive person experiencing respiratory symptoms (e.g., sneezing, coughing). Transfer of the virus via direct physical contact (e.g., touching contaminated skin/hands) with a COVID-19 positive person.Contact with an inanimate object, such as contaminated surfaces and objects, which can serve as the vehicle for transmission of the COVID-19 virus. This includes contaminated blood and bodily fluids (BBF). Follow your workplace specific BBF protocols for clean up (e.g., call CBRE).A low risk of contracting COVID-19 from exposure to feces has been established. Workplaces that have identified a risk of exposure to feces will follow the controls in their blood and bodily fluids exposure control plan to reduce likelihood of contracting the disease. Signs & Symptoms of COVID-19Common symptoms are fever, tiredness and a dry cough. Some patients may have aches and pains, nasal congestion, runny nose, sore throat, vomiting or diarrhea. These symptoms are usually mild and begin gradually. They are similar to a cold or flu and may take up to 14 days to appear.The?BC COVID-19 Self-Assessment Tool?is available for?anyone that?develops?symptoms and can be used?to help determine if you need further assessment or testing for COVID-19.ResourcesRefer to the following links for up-to-date general information on COVID-19:BC Center for Disease Control (BCCDC)Public Health Agency of Canada (PHAC)Refer to the following link for specific questions related to the BC Public Service’s response to COVID-19:MyHR BC Public Service Agency (BCPSA)Standard Precautions for COVID-19 in the WorkplaceStandard Precautions are a group of infection-prevention practices that apply to all workers, regardless of suspected or confirmed COVID-19 cases encountered. Standard Precautions for COVID-19 or any flu- like illness include: Physical distancing: keeping 2 meters of space between staff or clients when possibleCough and sneeze etiquetteNot touching your faceHand washing/sanitizingStaying home when sick and self-isolation if required or directed to do soCough & Sneeze EtiquetteWorkers are expected to follow cough and sneeze etiquette, which is a combination of measuresthat minimizes the transmission of diseases via droplet routes. It includes the following:Stay home when sick.Cover your mouth and nose with a sleeve or tissue when coughing or sneezing.Use tissues to contain secretions and dispose of them promptly in a waste container.Turn your head away from others when coughing or sneezing.Do not shake hands, use an elbow bump.Wash your hands often, especially after coughing, sneezing or blowing your nose. If soap and water are not available, use an alcohol-based hand sanitizer.Avoid touching your eyes, nose, and mouth with unwashed hands.Avoid close contact with people who are sick.A Worker Has COVID-19 or Flu-Like SymptomsWorkers with COVID-19/flu symptoms or is otherwise sick should not be in the workplace. For guidance on returning to work after an illness, consult the COVID-19 FAQs on MyHR.Hand WashingHand washing is one of the best ways to minimize the risk of infection. Proper hand washing helpsprevent the transfer of infectious material from the hands to other parts of the body—particularly theeyes, nose, and mouth—or to other surfaces that are touched.Wash your hands immediately:When arriving at your work area and when you leave a work area, and often throughout the day.After handling materials that may be contaminated.Before eating, drinking, smoking, handling contact lenses or applying makeup.After wiping down a work station.Handwashing procedure:Wash with soap and water for at least 20 seconds, or, if soap and water are not available, use an alcohol-based hand sanitizer.Resources on handwashing:HealthLinkBC File #85: Hand Washing: Help Stop the Spread of GermsWorkSafeBC Video: Disease Prevention: It's in Your HandsPhysical DistancingPhysical distancing requires us to make changes to our everyday routines and to minimize close contact with others. This means keeping two metres (approximately two arms' length) distance between ourselves and others. The workplace and tasks will be evaluated by the COVID Controls Manager as part of the COVID Workplace Audit to determine which controls will be implemented. For more information on physical distancing guidelines, consult the COVID Office Controls Program.Guidelines for Meeting RoomsTo ensure physical distancing guidelines are maintained, consider the following regarding the use of meeting rooms:Hold the meeting virtually (e.g., via Skype) or by other means such as teleconference or email where possible.Remove or ‘tag out’ chairs. Use the largest room available.Add a reminder about physical distancing guidelines in the meeting invite. Set up rooms ahead of time with reduced capacity and use the table or chairs to create two metres distance.Post signage specifying the maximum number of staff/attendees.Follow cleaning guidelines (below) once the meeting is over.A Note About GlovesIt’s not recommended that gloves are worn routinely while conducting regular office work activities. Disposable gloves can provide a false sense of security because:The virus cannot enter the body through skin contact. It must contact a mucous membrane.Touching your face with the glove is the same as touching it with your ungloved hand.Contamination from the glove can occur when gloves are taken off if done improperly.Hand washing/use of hand sanitizer is still required after gloves are taken off.If gloves are worn, proper procedures for removing gloves must be followed.Cleaning & Disinfection ProceduresKeeping the workplace clean and sanitized is vital. It’s critical to follow thorough and regular cleaning and disinfection practices in all office worksites. These practices become particularly essential during a pandemic that involves an infectious agent. All employers should increase the sanitization of the workplace. Areas of focus should include: Easy access to soap and water (or other ways to properly sanitize hands). Encouraging staff to wash their hands frequently with soap and water (for a minimum of 20 seconds) or alcohol-based (greater than 60 per cent alcohol) hand sanitizer.Increased cleaning and sanitization of commonly touched surfaces, areas or items (e.g., door handles, railings, tables, work surfaces, shared equipment such as computer keyboards and mice). Provide tissues and no-touch disposal receptacles.Place hand sanitizer in multiple locations to encourage good?hand hygiene?practices.Place good hygiene practices signage at the entrance to your workplace and in other workplace areas where employees and members of the public are likely to see them.What Products Can I Use for Cleaning?The BC CDC says that regular household cleaning products are effective against most viruses. Be sure to read the instructions on the cleaners before use. Some cleaners, such as bleach solutions, will require the uses of gloves and should have good ventilation. Always wash hands or use hand sanitizer after cleaning.Bleach You can also use 1-part bleach to 50-parts water as an effective disinfectant. The effectiveness of bleach depends on:Strength Ensure your bleach has an appropriate concentration of sodium hypochlorite if using a 1:50 ratio. Regular household bleach typically contains five to six per cent.Shelf lifeCheck the date of manufacture. Do not use and discard if more than one year old.Age of the solutionFor disinfecting purposes, a 50:1 bleach to water solution only remains effective after approximately 24 hours.?Only make enough disinfecting solution that you will use within that time.Never mix household bleach with ammonia or any other cleanser.Never mix household bleach with ammonia or any other cleanser.General Cleaning Instructions for PreventionCleaning followed by disinfection is a best practice to prevent the spread of COVID-19. It’s important to make the distinction between cleaning and disinfecting:CleaningRefers to the removal of germs, dirt, and impurities from surfaces. It does not kill germs,but by removing them, it lowers their numbers and the risk of spreading infection.Products can be purchased on its own or combined with a disinfectant in onesolution.DisinfectionRefers to using chemicals, for example, EPA-registered disinfectants, to kill germs onsurfaces. This process does not necessarily clean dirty surfaces or remove germs, but bykilling germs on a surface after cleaning, it can further lower the risk of spreadinginfection.Disinfectants include diluted household bleach solutions, alcohol solutions with at least70 percent alcohol and commercial products with an eight-digit Drug Identification Number (DIN). Disinfecting wipes are not recommended for heavily soiled areas and should be discarded if they become dry.Hard (Non-Porous) SurfacesDepending on the cleaner and disinfectant glove use may be appropriate. Single-use gloves (e.g., vinyl or nitrile) should be discarded after each cleaning. If reusable gloves are used, those gloves should be dedicated for cleaning and disinfection of surfaces for COVID-19 and should not be used for other purposes. Wash hands immediately after gloves are removed.If surfaces are dirty, they should be cleaned using a detergent or soap and water prior todisinfection.For disinfection a 1:50 bleach to water solution should be used.Soft (Porous) SurfacesFor soft (porous) surfaces such as carpeted floor, rugs, and drapes, remove visible contamination if present and clean with appropriate cleaners indicated for use on thesesurfaces.After cleaning: dispose items as appropriate in accordance with the manufacturer’sinstructions, if possible.Fabrics (such as cloth)Wear disposable or reusable gloves when handling cloths used to disinfect an area or surfaces that have been contaminated and discard the cloth after each use. If using reusable gloves, those gloves should be dedicated for cleaning and disinfection of surfaces for COVID-19 and should not be used for other cleaning purposes. Wash hands immediately after gloves are removed.Do not shake dirty cloths. This will minimize the possibility of dispersing virus through the air.ElectronicsFor electronics such as cell phones, tablets, touch screens, remote controls, and keyboards, remove visible contamination if present.Follow the manufacturer’s instructions for all cleaning and disinfection products.When possible, consider the use of wipeable covers for electronics.If no manufacturer guidance is available, consider the use of alcohol-based wipes or sprays containing at least 70 per cent alcohol to disinfect touch screens. Dry surfaces thoroughly to avoid pooling of liquid.Personal Workstation CleaningUsers of dedicated workstations should practice the following guidelines:Clean daily at a minimum.Use regular household cleaners as per the manufacturer’s instructions.Wipe all horizontal surfaces.Ensure handwashing or use of hand sanitizer after cleaning of workspace.Shared Workstation CleaningUsers of shared workstations should practice the following guidelines:Clean before and after use.Use regular household cleaners as per the manufacturer’s instructions.Wipe all horizontal surfaces.Ensure handwashing or use of hand sanitizer after cleaning of workspace.Client-Facing OfficesIn addition to the information above, there are other considerations for areas of the office that are accessible to clients/customers. For more information on physical distancing guidelines, consult your workplace COVID Office Controls Program. Note that this is not an exhaustive list and that not all these guidelines may be applicable. Offices are encouraged to look at their unique circumstances and customize accordingly.All Offices Should Prepare Signage That:Advises the client of the current outbreak and provides contact information for 8-1-1. Advises the client of alternate service delivery options (i.e. phone, online), including contact details.Asks visitors to refrain from visiting if they are feeling unwell (e.g., experiencing cough, fever).Encourages cough and sneeze etiquette, hand hygiene and social distancing practices. Designates visitor occupancy limits.Reminds people to ensure physical distancing is maintained (including in public washrooms).All Offices Should Additionally:Mark two metre spacing and direction of travel on the floors in reception and waiting areas.Provide receptacles for used tissues other items to be discarded safely. In client waiting areas, paper bags should be provided rather than wastebaskets. Create visual prompts to assist clients in maintaining physical distancing if possible. Remove or ‘tag out’ excess seating in waiting areas.Provide hand sanitizer for client use.Consider assigning a dedicated employee at the office entrance to monitor the number of customers/clients entering the work area.Consider installing plexiglas or plastic barriers at client service counters if two-metre physical distancing cannot be maintained.Install a drop box for documents located two metres from the reception deskEnsure public washrooms are always well stocked with liquid soap and paper towels and that warm running water is available. Clean high-touch surfaces such as service counters and point of sale terminals, door handles, railings and public workstations frequently. Pre-Screening Clients for AppointmentsWhen booking appointments with clients, inform them of the current COVID-19 outbreak and explain that all clients who have COVID-19 symptoms, who have travelled abroad (dependent on PHO guidance), or are in self-isolation will be asked to:Schedule appointments for a future, orDetermine if another service delivery protocol is appropriate (e.g., service over the phone, online, etc.).If a client is exhibiting signs of COVID-19 infection or discloses that they are in self-isolation during an office visit:Ask the client to please cover their mouth and nose with a provided tissue and practice good health hygiene.Advise the client if they are concerned that they may have been exposed to or are experiencing symptoms of COVID-19 they should call 8-1-1.Ask the client if they can schedule their appointment for a future date.Discuss alternate service delivery options if appropriate (i.e. phone, online).Work quickly in the meeting where possible in order to minimize exposure time.Wash hands before and after the meeting and disinfect the work area upon the client leaving the worksite.If the client continues to cough and sneeze and does not use or refuses good hygiene practices:Kindly and respectfully offer other options: Use of a tissue Wait outside the buildingAsk them to provide a contact number for a worker to phone them. If a client refuses all options, immediately inform your supervisor.If the client refuses to leave and becomes agitated, follow standard office procedures as outlined in your Workplace Violence Prevention Plan (such as having a security guard escort the client from the building and/or calling local police).Are You Performing Other Work Activities?If you’re performing other work activities not covered here, please review the full list of COVID-19 Safe Work Procedures on MyHR. For assistance with additional procedures, submit an AskMyHR service request using the category Myself (or) My Team or Organization > COVID-19. ................
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