We have undertaken a risk assessment across the business to review and manage the risks so far as reasonably practicable and the following steps are those we have taken thus far. This is under constant review and we will continue to update accordingly as the situation changes on on a daily basis and have implemented a number of preventative measures to protect both our staff and service users:
What are we doing to keep the staff in call centres and offices safe?
Where possible we have move staff to home working and will be continuing with homeworking for the foreseeable future to ensure the safety of our staff.
Sites have been reviewed and staff capacity has been limited to 25% of full capacity. To be reviewed on 4th December.
Desking has been staggered to ensure staff are not sitting face to face.
We have increased cleaning to include the regular cleaning of door handles and other touch points including handrails and sink areas. Additional wipes have been provided for staff to clean workstations and work areas.
Hand sanitiser gels have been provided across all sites for all staff
Posters have been put up around the buildings giving guidelines on handwashing, personal hygiene and social distancing.
Only essential personnel are allowed access to the offices and social distancing guidelines must be adhered to. We have agreed a maximum capacity in all areas of our buildings to ensure social distancing guidelines can be followed.
Staff working in fixed teams.
No meetings being held at the offices, all meetings are being undertaken using on-line platforms such as Skype, Teams and Starleaf.
Lifts to be used by only one person at a time and touch points (buttons, handles, etc) to be cleaned upon exit using antibacterial wipes.
Where staff are working in the offices, desks have been labelled so as not to be used to ensure social distancing measures are adhered to.
Breaks have been staggered to ensure minimal staff are in the rest areas at any time.
Meeting rooms have been made available for the use as rest areas during break times and have been set up to ensure social distancing can be followed.
Air conditioning systems have been maintained, cleaned and filters replaced and airflow from ventilation systems have increased.
DR Sites have been cleaned, closed and sealed to ensure they remain clean and usable in the even of us having to move the staff to those sites.
At our West Malling office a one-way system has been put in place in line with that put in place by Clarion Housing. Due to staff numbers and entrance/exit routes this is not required in Eastbourne.
A training course has been written and issued to staff giving details of what they can and cannot do in our offices and contact centres.
What are we been doing to keep the engineers safe?
When making appointments we are asking our service users and/or their family members or carers whether anyone is showing signs of the coronavirus. If we are informed that they are showing any signs we will postpone the appointment until confirmation is received that they are no longer showing any symptoms.
All customer information is being obtained ahead of the engineer visit to reduce the amount of time an engineer has to spend in the service user’s home.
Where possible we are utilizing a drop to door service. The engineer is programming and setting up the equipment ahead of the visit, dropping the equipment at the doorstep for the service user or their family member/care to connect up. The engineer will remain outside, available to provide verbal assistance but at a distance.
Hand Sanitizer gels and antibacterial wipes have been issued.
PPE has been issued and guidance on how and when to wear, how to dispose, etc. has also been provided.
Engineers are asking service users and their carers / family members to maintain social distancing and where possible, allow them to work in the room alone.
Upon job completion, engineers are undertaking a self sign-off of job’s so customers do not need to sign the handset ensuring social distancing measures are followed.
Instructions issued to wipe down touch points on vehicle using antibacterial wipes.
Engineers not working together and instructed not to travel together in the same vehicle.
What are we doing to keep the mobile responders safe?
Prior to mobilising the mobile responders our operators are using a script to question whether the service user we are attending is showing any signs of coronavirus when possible. In situations when it is not possible to check, the responders are using a full range of PPE including face masks, gloves, aprons and anti-bacterial gels to clean hands prior to their visit and after removing their PPE prior to cleaning hands after leaving the service user.
Where possible our responders are still following social distancing guidelines when undertaking a visit but this is not always possible. When in close contact staff are wearing and following PPE guidelines and instructions for their use and disposal. The issued PPE includes FFP2 (or equivalent) masks, aprons, goggles and shoe covers. They have also been issued with antibacterial gels and wipes to clean down any equipment following completion of visit and prior to getting into their vehicle.
Agreements in place for staff to sign off job ticket themselves so they do not have to ask the service user to sign.
What are we doing to keep our service users safe?
We endeavour to undertake as many visits as possible because we understand that our service users are vulnerable and need our service, particularly during the pandemic. However, we have issued guidelines to our staff in regards to PPE, hand washing and social distancing but will not knowingly send a member of staff into a property where someone has symptoms of the coronavirus because we would not want to spread this to other vulnerable service users.
To allow us to continue delivering our service we have developed our postal service utilising the Doro CareIP mobile device whereby the equipment is programmed and set up, dispatched to the service users home. Once unpacked it will just need to be plugged in and tested in accordance with the instructions provided.
We have also developed a home from hospital service across some contract areas so someone can leave hospital with one of our units and raise calls to our call centre without the need for an engineer to install.
Paperwork is being completed ahead of visits to reduce the amount of time an engineer needs to be in a property.
How are we working with our corporate clients?
We have developed a number of services in cooperation with our corporate clients to help them and their service users. These include the home from hospital service, postal installs, door drop installations and pre visit data collection.
We have grown our telecheck service whereby we are contacting service users to make sure they are ok or have taken any medication.
We have also supported other ARCs by taking their calls at times of high sickness through the coronavirus pandemic to ensure they do not need to worry about their service users when they do not have enough staff to handle the calls.
How are we supporting staff who are on furlough leave?
We have been communicating with staff who are on furlough leave on a regular basis and keeping them included in any communications and business updates.
Even though staff are on leave we have been keeping them occupied by issuing e-learning training courses.
Are we doing anything to help those staff who are working from home?
We have created a home working and wellbeing assessment for completion by all staff working from home. This will be issued on a regular basis and reviewed by their line manager before issuing to the H&S advisor and HR Partner to agree a course of action as necessary.
Regular calls and meetings have been set up with all home workers and where possible meetings are undertaken using video conferencing facilities such as Teams or Starleaf.
Regular communications are being sent out to all staff giving business and coronavirus updates to ensure everyone is aware of what is happening across the business.
What have we done when a staff member or a member of their family has shown symptoms of COVID-19?
When staff have contacted us to inform us that they, or a member of their household, is showing symptom of coronavirus we have asked them to self-isolate in accordance with the government guidelines to contain the virus.
Where possible we have arranged for the staff member to be tested for coronavirus before returning to work.