COVID-19 Preparedness Plan for Minnesota Center for Psychology
Minnesota Center for Psychology (MCP) is committed to providing a safe and healthy workplace for all our staff, providers, clients, and guests. To ensure we have a safe and healthy workplace, MCP has developed the following COVID-19 Preparedness Plan in response to the COVID-19 pandemic. Leadership, staff and providers are all responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces and communities, and that requires full cooperation among our staff and providers. Only through this cooperative effort can we establish and maintain the safety and health of all persons in our workplaces. The COVID-19 Preparedness Plan is administered by the MCP Executive team (CEO, CFO, Clinic Administrator), who maintains the overall authority and responsibility for the plan. However, staff and providers are equally responsible for supporting, implementing, complying with, and providing recommendations to further improve all aspects of this COVID-19 Preparedness Plan. Our staff and providers are our most important assets. MCP is serious about safety and health and protecting its staff, providers and clients. Staff/provider involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our workers in this process by holding a meeting for all staff and providers and requesting feedback through verbal or written means.
MCP’s COVID-19 Preparedness Plan follows the industry guidance developed by the State of Minnesota, which is based upon Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines for COVID-19, Minnesota’s Occupational Safety and Health Administration (Minnesota OSHA) statutes, rules, and standards, and Minnesota’s relevant and current executive orders, and addresses: • Ensuring sick workers stay home and prompt identification and isolation of sick persons; • Social distancing – Workers must be at least six-feet apart; • Worker hygiene and source controls; • Workplace building and ventilation protocol; • Workplace cleaning and disinfection protocol; • Drop-off, pick-up and delivery practices and protocol; and • Communications and training practices and protocol. MCP has reviewed and incorporated the industry guidance applicable to our business provided by the State of Minnesota for the development of this plan.
Although MCP is considered an essential business, we have followed the CDC recommendations to utilize telehealth strategies to continue our work and reduce the spread of COVID-19. All providers have implemented some form of telehealth and as independent contractors are able to decide when and how they feel comfortable conducting or returning to in-person sessions. Providers who continue to have/return to in-person sessions should follow the guidelines in this COVID Preparedness plan. Due to the amount of telehealth and for the protection of staff, the front desk was closed as of March 16th, 2020. All staff have been able to work from home with limited staff in office to decrease risk and reduce the spread of COVID-19.
This plan documents the current situation while the front desk is closed. The plan will be updated with additional information before opening the front desk.
Ensure sick persons stay home and prompt identification and isolation of sick persons
MCP asks that anyone who is sick or experiencing any symptoms of illness to stay home and not come into the clinic. Staff and providers have been informed of and encouraged to self-monitor for signs and symptoms of COVID-19. The following policies and procedures are being implemented to assess staff, provider and client health status prior to entering the clinic and for staff/providers to report when they are sick or experiencing symptoms.
All staff have the option of working from home at this time. Some staff are doing limited days/shifts in-office. Providers, as independent contractors, decide when/how they provide services at this time. Most providers are either providing 100% telehealth from home or isolated in their office. Some providers are seeing a limited amount of clients in-person.
Staff and providers who are choosing to come into the office at this time should self-monitor for COVID symptoms before coming into the clinic. Staff who are experiencing any flu-like symptoms such as fever (temperature => 100), cough, shortness of breath, chills, headache, sore throat or muscle pain, or a loss of taste and/or smell; or other less common symptoms such as nausea, vomiting or diarrhea should contact their supervisor and should not come in to the clinic. Providers should also self-monitor for the symptoms listed above and should not come into the clinic or see clients in person. Any person who has symptoms should notify administration if they have been in the office in the previous 2 weeks (14 days).
Any staff or provider who has experienced any of the above symptoms should be tested for COVID-19. Staff or Providers with symptoms SHOULD NOT return to the clinic until:
10 days from the onset of symptoms AND 3 days after fever resolution and improvement in respiratory symptoms (per CDC guidelines) regardless of the outcome of a COVID-19 test.
The above criteria also apply to those with a positive COVID-19 test. In addition, proof of a subsequent negative test should be provided to the administrator before returning to the office.
Staff or providers who have been exposed to anyone with the symptoms described in # 2 above or exposed to someone who has tested positive or who has been told to quarantine should contact their supervisor/notify the administrator and should not come into the clinic. Staff or providers who may have been exposed but do not have symptoms may return to the clinic after proof of a negative result of a COVID-19 test.
While the front desk is closed, any provider that is choosing to do in-person therapy should communicate to their clients the importance of not coming in to the clinic if they are experiencing any of the above symptoms or have been exposed to others who have symptoms or who have tested positive for COVID-19. Signs are also posted outside of the office to prompt clients to not enter and cancel their appointments if they are experiencing any symptoms or exposed to others with symptoms or positive COVID test results.
It is suggested to providers who are choosing to see clients in person that they:
Have clients sign an additional consent form stating that they are aware of the increased risk of contracting COVID-19 in person vs. using telehealth
Ask screener questions prior to sessions to assess risk of meeting in person
A No-Touch thermometer is also available for provider use if they would like to screen clients for fever before an in-person session.
MCP has implemented leave policies that promote staff staying at home when they are sick, when household members are sick, or when required by a health care provider to isolate or quarantine themselves or a member of their household. All staff, full or part-time accrue PTO that can be used as needed. Accommodations have been made to allow staff to work from home, including those with underlying medical conditions or who have household members with underlying health conditions. MCP has also implemented a policy for informing staff/providers if they have been exposed to a person with COVID-19 at their workplace and requiring them to quarantine for the required amount of time. In addition, a policy has been implemented to protect the privacy of workers’ health status and health information. If MCP is informed that any person who has been in the office has tested positive for COVD-19, information with dates, times and location within office will be distributed to all potentially affected staff, providers and/or clients.
Social distancing –Workers must be at least six feet apart
Social distancing of at least six feet will be implemented and maintained between staff, providers and clients in the workplace through the following engineering and administrative controls:
Staff and providers have the ability to work from home to decrease the number of people in the office at any given time.
Currently only fully vaccinated front desk staff are scheduled to be in the office. Other staff are able to stagger shifts as needed or move to other areas within the office if two or more staff are sharing a work area.
Currently the main suite is locked and the use of common areas, such as the waiting room is extremely limited. All shared materials (magazines, books, toys, etc) have been removed from the waiting room. As more providers return to the office, consideration will be made as to when it is safe and responsible to reopen the front desk to clients.
Currently, all rooms and common areas of MCP are limited to the number of people in that space that can accommodate a distance of 6 feet between all persons. Signs are posted to remind staff, providers and clients to maintain social distancing.
If there is more than one person in an office/room, MCP requests that persons maintain a distance of 6 feet and recommends the use of a mask or other PPE.
Use of face masks/coverings or other PPE in common areas of clinic such as waiting rooms, restrooms, hallways or breakrooms is still requested, unless medically unable to do so. Signs are posted to remind staff, providers and clients to use masks in all common areas. Disposable masks are available to all staff, providers and clients and are located in the break room area. UPDATED 6/9/21
Worker hygiene and source controls (face coverings)
Basic infection prevention measures are being implemented at our workplaces at all times. Staff and providers are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of their shift, prior to any mealtimes, and after using the restroom. All clients coming into the office are required to wash or sanitize their hands prior to or immediately upon entering the facility. Hand-sanitizer dispensers are at entrances and locations in the workplace so they can be used for hand hygiene in place of soap and water, as long as hands are not visibly soiled. Face masks/coverings are required when medically able in all common areas of the building/office. Disposable masks are available to all staff, providers and clients. All staff, providers and clients are being instructed to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing, and to avoid touching their face, particularly their mouth, nose and eyes, with their hands. All staff, providers and clients are expected to dispose of tissues in provided trash receptacles, and wash or sanitize their hands immediately afterward. Respiratory etiquette will be demonstrated on posters, and supported by making tissues and trash receptacles available to all workers and other persons entering the workplace.
*UPDATED 6/9/21: The Minnesota Center for Psychology requires that masks continue to be worn by clients, employees, contractors and visitors in all common areas and group rooms. This is out of respect for our clients, employees, contractors and visitors who are immunocompromised and those who are unable to receive the COVID-19 vaccine (i.e., children under age 12). This is not a permanent decision and will be reevaluated regularly. Contractors are free to decide if masks are required or not in their respective offices.
Workplace building and ventilation protocol
Operation of the building in which the workplace is located, includes necessary sanitation, assessment and maintenance of building systems including water, plumbing, electrical and HVAC systems. According to the building owners/managers, the maximum amount of fresh air is being brought into the workplace, air recirculation is being limited, and ventilation systems are being properly used and maintained. Steps are also being taken to minimize air flow blowing across people including limiting use of fans in office spaces. Those in the office are encouraged to open windows and/or contact the building management to improve air temperature if needed.
Workplace cleaning and disinfection protocol
Regular practices of cleaning and disinfecting have been implemented, including a schedule for routine cleaning and disinfecting of work surfaces, equipment, and areas in the work environment including, but not limited to, restrooms, break rooms, lunch rooms, meeting rooms, and lobbies. Frequent cleaning and disinfecting is being conducted of high-touch areas including, but not limited to, phones, keyboards, touch screens, controls, door handles, copy machines, credit card readers, etc. An hourly checklist and sign-up sheet has been created to ensure high-touch areas are being sanitized on a regular basis and can be found in the breakroom. It is also recommended that staff or providers disinfect any shared equipment (computers, phones, items in breakroom, etc) before use. All staff and providers are encouraged to sign-up for a shift when in the office. If no one has signed up for a specific hour, an administrative staff will ensure that the checklist has been completed. Appropriate and effective cleaning and disinfectant supplies have been purchased and are available for use in accordance with product labels, safety data sheets and manufacturer specifications, and are being used with required personal protective equipment for the product. Cleaning products and gloves are available in the breakroom.
All common areas and provider offices that are in use during the day are cleaned by professionals nightly.
Drop-off, pick-up and delivery practices and protocol
The building is currently locked and signs are posted on the door for all delivery personnel to contact someone in the office to gain access to the building to deliver packages, etc. Staff are asked to maintain a safe distance with delivery workers and use face coverings and gloves as needed to accept/handle package deliveries. The postal worker uses a chime to notify staff that mail has been delivered, limiting contact.
Communications and training practices and protocol
This COVID-19 Preparedness Plan was communicated through email to all workers on 06/29/2020, and necessary training was provided. An updated plan was provided by e-mail to all staff and providers on 7/21/2020. Additional communication and training will be ongoing by email, posted information and online. Training will be provided to all workers who did not receive the initial training and prior to initial assignment or reassignment. Instructions will be communicated to all workers, including employees, independent contractors, clients and guests on protections and protocols, including but not limited to: 1) Social distancing protocols and practices; 2) Drop-off, pick-up, delivery and general in-store shopping; 3) Practices for hygiene and respiratory etiquette; 4) Recommendations or requirements regarding the use of masks, face-coverings, and/or face-shields by staff, providers and clients. All staff, providers and clients will also be advised not to enter the workplace if they are experiencing symptoms or have contracted COVID-19. The Executive team will monitor how effective the program has been implemented by using data and feedback to identify successes, challenges, and deficiencies. All staff and providers are to take an active role and collaborate in carrying out the various aspects of this plan, and update the protections, protocols, work-practices, and training as necessary. This COVID-19 Preparedness Plan has been certified by MCP management, and the Plan was posted throughout the workplace and made readily available to employees on 06/29/2020. It will be updated as necessary by the Clinic Administrator.
Additional protections and protocols
No additional protocols have been identified at this time.
Certified by: Kristin Standafer, Clinic Administrator 6/29/2020
Updated: 06/09/2021