Privacy Commissioner Te Mana Matapono Matatapu. Pandemic Plan

Transcription

1 Privacy Commissioner Te Mana Matapono Matatapu Pandemic Plan

2 Pandemic Plan Table of Contents Aims and Objectives of Plan..3 Background 4 Health Management Plan 5 Communication 5 Containment Activities 6 Travel...9 Prevention Measures 10 Maintenance of essential Business Activities 10 Appendices 2

3 Aims and Objectives of Plan This plan aims to manage the impact of influenza pandemic on OPC employees and business via the health impacts on two main strategies: 1) Containment of the disease by reducing spread within the OPC offices; and 2) Maintenance of essential services if containment is not possible. This plan provides guidance on the following: 1) Communication a) To the OPC from external or internal sources regarding pandemic phases b) Within the OPC c) To employees 2) Containment Activities a) Reducing risk of infected persons entering the site b) Social distancing c) Cleaning d) Managing fear e) Management of cases at work 3) Travelers a) Travel advisories b) Travel advice 4) Prevention Measures a) Anti-viral medication b) Influenza vaccine 5) Maintenance of Essential OPC Business Activities a) Identification of core people and core skills b) Business planning for absence c) Communication d) Knowledge Management e) Short, Medium and Long Term Planning 3

4 Background Information Influenza pandemics with novel viruses are recurring events, are unpredictable and result in serious health effects to large proportions of the population, with significant disruption to social, economic and security concerns of the community. The recent appearance of the highly pathogenic avian influenza virus A / H5N1 has raised concerns that this virus may mutate to create a novel virus capable of causing a significant global influenza pandemic. Predicted spread and virulence: Illness rates in population: 20-50% Global spread in: 3 months Vaccine availability: 6 months after initial outbreak Anti-viral treatment: Likely to be in short supply and may not be effective Potential Effects: Widespread disruption to business: 20-60% of working population unable to work for 2-4 weeks at the height of a severe pandemic wave. Each wave may last about 8 weeks Significant death rate loss of people and expertise Loss of emergency and essential services fire, police, health services, air traffic controllers Loss of other services retail, transport, government departments, etc. Effect for Business: Loss of people to operate the business (either temporary or permanent) Loss of services from suppliers Operations (e.g. production) and support (e.g. IT) will be affected Business travel will be affected 4

5 Health Management Plan 1. Communication To the business from external or internal sources regarding pandemic phases. New Zealand Government Communication: Communication of the New Zealand situation with regard to the pandemic and the response will be via a variety of sources: Pandemic Phone line i) Free pandemic national phone line 0800 number (planned to use the Ministry of Health emergency phone line) Website (Ministry of Health) for current status, fact sheets and FAQ, general information on vaccines, medication and treatment guidelines Travel Advice i) MFAT (Ministry of Foreign Affairs and Trade) will provide travel advice ( ii) Within Lines of OPC: Notification of change in Alert Code (escalation of pandemic) will come from MoH on its website and through their media contacts. The Privacy Commissioner or Senior Leadership Team will make the decision regarding activation of business continuity and/or health management plans. If possible, the Senior Leadership Team will meet virtually to avoid the risk of spreading infection amongst the team If relevant, the Senior Leadership Team will take steps to invoke Business Continuity and Health Management Plans. Health Response Communications: The Senior Leadership Team will coordinate the health communications In accordance with decisions made by the Senior Leadership Team, the health plan will be invoked Communications will be made via and telephone 5

6 Communications to Employees: Communications to employees will be managed by the Senior Leadership Team plan This will be via , internet, telephone, or postal services Instructions regarding information numbers to call, and the office for reporting problems or concerns will be used. 2. Containment Activities Reducing risk of infected persons entering the site. The Senior Leadership Team and nominated staff members for each location will do the following: Set up prominent notices at all entry points to facility, advising staff and visitors not to enter if they have symptoms of influenza Set up Key General Infection Control (basic hygiene and hand hygiene) notices around workplace (including entrances, notice boards, meeting rooms and toilets) APPENDICES A, B, C & D Ensure they have adequate supplies in the pandemic kits of tissues, medical and hand hygiene products, cleaning supplies as well as masks for people who become ill at work. The Management will ensure that employee communications include pandemic influenza fact sheet and information on Key General Infection Control Notices and Social Distancing. APPENDIX E Social distancing To reduce the frequency of contact between people teams are encouraged to split into different work locations to build up back up and avoid cross infection. Avoid meeting people face to face use the telephone and the Internet to conduct business as much as possible ( even when participants are in the same building) Avoid any unnecessary travel and cancel or postpone non-essential meetings / gatherings / workshops / training sessions. If possible, employees will be encouraged to work from home 6

7 Employees should avoid public transport, taxi chits will be available for staff not using private transport Employees should bring lunch and eat at desk or away from others Employees should not congregate in tearooms or other areas where people socialise. If a face-to-face meeting with people is unavoidable, minimise the meeting time, choose a large meeting room and sit at least one meter away from each other if possible; avoid shaking hands or hugging. Staff should avoid recreational or other leisure classes / meetings etc. where they might come into contact with infectious people. Cleaning Office cleaning to be stepped up during the pandemic period. Anti-bacteria solutions should be applied to all common areas, counters, railings, washbasins, toilet bowls, urinals daily. 3) Details of suitable cleaning solutions: APPENIDX F Managing Fear The Senior Leadership Team will communicate the possibility of a pandemic and the OPC s preparedness to manage it very early to staff. The management plan will be clearly communicated to staff and clear, timely and proactive communications to staff will provide details on how the OPC is handling the situation if the pandemic does occur. Management of cases at work Posters will be prominently displayed giving information on what to do if people get sick at work. The Senior Leadership Team will access latest MoH advice regarding managing staff that become ill and provide this information to Senior Leadership Team. The Senior Leadership Team will contact all staff regarding what to do if people get sick at work including the key message: if they feel unwell, don t come to work. Information regarding difference between influenza and common cold will also be sent out. APPENDIX G, H & I If a person feels ill, or if someone observes that another person is exhibiting symptoms of influenza at work, they are to contact their manager by telephone if at all possible. 7

8 The manager: Will not visit this person if it can be avoided but manage the process over the phone Check if the employee has any of the symptoms. If the employee does not have any symptoms and should be reassured but advised to call their manager again later or to contact their GP if they are still concerned. If the employee does have symptoms, they should be treated as a suspect case. The manager should complete staff influenza notification form (APPENDICES H & I), including details of any staff and/or visitors the person has been in contact with. The Senior Leadership Team will monitor staff whereabouts and well-being during the pandemic. Employee / suspect case will find a surgical mask in the pandemic kits and should wear immediately. The suspect case should leave work immediately and be advised to contact their GP by telephone for a review. They should not use public transport if at all possible the OPC will pay for a taxi if necessary. The manager of the suspect case is to be informed that they have left work. The Manager will identify contacts (once an employee is suspected to be infected); advise contacts in person that they have been in contact with a person suspected of having influenza; and ask contacts to go home, and stay at home until advised otherwise. The suspect case s work station is to be cleaned and disinfected, The staff member will be advised on how long to stay away from work and the Senior Leadership Team will check on the staff member during his/her absence from work. Staff are to have confirmation from GP that they are well prior to their return to work. 8

9 3. Travel Travel Advisories New Zealand travel advisories will be communicated by the Ministry of Foreign Affairs and Trade ( Travel advisories will communicated to staff by the Senior Leadership Team early to avoid the potential for travellers to be stranded overseas if flights etc are cancelled to minimise risk of spread Preventing travel to infected areas The Senior Leadership Team will advise that all bookings to that location are to be blocked All existing bookings to infected areas will be cancelled Managing Those Already in Infected areas Advice regarding infection control precautions and potential for travel home will be provided by the Senior Leadership Team to those travellers already in infected areas Those recently returned from Infected Areas Managers will provide to the Senior Leadership Team lists of those recently returned from infected areas Advice will be sent by the Senior Leadership Team regarding the need to be vigilant regarding self-checking for symptoms and to seek medical advice by phone immediately if symptoms occur. The traveller should report their travel history to the treating doctor or nurse. Travel Advice The Senior Leadership Team is responsible for the health content of travel advice. 9

10 4. Prevention Measures Anti-Viral medication Two 5 person pandemic kits are located in both Auckland and Wellington offices. Influenza Vaccine All staff are advised to have seasonal influenza immunisation. To assist staff the OPC will meet the costs of receiving the immunization up to a total cost of $40 per person. 5. Maintenance of Essential Business Activities The Senior Leadership Team John Edwards Gary Bulog Katrine Evans Blair Stewart Annabel Fordham The Senior Leadership Team will identify the core people /skills required to keep the essential parts of the OPC running. Where necessary back ups for people and skills in view of absence will be provided by temporary employees and contractors The Senior Leadership Team will consider social distancing and where practical will work from home, very early in the pandemic phase. Business Planning for Absence The Senior Leadership Team will make the decision to shut sections of the OPC down when absence rates threaten safe business continuity People can work from home where possible. Communications Essential communication channels regarding business continuity: Within the OPC With Government 10

11 With key providers With key customers With key contractors will be maintained via , telephone and internet. Knowledge Management Essential business information is stored on the erdms electronic document system and will be able to be remotely accessed (S:HR/Polices) Short, Medium and Long Term Planning The health plan deals with short and medium long term planning. If there is significant staff absence The Privacy Commissioner will approve additional staffing by employment agencies and contractors. Maintaining Business Activities: Essential Business Activities of the OPC Core Person Back Up Executive John Edwards Blair Stewart Investigations Gary Bulog Katrine Evans Enquiries Gary Bulog Marilyn Andrew Corporate Services Gary Bulog Linda Williams Policy Katrine Evans RESPONSIBILITIES Persons/ Areas Affected Contact Approval Authority ALL OPC Staff & Contractors General Manager Privacy Commissioner Last Review Date November

12 Appendix A 12

13 Appendix B 13

14 Appendix C 14

15 Appendix D 15

16 Appendix E 16

17 Appendix F Disinfectants Recommended use Precautions Sodium hypochlorite: 1000 parts per million of available chlorine, usually achieved by a 1 in 5 dilution of hospital grade bleach. Do not mix with strong acids to avoid release of chlorine gas. Corrosive to metals. Disinfection of material contaminated with blood and body fluids. Should be used in wellventilated areas. Protective clothing required while handling and using undiluted bleach. Granular chlorine: May be used in place of liquid Same as above. bleach, if it is unavailable. e.g. Det-Sol 5000 or Diversol, to be diluted as per manufacturer s instructions. Alcohol: e.g. Isopropyl 70%, ethyl alcohol 60%. Keep away from heat sources, electrical equipment, flames, and hot surfaces. Allow it to dry completely, particularly when using diathermy, as this can cause diathermy burns. Smooth metal surfaces, tabletops and other surfaces on which bleach cannot be used. Flammable and toxic. To be used in well-ventilated areas. Avoid inhalation. 17

18 Appendix G Process: Screening Checklist for Detection & Management of Suspected Pandemic Influenza Cases 1. The manager receives a call from a person suspecting they ay have influenza 2. Do not visit he person if this can be avoided manage the process over the telephone 3. Follow the flowchart below 18

19 Appendix H Suspected Influenza Case At Work 19

20 Appendix I Contact List MoH currently defines pandemic influenza contacts as people who have had close physical (less than one metre) or confined airspace contact with an infected person, within four days of that person developing symptoms. These are likely to include family members and/or other living companions, workmates (if in close contact situations or confined airspace environments), and some recreational companions. Note that the definition of a contact is likely to change once the nature of the pandemic strain is known. Employers therefore, should refer to MoH website during a pandemic for further guidance. Retain this list and provide to the Medical Officer of Health or his/her designated officer on request. Persons Whom the Affected Staff Has Interacted with Since Displaying Symptoms Name Telephone no. Address