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4ways COVID-19 Response Update (February 2022)

Introduction

In light of Coronavirus 4ways has set out business continuity plans in this regard.

In preparing this plan, we have taken the direction from national and local guidance. The following has been assessed and addressed

Risks & Continuity Plans

The identified risks and response by the 4ways business are:

  1. Staffing Levels
    • One or more staff becomes infected. 4Ways Response: Flexible and remote working remains available, with altered shift patterns covering 24/7. Cross training has been increased to ensure robust coverage in all areas.
  2. Staff instructed to Isolate through Test and Trace. 4Ways Response:

Remote working facilitated for all staff

  • Fully vaccinated employees (2 doses) who receive a NHS notification of a close contact should conduct a lateral flow test and assuming this is negative, they should continue to test daily for 7 days but are authorised to come to the office while testing negative.
    • The staff member should comply with all relevant infection control precautions and PPE should be properly worn throughout the day.
    • An unvaccinated employee (1 or 0 doses) receives a notification of close contact should take a PCR test and must isolate for 10days. (If the employee tests negative, or test positive but has no or minor symptoms and is set up to work from home, they can, but must show the test result to their line manager).
    • On site working as standard or as managed by departmental leads.
    • To further ensure the safety and wellbeing we will undertake approved SARS- CoV-2 Rapid Lateral Flow testing for all those working on site.
      • Twice weekly testing for all onsite staff.

The above aims to enable fast decision making on the safety of staff, reducing the risk of further spread. In addition, this will enable screening of individuals who become symptomatic during their shift or after exposure to an infected person (Documented in: Lateral flow devices for staff testing for SARS CoV-2 (Covid-19 Rapid testing) v1.0)

  • 4ways staff have been able to access Covid vaccination & booster vaccines under cohort 2 of the JCVI prioritisation list – “staff risk of transmitting infection to multiple persons or other staff” – Vaccinations & boosters are now freely available to all UK adults; however, 4ways staff will remain in a priority group for any future booster vaccinations once deployed.
  • Radiologist Capacity
    • Radiologist sickness. 4Ways Response: Contracting the virus whilst working in their consultant roles within the NHS. Where a Radiologist is absent from their Trust on certified sickness leave, they would not be able to report for 4ways during this period. >300 Radiologists currently engaged with new engagements continuing onsite. We will maintain Radiologist induction in a Covid safe environment to ensure robust panel to cover any unavailability due to illness.
    • Radiologist instructed to isolate through Test and Trace. 4Ways Response: Radiologists report from their own home and could continue reporting for 4ways whilst isolated where able to do so.

Facilities

  • Office seating occupancy managed at departmental level.
  • Nexus House – The staffing level and environmental space enables a Covid safe environment to minimise infection spread.
  • Social distancing measures maintained in common areas/meeting rooms.
  • PPE: Face masks will still be required when not at own desk or eating in the kitchen facilities.
  • Temperature scanning on entry maintained.
  • Sanitiser stations, signage and desk screens will remain.
  • Covid-19 Rapid Flow testing for staff & on arrival for visitors onsite.
  • Face coverings to be always worn in the office when not seated at desks or consuming refreshments in the kitchen.

Technical Infrastructure.

4Ways Response: Maintenance and upgrade schedules accelerated during lockdown and continued on schedule. PACS and VR upgraded systems now operational

Office 365/MS Teams rolled out across the organisation

Full refresh of operational workstations completed ahead of return to office working.

External/Internal Meetings

4Ways Response: Face to face meetings may resume internally, following social distancing in meeting rooms and ensuring rooms are ventilated.

External meetings can be attended where requested, following the requirements of the host location and ensuring due care in maintaining mask wearing, social distancing, testing protocols and hand hygiene.

Visitors to 4ways offices. Exposure to virus from main place of work/unknown sources is an identified risk mitigated by the following actions:

  1. Social distancing measures implemented in all common areas.
  2. Temperature checks on arrival – anyone showing symptoms of fever will be refused entry.
  3. Radiologist Engagement/System Training –Covid safe training area established adhering to social distancing requirements.
  4. Enhanced cleaning regime: Cleaners clean down work surfaces every day, equipment clean down before and after each session (keyboard, mouse and Dictaphone).
  5. External Contractors – Meetings with external contractors, vendors etc. may resume onsite. Visitors will need to comply with the below.
  6. All visitors to 4ways offices will be requested to temperature check, use hand sanitisers placed at reception and undertake a SARS-CoV-2 Rapid Lateral Flow test on arrival and departure and to comply with internal hygiene, PPE (wearing of face masks) and social distancing measures.
  7. All visitors to the office required to scan in via the Test & Trace QR code.

Office Hygiene Actions:

Communication issued to the business in line with https://www.gov.uk/government/publications/covid-19-decontamination-in-non-healthcare-settings/covid- 19-decontamination-in-non-healthcare-settings

  • Signage displayed throughout all areas
  • Hand Gel Sanitisers distributed around the offices so all areas have ability to maintain hand hygiene.
  • Cleaning contractor instructed to clean desks with anti-bacterial cleaning solution and common surfaces such as door handles / kitchen facilities etc.
  • Equipment wipe down at the start of shift,
  • All keyboard / Mice / telephone handsets to be cleaned with anti-bacterial wipes.
  • Staff who exhibit Covid symptoms instructed to remain out of the office and seek GP/NHS 111/119 assistance and undertake a SARS-CoV-2 Rapid Lateral Flow Test
    • If positive, they must follow the government guidance regarding self-isolation and confirm a negative lateral flow test before returning to site (If the employee has no or minor symptoms and is set up to work from home, they can, but must show the test result to their line manager)
  • Staff returning from travelling internationally – Individuals to discuss travel plans with their line manager/HR
    • Should follow relevant Government guidance on their return as per government guidance re PCR testing, SARS-CoV-2 Rapid Lateral Flow & isolating
  • Food areas – Removal of “satellite” areas and focus on main kitchen only.
  • Kitchen – regular wipe down and utilisation of the dishwasher, general areas and toilets etc

Additional Considerations

  • PCR Testing – How to book information shared for staff showing symptoms of Coronavirus (Covid19)
    • high temperature – this means you feel hot to touch on your chest or back (you do not need to measure your temperature)
    • new, continuous cough – this means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)
    • loss or change to your sense of smell or taste – this means you’ve noticed you cannot smell or taste anything, or things smell or taste different to normal
    • Test can be booked over the telephone via NHS119
    • Seek advice via your GP/NHS111
  • SARS-CoV-2 Rapid testing to allow us to test those working on site. This will enable fast decision making on the safety of core staff, reducing the risk of further spread. In addition, this will enable screening of individuals who become symptomatic during their shift or after exposure to an infected person.
  • Antibody testing available to core staff.

 

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