Returning to Work Guide for Employers

As the Irish Government have outlined their roadmap to re-open the Country. Many Employers are now looking towards the future needs of their business and how best they can plan for their eventual return to work.

Upon returning to work, working life and business practices may now look very different. Employers should ensure to keep themselves up to date with and rely on the advice and guidance released from the Department and the Health Protection Surveillance Centre.

The Irish government have listed the following essential control measures that business must implement:

  • Social distancing (ideally 2 metres),

  • Personal contact of less than 15 minutes and

  • Good Hygiene (increased levels of cleaning surfaces and specifically hand hygiene).

As you may be aware, the Government has published a ‘Return to Work Protocol’. This document is a result of collaborative work by the Health and Safety Authority (HSA), the Health Services Executive (HSE) and the Department of Health. The purpose of such a document is to provide support for Employers and employees to put measures into place that will prevent the spread of Covid-19 in the workplace.

Covid-19 is a dynamic and ever-changing situation that warrants extensive planning by Employers. We have provided some guidelines below, based on this Return to Work Safely Protocol. To assist employers in ensuring that their workers have a safe work environment. Please note, the below information is not intended to be exhaustive and should not act as a substitute for specialist advice. We would advise that you contact your Health and Safety providers when conducting your risk assessments and developing any control measures in response to such risk assessments.

Lead Work Representative(s)

As will be discussed later in this guide, the key to a safe and sustainable return to work requires strong and effective communication between Employers and their employees. To ensure the successful implementation of the below control measures, they must be communicated and explained to all relevant employees and visitors at the workplace.

An Employer must appoint at least one lead work representative. This employees’ role will be to work collaboratively with the Employer, assisting in the implementation of the control measures and monitoring the adherence to such measures to prevent the spread of Covid-19. Ideally, the number of representatives appointed will be proportionate to the number of employees and will be easily identified by all in the workplace.

Risk Assessments

The first step a business should take is determining how they plan to defend against Covid-19. Typically, to ensure occupational safety and health, Employers would initially identify and assess the physical and psychosocial risks present in their working environment. In their preparation, Employers should begin with updating these risk assessments, considering all the new risks imposed by Covid-19.

Once these risk assessments are complete, Employers can begin to form an action plan utilising the appropriate control measures.

Please find a sample COVID- 19 risk assessment, which can you can amend according to your business need. You may wish to have your Health & Safety Provider assist you with this.

Return to Work – Risk Assessment

Please see the below, Hierarchy of Controls. You will note the different methods of prevention within this Hierarchy. The control methods at the top of the pyramid are potentially more effective and protective than those at the bottom. This may assist you when deciding on the best methods within your workplace.

Covid-19 Response Plan

Prior to their return to work, Employers must devise and/or update a business Covid-19 Response Plan. Employers should include in this plan:

  • In their evaluation and conduction of the risk assessments above, Employers should address the level(s) of risks associated with various workplaces and work activities in the Covid-19 business plans. They should establish what sources of Covid-19 exposition their employees, customers, and others might be.
  • Create a response plan to deal with a suspected case of Covid-19.
  • The controlling measurements necessary to address the risk identified.
  • Contingency measures to address increased rates of employee absenteeism.
  • The implementation of the measures to reduce the spread of Covid-19.
  • Develop plans in consultation with employees and communicate such plans once finalised.

A crucial step that Employers must take in protecting their employees, customers, and ultimately their workplace, is to ensure the prompt identification and isolation of potentially infectious individuals. 

To achieve this, Employers should ensure to implement the following:

  • Keep a log of contact/group work to facilitate contract tracing. They should confirm employees understand the importance and purpose of this log.
  • Display information and signs detailing the symptoms of Covid-19.
  • Provide up to date information on the Public Health advice issued by the HSE and Gov.ie.
  • Provide clear instructions for employees to follow should they develop signs and symptoms of Covid-19 during work.

In addition to this, Employers should revise existing sick leave policies and amend as appropriate. Should any changes be made to such policies, Employers should ensure to communicate any changes to their employees. Employers should make any necessary Public Health advice from the HSE and other reliable sources to their employees. The lead worker representative(s) should play a key role in communicating the health advice around Covid-19 in the workplace.

  • There may be a requirement for the temporary restructuring of work patterns to successfully implement the Covid-19 prevention measures in the workplace successfully. Employers must negotiate with Trade Unions/employees and consider any implications imposed by any existing sectoral agreements.

Employee Return to Work Form

It is the Employers responsibility to establish and issue an employee return to work form for employees to complete. This form must be issued, completed and returned to Management at least three days in advance of the expected return to work date. The purpose of this form is to seek confirmation that the employee, to the best of their knowledge, has no symptoms of Covid-19, and also to confirm that the employee is not self-isolating or awaiting test results for Covid-19.

  • Please find a sample Return to Work and Monitoring Form which you may use for your business here.
Return to Work checklist and monitoring form

Suspected Cases of Covid-19 in the Workplace

Should a suspected case of Covid-19 arise in the workplace, Employers must include a defined response structure that identifies the team(s) responsible for responding to a suspected case. If there is a suspected case within the workplace, management should establish a readily accessible designated isolation area. It is the responsibility of the Manager and the response team to ensure that this area can isolate the individual behind a closed door or provides for ventilation i.e. via a window. The Manager and the response team must isolate the symptomatic individual in this area.

If a mask is available, give it to the symptomatic individual. The Manager and the response team must assess whether they can direct the individual immediately to go home and continue to self-isolate at home. Transport home or to a hospital for medical assistance must be arranged for the individual. Public transport should not be an option. An assessment of the incident must be carried out, this will form part of determining any follow-up actions and recovery needed. Lastly, the isolation area and work areas involved should receive arrangements for cleaning.

Social Distancing Measures

The most effective control measure is to introduce no human contact/ diminished human contact. This measure eliminates the spread of the virus. Where possible, businesses should attempt to accommodate social distancing. The currently recommended distance between people is 2 metres. Employers should ensure to implement a no handshaking policy.

A key effective control measure that Employers should do is to organise employees into teams who consistently work and take breaks together. These teams should be as small as is reasonably practicable in the context of the work to be done. Where office work is essential, the free office capacity must be used as much as is reasonably possible. And work organised in such a way that multiple occupancies of office premises are avoided and/or physical distances maintained. Remote working should be encouraged. Vulnerable at-risk employees must be “preferentially supported” to maintain physical distancing, and where possible, be supported by their Employers to work from home.

Examples of other measures outlined in the “Return to Work Safely Protocol” include:

  • Organise breaks in such a way as to facilitate maintenance of physical distancing during breaks
  • Removing tables/chairs from the canteen and restricting the number of staff per table
  • Identify a designated isolation area for dealing with Covid-19 cases on-site
  • Employers must consider closing canteen facilities if public health measures including social distancing cannot be facilitated
  • Implementing a queue management system with correct distance markings
  • Allocating times for collections/appointments/deliveries
  • Use of technology for video/virtual meetings instead of face to face meetings
  • Business trips and face-to-face interactions should be reduced to the absolute minimum and, as far as is reasonably practicable limiting the number of meetings including length and proximity of gatherings between employees/others
  • Provide one-way systems for access/egress routes in the workplace where practicable
  • Restricting/staggering the use of canteen facilities (bringing food/drinks to people)
  • Ceasing all self-service activities and providing food that is pre-wrapped
  • Reducing office density/support staff through working from home or split shift arrangements
  • Shift handover arrangements should be altered to ensure the appropriate routines are followed for social distancing
  • Altering shift patterns to reduce worker numbers
  • Isolating individual buildings (e.g. no travel permitted between manufacturing and design buildings)
  • The number of employees who share a vehicle – simultaneously or consecutively – should be kept to a minimum as far is as reasonably practicable
  • Ensure that employees sharing collective accommodation at a place of work are grouped in fixed teams that are as small as is reasonably practicable and consist of individuals who also work together
  • Avoiding making close contact with people, (i.e. employees will not be allowed to share pens, bottled, or cups)
  • Setting up screens/barriers at checkouts/desks where possible
  • Encouraging the use of card payment methods

Education and Training

Employers should educate and train all employees on the Covid-19 situation. It includes the symptoms, restrictions, and expected implementation of control measures. One way to do this would be to display HSE and HSA posters around the business premises and to employees. These will act as a constant reminder to both employees and Customers/Clients alike. Employers must continue to provide up to date information on the public health recommendations and advice provided by the HSE and Gov.ie.

Upon the return to work, Employers must provide induction training for all employees. This training should include the latest up-to-date advice and guidance on public health: what an employee should do if they develop symptoms of Covid-19. Also, details of how the workplace is ready to address the risk and an outline of the Covid-19 response plan. Additionally, Employers might provide information training for their employees on the following:

  • Signs and symptoms of Covid-19
  • How Covid-19 is spread
  • Cleaning routines and hygiene controls (including respiratory hygiene, cough etiquette, and handwashing and physical distancing)
  • Use of Personal Protection Equipment (PPE) and medical equipment (e.g. thermometers, disposable gloves, masks, and disinfectants) as relevant
  • What to do if an employee or a member of the public becomes unwell and believe they have been exposed to Covid-19
  • When individuals in the workplace have had contact with a confirmed case of Covid-19
  • Cleaning offices and public spaces where there are suspected or confirmed cases of Covid-19
  • Rubbish disposal, including tissues
  • Travel Restrictions
  • Restricted movement Advice
  • Familiarising key staff with the Covid-19 plan
  • Cross-training workers and establish covering arrangements to minimise disruptions
  • Instruction for employees to follow if they develop signs and symptoms of Covid-19 during work
  • Provide induction training for contractors and visitors to the workplace

Cleaning and Hygiene

Employers should oversee the increase of cleaning regimes, cleaning all work areas, with a particular focus on areas classed as high touch. Examples of such high touch areas being workstations, doorknobs, stair rails, locker rooms etc. This cleaning must be conducted at regular intervals using disinfectants to kill germs and stop the spread of disease.

Employers should provide workers with essential cleaning materials to keep their workspace clean (for example, wipes/disinfection products, paper towels, and waste bins/bags). The number of waste collection points should be increased and must be emptied regularly throughout and at the end of each day. Businesses should modify the use of hot desks to ensure that these are made available to identified staff and have appropriate cleaning materials in place for employees to clean the area before using.

Hand Hygiene

In addition to the above, right hand hygiene controls are very effective in the reduction of exposure to infection from contact transmission. Successful methods to ensure good hand hygiene include:

  • Employers providing that appropriate hygiene facility are in place to accommodate employees adhering to hand hygiene measures
  • Making available advice and training on how to perform hand hygiene effectively
  • Increase the number of hand sanitiser stations on the business premises
  • Ensure the supply of cleaning reagents and hand sanitising solutions are made available to all employees and any visitors to the business

Employees must adhere to these controls by ensuring they wash their hands with soap and water or with an alcohol-based hand rub regularly and in particular:

  • After coughing and sneezing
  • Before and after eating
  • Before and after preparing food
  • If in contact with someone who is displaying any Covid-19 symptoms
  • Before and after being on public transport (if using it)
  • Before and after being in a crowd
  • When arriving and leaving the workplace/other sites
  • Before having a cigarette or vaping
  • After toilet use

Employees are also encouraged to avoid touching their eyes, mouth, or nose. They should not share objects that touch their mouth, for example, bottles or cups, and should use their pens for signing in.

Respiratory Hygiene

Employers must provide tissues as well as bins/bags for their disposal. Bins should be cleared and cleaned at regular intervals.
Management should advise all employees on good respiratory practice.
Employees must adopt good respiratory hygiene and cough etiquette. All employees should ensure they are familiar with and follow respiratory hygiene guidance.

Communication and Wellbeing

Good communication between Employers and all members of the business is vital for all to understand the new methods of conducting business. Employers should hold staff briefings regularly, informing employees of any updates on the situation. Further to this, Employers should encourage employees to participate in protecting themselves and others in the workplace against Covid-19, through the generation of new ideas for hygienic practices, business continuity plans, etc.

Employers should put in place support for employees who may be suffering from anxiety or stress as they return to work. Many employees may have gone through traumatic events, be experiencing financial difficulties or problems with their relationships. Employers should communicate this support.

Employees who are returning to work after a period of isolation are likely to have concerns about the risks of infection. changes in their role due to the implementation of measures to prevent the spread of Covid-19. Employers should provide employees with information on publicly available sources of support and advice and information about the prevention and control measures taken in the workplace to reduce the risk of infection.
Communication ensures that everyone is aware of the businesses plans for preventing/minimising exposure to Covid-19, while also reassuring employees that the Employer is taking the necessary measures to safeguard their health and wellbeing. Employers should ensure employees are made aware of and have access to any business provided Employee Assistance Programmes or Occupational Health Service. Effective communication is the key to the successful implementation of any other control measures to prevent Covid-19.

Communication ensures that everyone is aware of the businesses plans for preventing/minimising exposure to Covid-19, while also reassuring employees that the Employer is taking the necessary measures to safeguard their health and wellbeing. Employers should ensure employees are made aware of and have access to any business provided Employee Assistance Programmes or Occupational Health Service. Effective communication is the key to the successful implementation of any other control measures to prevent Covid-19.

 

Personal Protective Equipment (PPE)

Personal Protective Equipment (PPE) is considered the least effective form of protection. Employers should consider the implementation of the other control measures initially before considering the use of PPE. Of course, this does not apply to job roles and duties that already require the use of PPE for health and safety reasons.

If providing employees with PPE, Employers must also ensure to provide the appropriate training on how to use this PPE. It is a legal obligation.

Employers should also note that cloth or paper face masks are not considered PPE. At the same time, face masks might play a role in reducing the transmission of Covid-19. Authorities do not consider them as a type of personal protective equipment. Businesses considering the introduction of requiring employees to wear facemasks should note that they do not constitute PPE and they may provide a false sense of security.

In the context of Covid-19 risk, Employers should check the HPSC website regularly for updates regarding the use of recommended PPE.

  • PPE must be selected based on the hazard to the employee
  • Employers must provide PPE and protective clothing to employees following the identification of Covid-19 exposure risks and line with Public Health Advice.
  • Employees should be trained in the proper use, cleaning, storing and disposal of PPE.
  • Gloves are generally not required for infection prevention and control purposes. Where gloves are necessary, they must not be considered a substitute. People should clean their hands whenever they remove the gloves. 
  • For PPE, such as respirators, these must be properly fitted and periodically refitted, as appropriate.
  • PPE needs to be worn consistently and adequately when required. Besides, it must be regularly inspected, cleaned, maintained, and replaced as necessary.

Planning for the Present and Future

It is an unprecedented and challenging time for all Employers. There is no list of correct steps on how to navigate through this situation. Employers should not hesitate to make the necessary changes to their control measures or new business practices. They should continually review these, noting what works for them and what does not.
Planning, adjusting, and learning from their new practices will ensure the successful reopening of an Employers business.