Carenet Health’s leadership is taking additional steps to help ease the impact and confusion of COVID-19-related concerns and to ensure we are taking steps to protect the health and well-being of everyone in the workplace. Please familiarize yourself with this policy and important procedures.
| Policy name: Pandemic Emergency Illness Policy | Departments: All Team Members Original Effective Date: 03/15/2020 Annual Review Month: March Policy number: PS39 |
| Reference(s): Center for Disease Control (CDC) World Health Organization (WHO) Health and Human Services (HHS) | Approval Authority: President |
GOAL: Carenet is committed to maintaining a safe and healthy population of Team Members.
POLICY: It is the policy of Carenet Health to comply with all federal and state laws including pandemic emergency guidelines surrounding illness in the workplace.
- A Team Member exhibiting certain symptoms or who has been exposed to certain illnesses may be sent home to recover from the illness or meet the established quarantine period as recommended by federal or state agencies.
- Team Members are required to notify their direct supervisors if they are exposed, symptomatic, diagnosed, or become aware of another Team Member who has been; to maintain confidentiality, do not discuss with other Team Members other than your direct supervisor.
- A Team Member may be eligible for Pandemic Advanced Paid Time Off (APTO).
- Leadership will communicate with impacted Team Members.
Definition:
Pandemic: an outbreak of a disease that occurs over a wide geographic area and affects an exceptionally high proportion of the population and is declared as such by the Centers for Disease Control (CDC), World Health Organization (WHO), and other governmental agencies.
This policy applies to the following illnesses: COVID-19 (Novel Coronavirus)
| PROCEDURE | Responsible Party | |
| 1. | EXPOSURE: 1.1 Team Member has been exposed to pandemic illness If you have been in close contact with someone who has tested positive for a current illness per the policy (see current list of illnesses above), notify your direct supervisor immediately. 1.2 Management response to exposure notification A Manager will refer to the Guidelines for Pandemic Emergency Illness for handling all situations related to this Policy. |
Team Member Management |
| 2. | SYMPTOMATIC: 2.1 Team Member is experiencing symptoms of pandemic illness If you are experiencing symptoms related to the pandemic, notify your leadership to be released to go home. You can return to work with a medical clearance or after being symptom-free for at least 24 hours without the use of fever-reducing medications. Team Members are required to update their managers regarding their status to the pandemic diagnosis. 2.2 Management response to having symptoms notification A Manager will refer to the Guidelines for Pandemic Emergency Illness for handling all situations related to this Policy. |
Team Member Management |
| 3. | DIAGNOSIS: 3.1 Team Member has been diagnosed with pandemic illness A Team Member that has been diagnosed with a pandemic illness must notify their direct supervisor. Team Members will adhere to the recommendation made by their medical provider regarding their diagnosis. 3.2 Management response to having a diagnosis notification A Manager will refer to the Guidelines for Pandemic Emergency Illness for handling all situations related to this Policy. Managers are required to notify People Services and Facilities immediately of confirmed diagnosis. |
Team Member Management |
| 4. | Cleaning of Facilities: The Manager will notify Facilities and People Services about any diagnosis or exposure. A Manager will refer to the Guidelines for Pandemic Emergency Illness for handling all situations related to this Policy. | Management Leadership People Services |
| 5. | Pandemic Emergency Advanced Paid Time Off (APTO): When related to a pandemic emergency illness, a Full-time Team Member may be advanced up to 32 hours of PTO and a Part-time Team Member may be advanced up to 16 hours of PTO in any calendar year. The advancement of the PTO hours will be discretionary and will be reviewed and approved by management on a case-by-case basis based on the conditions to qualify for advancement of PTO as described below. A Team Member must submit a Request for Advanced PTO form to People Services with medical documentation for approval. If you have been advanced any PTO hours at the time your employment ends, the dollar value of the number of advanced PTO hours, calculated using your current base hourly rate on your last date of employment, will be deducted from your final paycheck. In the event that your last paycheck does not cover the advancement, you will be liable for repayment of the difference. Conditions to qualify for Advanced PTO: Diagnosis of pandemic illnessQuarantine per CDC guidelines due to a household member diagnosed with pandemic illness | Team Member Management People Services Finance |
| 6. | Process for requesting PTO balance payout and advances: It is the responsibility of the Team Member to use any current PTO balances available. If the Team Member does not have PTO remaining, the Team Member must communicate to the Manager the desire to be advanced PTO to cover absences for the illness and provide appropriate documentation to meet the conditions to qualify for Advanced PTO. Once the Team Member has approved the use of advanced PTO, submitted the necessary documents, and approval is given by People Services, the Manager will enter into payroll appropriately. The Manager must enter the available PTO to cover absences and then use the advanced PTO to cover any remaining absences. Advanced PTO will only be entered with approval from People Services. | Team Member Management People Services |
| 7. | Communication while out due to Pandemic Illness: The Team Member will return to work with the appropriate medical release. If the Team Member cannot return to work, the Team Member must contact their Manager. If the Team Member does not communicate with the Manager and does not return after the approved days with a medical release, the company will assume job abandonment and terminate the Team Member. | Team Member Management |
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Revision History |
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Revision No. |
Revision Effective Date |
Summary of Changes |
Approving Authority |
Date Approved |
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0 |
03/15/2020 |
Initial Release |
President |
03/15/2020 |
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1 |
03/17/2020 |
Changes to reflect clearer policy |
President |
03/17/2020 |