Introduction
What is Covid-19?
Coronavirus disease (Covid-19) is a highly infectious disease caused by a newly discovered coronavirus.
Symptoms of coronavirus:
A high temperature – you feel hot to touch on your chest or back (you do not need to measure your temperature).
A new, continuous cough – 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).
A loss or change to your sense of smell or taste – you cannot smell or taste anything, or things smell or taste different to normal.
With the lifting of certain legal requirements on the 19th July 2021 the emphasis on controlling COVID-19 within the workplace has moved from prescriptive government measures, to a model where employers are required to choose controls for their workplace. The government has stated that a risk assessment considering the risk of COVID-19 must be undertaken and controls identified which are proportionate to the workplace (risk assessments are still a legal requirement under the Management of Health and Safety at Work Regulations).
This procedure outlines the steps to be taken to ensure, as far as is reasonably practicable, a safe workplace and the required actions to be taken by employees with symptoms or diagnosed with COVID-19.
Ensuring a safe workplace
We aim to ensure a safe working environment by ensuring we follow Government guidance and that our workplace is ‘COVID Secure’.
We have carried out a COVID-19 risk assessment and shared the results with the people who work here and will review the assessment at regular intervals.
We have cleaning, handwashing, ventilation, and hygiene procedures in line with guidance.
We will ensure good ventilation in the workplace with the opening of windows (if safe) and the opening of all doors (not fire doors – unless they are on automatic closure mechanisms linked to the fire alarm).
If home working is identified as a necessary control in a Covid secure risk assessment, we will take all reasonable steps to accommodate this.
We have considered the use of, and retained social distancing in certain areas of the workplace in line with government guidelines and location specific risk assessment.
We have retained the option for employees and visitors to check in with the NHS Test and Trace program and are following government guidelines to record information about people on site to ensure that close contacts may be identified where required.
We follow legal requirements on self-isolation – employees with symptoms must not attend the workplace, must self-isolate and are encouraged to be tested.
Face Coverings
A face covering is a covering of any type that covers a person’s nose and mouth and can be re-usable or single use. Face coverings are not classified as personal protective equipment (PPE).
We will follow government recommended guidelines on the use of face coverings by employees and/or visitors in certain indoor workplaces. While face coverings are no longer mandatory, we will assess their use as part of our COVID workplace risk assessment. Employees will not be required to stop wearing face coverings if they wish to wear them, providing that it does not interfere unreasonably with their role (for example, communications) in which case, we may implement alternative control measures.
Suspected or confirmed case in the workplace
Should a colleague or a visitor present in the premises with suspected or diagnosed Covid-19, we will ensure they are isolated as quickly as possible, and arrangements are made for them to go home and self-isolate by the safest means possible.
Cleaning will then be undertaken in any areas where the individual may have been, following the Government’s guidance.
Immediate actions and next steps will be agreed as quickly as possible by:
Managing Director / Board members / Responsible Person.
Health & Safety Manager/coordinator or representative.
Director or delegate of the department the colleague is from.
Internal HR colleague.
Any person identified as the ‘Single Point of Contact’ to contact the Public Health England health protection team (PHE HPT) where required.
Immediate actions:
Establish any other persons the individual may have been in close contact with whilst at work and when.
Review the current Covid-19 Secure Risk Assessment.
Ensure appropriate arrangements for cleaning have been carried out and documented.
Actions should NHS Test and Trace contact the business.
Communications plan for colleagues.
Health Authorities may take very directive actions in the case of any outbreak so plans will be fluid and reactive to the needs of any externally imposed instructions or restrictions.
Testing
Anyone with symptoms of coronavirus can request a test. We will encourage all employees who are self-isolating with symptoms to request a test via the NHS website.
Outbreak Management
IDENTIFY
We will be informed of a confirmed case of COVID-19 by NHS Test and Trace, an employee, visitor, or local Public Health England health protection team (PHE HPT).
REPORT
If we become aware of any positive cases within the workplace, the designated Single Point of Contact will contact the Local Health Protection Team (local PHE HPT) for help, advice and to make a report.
RESPOND
The local PHE HPT will work with us to assess the risks and advise how best to manage and control the risk of COVID transmission.
Depending on the outcome, the local PHE HPT and local authority may establish an outbreak control team to help support and manage the situation.
RIDDOR Reporting
We will follow legal requirements to report to the HSE under the RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) when:
An accident or incident at work has, or could have, led to the release or escape of coronavirus (SARS-CoV-2). This must be reported as a dangerous occurrence.
A person at work (a worker) has been diagnosed as having COVID-19 attributed to an occupational exposure to coronavirus. This must be reported as a case of disease.
A worker dies as a result of occupational exposure to coronavirus. This must be reported as a work-related death due to exposure to a biological agent.
If required, we will complete the relevant RIDDOR report once advice has been sought from Citation and the relevant HSE guidance https://www.hse.gov.uk/news/riddor-reporting-coronavirus.htm
Self-Isolation
Employees are required to self-isolate should the below criteria apply, there may also be additional reasons requiring isolation so please contact your supervisor if you’re uncertain. When instructed to Self-Isolate, you must do so for 10 days (or the timescale indicated by NHS Test and Trace). Sometimes people develop symptoms during their isolation period. In these cases, they must restart their 10-day self-isolation period from the day after they develop symptoms.
Self-isolate immediately if:
You have any symptoms of COVID-19 (a high temperature, a new, continuous cough or a loss or change to your sense of smell or taste).
You’ve tested positive for COVID-19 – this means you have the virus.
Someone you live with has symptoms or tested positive (see below section from 16 August).
You’ve been told you’ve been in contact with someone who tested positive – find out what to do if you’re told to self-isolate by NHS Test and Trace or the NHS COVID-19 app.
You have arrived in England from abroad from a ‘red list’ country, or from an ‘amber list’ country and not been fully vaccinated – see GOV.UK: how to quarantine when you arrive in England.
From 16 August: If you live in England and someone you live with has symptoms of COVID-19, or has tested positive for COVID-19, you will not need to self-isolate and any of the following apply:
You’re fully vaccinated – this means 14 days have passed since your final dose of a COVID-19 vaccine given by the NHS.
You’re under 18 years, 6 months old.
You’re taking part or have taken part in a COVID-19 vaccine trial.
You’re not able to get vaccinated for medical reasons.
Even if you do not have symptoms, you should still:
Get a PCR test on GOV.UK to check if you have COVID-19.
Follow advice on how to avoid catching and spreading COVID-19.
Consider limiting contact with people who are at higher risk from COVID-19.
You will also be exempt from self-isolation from 16 August if you are under 18 and a contact of a positive case. As with adults, you will be advised whether a PCR test needs to be taken. If you are 18 years old you will be treated in the same way as under 18 year olds until 6 months after your 18th birthday, to allow you the opportunity to get fully vaccinated.
How To Self-Isolate:
Do not go to work, school or public places – work from home if you can.
Do not go on public transport or use taxis.
Do not go out to get food and medicine – order it online or by phone, or ask someone to bring it to your home.
Do not have visitors in your home, including friends and family – except for people providing essential care.
Do not go out to exercise – exercise at home or in your garden, if you have one.
Employee with symptoms or a positive test result
Employees who display symptoms should take advice from the NHS 111 Online (or NHS 111 phoneline). The site will advise on the precautions to be taken, whether medical advice should be sought and how to arrange a test.
Employees should not go to a GP surgery, pharmacy or hospital without instruction from NHS 111 Online (or NHS 111 phoneline).
Current advice on self-isolation (at the time of publication):
Self-isolate for at least 10 days from the onset of symptoms. If tested positive, but do not have symptoms, self-isolate for 10 days from the day the test was taken.
Keep self-isolating if you have any of these symptoms after the 10 days:
A high temperature or feeling hot and shivery.
A runny nose or sneezing.
Feeling or being sick.
Diarrhoea.
Only stop self-isolating when these symptoms have gone.
If you have diarrhoea or you’re being sick, stay at home until 48 hours after they’ve stopped.
Employees that suspect they may still be at risk should not attend work until they have gained advice from the NHS 111 Online (or NHS 111 phoneline) and spoken to their manager.
Employees who test negatively for Covid-19
Employee can stop self-isolating and return to work after a negative result, if:
They are well.
No-one else in their household has symptoms or has tested positive for COVID-19.
They have not been advised to self-isolate by NHS Test and Trace.
They feel well enough to work and have not had sickness or diarrhea in the last 48 hours.
See section regarding isolation exemption from 16 August.
Employee lives with family member who has symptoms or a positive test result
Self-isolate for 10 days if you live with (or are in a support bubble with) someone who:
Has symptoms or has tested positive, had an unclear result, or has symptoms but did not have a test.
Tested positive but has not had symptoms.
The 10 days starts from:
When the first person in your home or support bubble started having symptoms.
The day they were tested if they have not had symptoms.
If you develop symptoms during the 10-day self-isolation period, and you test positive, stay at home for 10 days from the onset of symptoms regardless of how many days you have already been self-isolating.
You can stop self-isolating after 10 days if you do not get any symptoms.See section regarding isolation exemption from 16 August.
If an employee is advised to self-isolate by the NHS Test and Trace service or NHS COVID-19 app
Those who have been contacted by the NHS Test and Trace service should follow the advice they receive. This is usually to self-isolate for 10 days. Those that develop symptoms should be able to request a test.
Employees who have been outside the UK
We will refer to the Government website for latest travel advice https://www.gov.uk/guidance/travel-advice-novel-coronavirus
As information about coronavirus is regularly updated, we also ensure advice is sought from NHS 111 Online and Gov.uk should any employee or visitors feel they may have symptoms or have been exposed to coronavirus to ensure the correct procedures are followed.
Is important that all employees follow the guidance set out in this document and seek advice from their manager and NHS 111 Online where necessary. Following the correct procedures is important to ensure the safety of all persons in our workplace by preventing the spread of Coronavirus. Failure to comply may put others in the workplace at risk (and may, following an investigation, result in disciplinary action).
Vulnerable Employees
We have a duty to ensure that all employees are safe in work and will take particular care to ensure the safety of those who may be classed as ‘Clinically Extremely Vulnerable’ or those who are ‘Clinically Vulnerable.’ To ensure we can protect them we request that all employees inform us if they believe they may be vulnerable.
Clinically Extremely Vulnerable
People who are clinically extremely vulnerable are at high risk of getting seriously ill from Covid-19.
We will make a careful assessment of any employees in this category and will look to implement additional controls where required to protect them; this may include enabling them to stay 2m away from others.
A list of those people who may be classed as Clinically Extremely Vulnerable can be found here:
Clinically Vulnerable
We will ensure that a risk assessment is completed for any clinically vulnerable employees. These employees are currently advised to take extra care to maintain social distancing where possible.
A list of those people who may be classed as Clinically Vulnerable can be found here:
Pregnant workers
During the outbreak, pregnant workers have previously had to abide by controls similar to the vulnerable categories above. We will ensure an expectant mother’s risk assessment has been completed for all pregnant employees.
Workers in higher-risk groups
The Public Health England report ‘Disparities in the risk and outcomes of COVID-19’ shows that some groups of people may be at more risk of being infected and/or an adverse outcome if infected.
The higher-risk groups include those who:
Are older males.
Have a high body mass index (BMI).
Have health conditions such as diabetes.
Are from some ethnic minority backgrounds.
The Health and Safety Executive (HSE) states there is currently no expectations of additional controls for these groups. However, we will ensure our existing controls (social distancing, good hygiene and cleaning, ventilation, supervision etc.) are applied stringently.
As an employer, we will ensure that we:
Stress the importance of individual and wider workforce engagement and cooperation to ensure controls are applied stringently.
Have individual discussions with employees about any concerns.
Discuss the risk management measures in place to minimise transmission.
Explain the controls in place to protect vulnerable, high-risk, and other workers.
We encourage all employees who have concerns about their health and safety to contact their line manager as soon as possible.