An outbreak of the deadly Ebola virus in Africa is causing concern in the United States, as the medical community and various organizations watch to see if the outbreak will be contained, or will spread globally. Although this situation is occurring thousands of miles away, it is a good reminder for businesses in the United States to institute a pandemic planning policy.
Ebola virus disease is a severe illness in humans with a fatality rate of up to 90 percent, according to the World Health Organization website. Dr. Luis Sambo, the WHO’s Regional Director of the Africa Region, said the outbreak can be contained using known infection prevention and control measures.
1,201 suspected and confirmed cases of Ebola have been reported in Guinea, Sierra Leone and Liberia as of July 23, according to the Centers for Disease Control and Prevention website. There is some concern that travelers coming from the outbreak areas could spread the virus, although most reports deem this unlikely due to the close contact with bodily fluids typically needed for transmission.
Perceived and real concerns about outbreaks of serious viruses is not new, even in the United States. In 2005 the United States was facing pandemic influenza and avian flu, to which the White House responded by releasing the National Strategy for Pandemic Influenza, which guides pandemic planning for both private and public sectors. Human resources departments are crucial to such planning; below are various steps HR should take in preparing an organization and workforce to cope with a pandemic, from Thompson’s Guide to Employment Law Compliance.
Private sector employers should promote an “Ethic of infection control” including options to work off-site, systems to reduce infection transmission and education to make employees aware of good practices. Establishing a contingency system to maintain business during times of sustained employee absenteeism and devising specific policies for sick leave during a pandemic will simplify issues as they arise. Enabling employees to work remotely and establishing partnerships with your health plan and local public health agencies also can help your organization cope with a pandemic situation.
Reduce Infection Transmission
To help prevent the spread of sickness throughout the workplace, employers should devise guidelines to modify the type and frequency of contact during a pandemic, such as refraining from handshaking, minimizing meetings and avoiding shared workstations. Setting up hand sanitizing stations around the office, especially in highly trafficked areas like the break room, also can help reduce the possibility of spreading illness. In addition, work with maintenance to implement special sanitation procedures for well-used items or surfaces such as keyboards, telephone receivers, doorknobs, stair rails, restrooms and eating areas.
Education
It is important that your employees are well-informed and understand what must be done to promote safety and wellness during a pandemic. Distribute to employees pandemic information from the CDC, local public health departments and emergency management officials, including information about family preparedness and at-home health care services. Posting notices in break rooms that encourage healthy habits, or sending these tips out in a newsletter can help educate employees on how to avoid illness.
Contingency Systems and Policies
During a pandemic, your office might not run as it normally would, so establishing a contingency plan and HR policies to account for this will help reduce confusion.
- Identify which employees are essential to maintaining basic services by location and function, as well as employees with disabilities or special needs, in order to incorporate their requirements into your organization’s response plan.
- Appoint a pandemic coordinator and/or team and define their roles in preparedness training.
- Train ancillary workers to access information from your organization’s computer systems. This requires secure, emergency log-on capabilities.
- Establish an emergency communications plan using key contacts and backup contacts, dedicated websites or hotlines, and a chain of communications to convey information.
- Devise special policies for employee compensation and sick leave, as well as a policy requiring immediate mandatory sick leave for any employee who have been exposed to the virus, are suspected of being ill or became ill at work.
- Devise guidelines, based on the CDC prevention guidelines, for when employees may return to work after exposure or illness.
- Use the CDC travel guidelines to establish policies for restricting travel to affected areas.
- Evaluate availability of local health care services and improve access where possible. Look into mental health and social services for employees, considering corporate, community and faith-based resources.
- Identify medical consultants who can assist the organization’s response and find sources for procuring flu countermeasures like vaccines and antiviral medications.
Working Remotely
Enhancing remote work capabilities will help reduce the spread of illness and prevent business complications if public health officials advise against nonessential travel. Try to forecast employee absenteeism in the event of a pandemic using factors like personal illness, family-member illness, community containment measures, school and/or business closures and public transportation closures, and establish a flexible work hours policy. This plan also requires providing laptops with remote links to all, or just key, employees. Enhancing your organization’s telecommunications capabilities and ensuring your organization has adequate technology for employees to stay in communication is also suggested.