COVID-19 Reporting Protocols

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1. Purpose

This Standard Operating Procedure (SOP) outlines the guidelines and procedures for reporting confirmed or suspected cases of COVID-19 within Overcomers Counseling, ensuring timely and accurate information dissemination, protecting employee health, and complying with public health regulations.

2. Scope

This SOP applies to all employees, contractors, and visitors of Overcomers Counseling.

3. Definitions

  • COVID-19: Coronavirus Disease 2019, caused by the SARS-CoV-2 virus.
  • Confirmed Case: An individual with a positive laboratory test for SARS-CoV-2.
  • Suspected Case: An individual exhibiting symptoms consistent with COVID-19 or who has had close contact with a confirmed case, but has not yet received a positive test result.
  • Close Contact: Being within 6 feet of an infected person for a cumulative total of 15 minutes or more over a 24-hour period (starting from 2 days before illness onset or, for asymptomatic patients, 2 days prior to specimen collection) until the time the infected person is isolated.
  • Designated Point of Contact (POC): The individual or department responsible for managing COVID-19 reporting within the organization (e.g., HR, Health & Safety Department).

4. Responsibilities

  • Employees:
    • Immediately report any confirmed or suspected COVID-19 cases to the Designated POC.
    • Notify the Designated POC if they have been in close contact with a confirmed COVID-19 case.
    • Follow all isolation and quarantine guidelines as directed by public health authorities and Overcomers Counseling.
  • Managers/Supervisors:
    • Ensure their team members are aware of and adhere to these reporting protocols.
    • Support employees in following isolation and quarantine guidelines.
    • Report any information regarding confirmed or suspected cases among their team to the Designated POC.
  • Designated Point of Contact (POC):
    • Receive and document all COVID-19 reports.
    • Initiate contact tracing procedures, if applicable, in coordination with relevant departments.
    • Provide guidance to affected individuals regarding isolation, testing, and return-to-work protocols.
    • Maintain confidentiality of employee health information.
    • Communicate relevant information to the broader organization in a timely and confidential manner, without disclosing personal identities.

5. Procedures

5.1. Reporting a Confirmed or Suspected Case

  1. Immediate Notification: As soon as an employee, contractor, or visitor is confirmed or suspected case of COVID-19, they must immediately notify the Designated POC. This notification should occur via Google Chat with HR,or Mike.brown@overcomewithus.com
  2. Information to Provide: The individual reporting should provide the following information to the Designated POC:
    1. Name and contact information.
    2. Date symptoms began (if applicable).
    3. Date of positive test result (if applicable).
    4. Last date on the company premises.
    5. Any known close contacts within the organization.
    6. Confirmation of isolation or quarantine measures being taken.
  3. POC Action upon Notification:
    1. Initiate a discussion with the affected individual to gather necessary information for contact tracing (e.g., specific locations visited, individuals interacted with, duration of contact).
    2. Provide the individual with information on isolation/quarantine guidelines and resources.
    3. Ensure how time off will be taken, PTO or unpaid.

5.2. Contact Tracing (if applicable)

  1. Identify Close Contacts: Based on the information provided by the confirmed/suspected case, the Designated POC will identify individuals who meet the definition of "close contact" within the workplace.
  2. Notify Close Contacts: The Designated POC will confidentially notify identified close contacts that they may have been exposed to COVID-19.
    1. The notification will include instructions on self-monitoring for symptoms, testing recommendations, and potential quarantine requirements as per public health guidelines.
    2. The identity of the confirmed/suspected case will NOT be disclosed to close contacts.
  3. Documentation: Document all individuals identified as close contacts and the date/time of notification.

5.3. Communication within the Organization

  1. General Notification: The Designated POC will determine if a general notification to specific departments or the entire organization is necessary, based on the potential for exposure and the need to implement protective measures (e.g., enhanced cleaning).
  2. Content of Notification: Any general notification will be factual, avoid speculation, and protect the identity of the affected individual(s). It may include:
    1. Confirmation of a COVID-19 case within the organization (without identifying the individual).
    2. Reminders of preventive measures (e.g., hand hygiene, mask-wearing where appropriate).
    3. Information on increased cleaning protocols.
    4. Guidance on symptoms to monitor for.
  3. Frequency of Communication: Communications will be issued as needed to keep the organization informed of relevant developments and protocol updates.

6. Confidentiality

All information related to an individual's COVID-19 status will be treated with the utmost confidentiality and handled in accordance with applicable privacy laws (e.g., HIPAA). Information will only be shared on a need-to-know basis to protect public health and safety.

7. Review and Updates

This SOP will be reviewed and updated by [Designated Department/Individual] as necessary, particularly in response to changes in public health guidelines, organizational needs, or regulatory requirements. The review will occur at least [specify frequency, e.g., annually].