County Department Reopening Safety Plan: Submission #8

Submission information
Submission Number: 8
Submission ID: 2869
Submission UUID: 8f75a49d-3eda-4df3-93e7-725458d2f989

Created: Wed, 05/27/2020 - 14:14
Completed: Sun, 06/07/2020 - 11:26
Changed: Tue, 12/08/2020 - 10:30

Remote IP address: 205.159.248.254
Submitted by: cmmackay
Language: English

Is draft: No
Current page: PPE Request

Locked: Yes
Aging Department
Olean County Building - Aging Main Office
1 Leo Moss Drive
Suite 7610
Olean, New York. 14760-1176
United States
Contact Information
Catherine M. Mackay
716-701-3226
Physical Distancing
Yes
Yes
Yes
Yes
Yes
Yes
1. I will provide staff with the time and technology needed to complete required COVID-19 training provided by HR.
2. Face coverings will be required most of the time due to the fact that we are in a public building dealing with the public. Staff taking a break or within the confines of a private area away from the public and separate from others (alone in the cubicle) may be without a mask while socially distancing from other staff, and we will continually monitor this compliance visually through supervisory staff within the office while good habits are hopefully being learned among office staff.
3. We will ask that staff try to refrain from using any tight spaces with more than one individual, if at all possible. To assist, we will revamp the flow of traffic of our two main walkways within our office as well as the front reception area where staff once congregated. (This is discussed in detail later in this plan.) Again, if staff are remembering to put their face masks back on any time they get up and out of their cubicle where they may have been alone, they will already be adequately prepared. We will be striving to set good learned habits.
4. We will order proper signage through the EOC to use throughout the office, as well as outside the main office door before the public enters the location. This includes floor markings and sneeze guards for cubicle spaces when appropriate.
5. & 6. Personnel will wear face coverings any time distancing is not feasible due to work stations or spaces. However, we plan to alleviate that by reducing the overall number of personnel in the total space through staggered shifts, telework/work from home staff, and staggered cubicle usage. We have already begun adding two office areas just prior to COVID-19 by eliminating conference room space. (Telework scheduling and office reconfiguration will be more detailed later in this plan.)
Yes
Yes
Currently, personnel are limiting any in-person meetings with clients, staff, or other agencies unless absolutely necessary. Specifically, high risk personnel are asked to take special measures to use PPE (masks, plexiglass, etc.) and avoid contact with the public if their work can be done remotely or by phone. We are utilizing tele- and video-conferencing for staff meetings. We have eliminated potluck meals and the sharing/transferring of common area items (unless sanitized) for the foreseeable future. When a home visit must be completed in person by a worker for a specific reason, we have detailed home visit safety plans for those visits. (attached below in implementation summary) When an in-office meeting with a client must occur, we will have it in the largest possible office space while wearing appropriate PPE. This will also apply to any meetings that may need to occur for small groups of 10 or less, if tele/video-conferencing is not sufficient or available. As guidelines for maximum numbers of groups may increase, it is our intention to continue to err on the side of safety, splitting into smaller groups, using larger spaces, etc. if/when tele/video-conferencing is not available. This may include the use of larger spaces and rooms available within the county building.
Yes
Currently, we have many positions working from home, even support staff, fiscal, clerical, and administrative. Ideally, the most logical staff for remote work from home are our services and case management staff (Aging Services Aides, Caseworkers). These staff members perform the majority of their duties either in the field making home visits, on the telephone with clients and other service agencies, or within the computer client data management system, entering units, case notes, care plans, etc. With most case files now being paperless and advances in technology allowing for digital signatures, time-stamping, scanning, etc., telework is fairly easy to complete. These same technological advances also allow supervisors to better monitor off-site staff for quality control. I would still prefer to have minimal services staff in-house, as well, for walk-in assistance even though scheduled appointments will be recommended moving forward. Health insurance counseling could easily be done remotely, as could the volunteer management. Some core support/admin work can also be done remotely at least a few days per week. I anticipate continuing to send 1-2 staff to EOC as it remains open, as needed. Nutrition staff continue to remain in the Machias office. We currently only average about 5-6 skeleton staff in the main office per day, but I would like to bring back key fiscal, clerical, and some additional support/services staff as we open back up to the public and the final reopening stages. Of the 29 current Olean office staff, I would anticipate having 12 -13 MAXIMUM working within the office at any given time. The others would work out of the EOC, Machias kitchen, and remote work-from-home. Possible rotating schedules of 1/2 day per week within the office for any necessary office signage/paperwork, phone coverage, and in-person consults could cause a reduction in maximum daily office coverage.
Yes
We have a very small reception area due to the fact that our main office door opens immediately to our reception desk. When a client, member of the public, or delivery person enters the Aging office, he or she is unable to leave room behind them for the next person entering the office to adequately have six feet between them. I would like to have Olean DPW maintenance staff assist me in pushing the front reception desk area further to the right to accommodate for more room and a better flow of traffic when a person first enters our office. We are no longer in need of the small adjoining cubicle, and can easily remove the other smaller cubicles in the area up front since we have newly built offices in our old conference room area which we sacrificed to give us more room. By removing the two former health insurance cubicles next to the front door and placing markers on the floor for guidance and spacing, we can create a new flow of traffic that would eliminate a bottle-neck at the entrance door. In doing this, I can create two distinct areas that would limit contact for deliveries or for an overcrowded waiting/reception area. Any overflow persons waiting for assistance can also be escorted to the now much smaller conference room as a back-up designated area for social distancing and limiting contact with general staff and general staff areas. I have already met with Olean maintenance staff and determined that the reconfiguration and spacing can be completed as planned within the layout of the office footprint. We will be able to use existing cubicle pieces and wiring.
Additional Comments
See above. Answers are fairly detailed above. Otherwise, additional information is included in attachments to this plan below under implementation summary.
Physical Space Modifications

Please provide in detail any physical space modifications that are proposed to achieve social distancing requirements.  These modifications can include, but not limited to rearranging offices, adding physical barriers, etc.

Yes
Creating a larger open space in the reception/front office space area:
We have a very small reception area due to the fact that our main office door opens immediately to our reception desk. When a client, member of the public, or delivery person enters the Aging office, he or she is unable to leave room behind them for the next person entering the office to adequately have six feet between them. I would like to have Olean DPW maintenance staff assist me in pushing the front reception desk area further to the right to accommodate for more room and a better flow of traffic when a person first enters our office. We are no longer in need of the small adjoining cubicle, and can easily remove the other smaller cubicles in the area up front since we have newly built offices in our old conference room area which we sacrificed to give us more room. By removing the two former health insurance cubicles next to the front door and placing markers on the floor for guidance and spacing, we can create a new flow of traffic that would eliminate a bottle-neck at the entrance door. In doing this, I can create two distinct areas that would limit contact for deliveries or for an overcrowded waiting/reception area. Any overflow persons waiting for assistance can also be escorted to the now much smaller conference room as a back-up designated area for social distancing and limiting contact with general staff and general staff areas. I have already met with Olean maintenance staff and determined that the reconfiguration and spacing can be completed as planned within the layout of the office footprint. We will be able to use existing cubicle pieces and wiring. Only associated cost will be the following items ordered through the EOC: Plexiglas barrier for reception desk, one small Plexiglas standing divider for waiting area (optional), and wall/floor signage.
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Protective Equipment
Yes
Yes
Yes
Detailed Summary Options
Both the EOC and our state agency, NYSOFA, have provided us with pallets of PPE and sanitizer for use with both our staff and our clients. All staff will be provided with at least 3 fabric masks each to keep for their use to wear at work. It is the staff member's responsibility to regularly wash their individually assigned masks on a regular basis. Staff will be required to complete and document completion of the COVID Target Solutions training, which includes proper PPE usage. They will also be provided with DOH guidelines on handling, cleaning, and usage of face masks. (see attached flyer)
Hygiene and Cleaning
Yes
Yes
Yes
Detailed Summary Options
Dept. of Aging has purchased ADA compliant hands-free standing sanitizer stations for all its locations of operation. One station will be located by the main entrance door of this Aging office location in Olean in the front office reception area. EOC and NYSOFA have provided Aging with pallets of gallons of 75% alcohol sanitizer that can be used for refilling these stations. We also have individual sanitizer sprays that have been given to all staff and can be replaced and/or refilled. Directly next to the front reception area is the employee bathroom and kitchen/break room where hand-washing areas with water, soap, and paper towels are readily available for frequent use. Each employee will be responsible to wipe down and disinfect/sanitize their personal work space daily. If the work space is currently vacated due to the staff working from home, the space will be marked as such so that additional cleaning by building maintenance staff is not necessary. Front desk workers will be responsible for wiping down the front desk/reception common area. We will provide a "new" and "used" pen container on the front desk for any documents or signing-in purposes of employees or clients to avoid sharing common shared items at the front desk. We will then disinfect the used pens and rotate them back for use again in the "clean" container. Other commonly shared reception area items like clip boards, table surfaces, chair arms, and informational pamphlet racks will be wiped down or sprayed as needed between client usage by front desk staff. Disinfectant spray, sanitizer, wipes, and/or towels will be provided in any employee common areas (small conference room, near Keurig, by copier/printer) with signs posting proper hygiene guidance. Additionally, Olean building maintenance will continue to routinely come through the building to wipe down door handles and other common surfaces, as well as cleaning the adjoining restroom. General cleaning is also contracted within the county building that covers all offices.
Communication
Yes
Yes
Yes
Detailed Summary Options
1. After speaking to Chris Baker and Dr. Watkins, signage for posting will be provided through the EOC and CCHD with printed handouts shared by CDC and DOH. Many will be available for downloading, copying, printing, as well as ordering through the EOC.
2. Communication will also be provided through bold postings in several locations outside the front office door, as soon as visitors enter the office, and several other common locations. Front office staff will also offer verbal guidance and assistance. Currently, information is being shared and updated regularly with staff, clients, and the public through email, phone, zoom/virtual meetings, social media, general mailings, and press releases.
3. For positive COVID-19, I and my staff have been notified to communicate immediately with Cattaraugus County Health Dept. Public Health Director and his staff for direction and compliance with COVID-19 protocol and procedure. This includes any contact with known COVID positives. Staff in the field also know to contact the health department immediately in the event that they unexpectedly come into contact with someone reporting to be COVID positive while completing any home visits or crisis cases.
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Screening
Yes
Yes
Yes
Yes
Symptom Screening
Yes
The current point of entry and screening is the only point of entry available at this point in time for the entire Olean office building, which is the front, main entrance to the Olean County Building. All Olean office Dept. of Aging staff are screened at that point of entry. Staff reporting to other locations have alternate screening locations documented in additional Aging reopening plans.
It is currently being implemented at the point of entry of the county building by Sheriff's and/or Health Dept. staff.

Personal Protective Equipment, Social Distancing Markers, Signage, or Cleaning Products that you will need to reopen.

Yes
Masks/Face Coverings

Cloth/Fabric Masks

We would like 90 for staff.
(30 office staff x3 each)
The rest we need for senior citizens that may need them as we resume home visits, office visits, mailings, etc. We will order more as needed.
500

Surgical/Procedure Masks

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N-95 Respirators

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Other, Please describe

A. 3 face shields. I have staff that are medically compromised and have difficulty wearing and tolerating masks. I would like to offer face shields as a substitute, if possible.
B. 1 large Plexiglas for front reception desk with cut out for sliding of documents.
C. 12 small, portable/removable desk sneeze-guards for use in smaller cubicle areas with counseling sessions.
16
No
No
Yes
Hand Sanitizer
300
15
Yes
Cleaning/Disinfecting Supplies
10
10
10
10
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Yes
Gloves
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5
5
Yes
Thermometers
Once other entrances of the building are open, we would like to be able to use the back entrance and side entrance to the Aging office from the back parking lot and side parking lot. We would like to create a temperature/health check and sign-in for employees at the back area of the office as well as the front area of the office once all employees no longer need to enter through the one main front county door.
2