Pandemic plan advice
At this time all persons conducting a business or undertaking (PCBU) should prepare a plan to manage work health and safety that arise during the pandemic.
Consistent with Australia’s strategic approach to emergency management this guidance aligns to the emergency management cycle of:
- prevention and preparedness
- response - initial action
- response - targeted action
- recovery
1. Prevention and preparedness
Undertake a WHS risk management regarding work activities / work design
Employers should, in consultation with workers and/or their Health and Safety representatives (HSRs):
- identify workers and work activities at greatest risk of spreading infectious diseases in the event of a pandemic (eg. Staff in clinical roles or working in clinical settings, border control, face to face customer service, etc.)
- assess the likelihood and consequence of infection to workers and others in the workplace identify suitable control measures to eliminate or minimise risks (expert advice may be needed)
- encourage ill workers to remain away from work when unwell develop an implementation plan.
Develop a pandemic plan
In the event of an outbreak or pandemic, workers may come in contact with the illness from exposure at home, within the community and/or at the workplace.
Businesses need to consider how they will manage the risk of workers presenting with symptoms at work or being directed to be absent from work due to periods of quarantine or isolation.
Further disruptions to business may be impacted by travel restrictions, delays or disruptions to public transport, public events or increase fear and anxiety associated with the pandemic.
Businesses are encouraged to develop a pandemic plan in consultation with workers and/or their HSRs to help prepare for the possibility of a declared outbreak and/or pandemic of COVID- 19 in an area where the workplace is located (It may also be valid for other health emergencies). The plan should cover:
- policy and procedures for managing workers, customers and visitors who present with flu like symptoms during an outbreak and/or pandemic
- the impact of increased absenteeism or business disruption due to travel restrictions or restrictions due to community wide infection
- consider the risks and challenges associated with business continuity if a significant number of workers, contractors and/or suppliers cannot come to your workplace – either due to local restrictions on travel or because they are ill.
Important note:
Often, more than one business can have responsibility for the same health and safety matters, for example:
- sharing the same workplace
- sharing the same workers, eg engaging workers through a labour hire firm.
In situations where the duty holders’ work activities may overlap and interact with another duty holder’s at particular times, each duty holder should exchange information to find out who is doing what in relation to the health and safety of the same worker/s or the same work activities – and then work together in a cooperative and coordinated way to eliminate or minimise the risks so far as is reasonably practicable.
Employers should also consult with their suppliers, contractors, etc to plan possible alternative methods and/or options if an outbreak and/or pandemic should occur.
2. Response - initial action
Limited number of confirmed cases of COVID-19 in NSW
Confirmed reports of human to human transmission
Promote regular and thorough hand washing for everyone in the workplace (workers, contractors, volunteers, customers, etc)
Everyone should:
- frequently wash hands their hands with soap and water for at least 20 seconds, or use an alcohol-based hand rub;
- particular attention must be taken whern using the toilet, or assisting others with toileting or nappy changing and before preparing and eating food.
Employers should:
- make alcohol-based hand sanitising dispensers available in prominent places around the workplace and ensure they are regularly refilled
- make sure that staff, contractors and customers have access to facilities where they can wash their hands with soap and water
- actively promote good hand hygiene in bathroom and kitchen amenities, resources in relation to COVID-19 are available from NSW Health
Important: Hand sanitisers should not be provided as the only hand hygiene option as there are times when soap and water should be used instead, eg: when hands are visibly dirty or after going to the toilet
Workers must co-operate with their employer in implementing risk control measures and must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
Promote good respiratory hygiene in the workplace for everyone in the workplace
Everyone should:
- cover their cough their nose and mouth when coughing and sneezing with tissue or a flexed elbow
- dispose of tissues immediately, and use alcohol-based hand sanitiser after disposing
- if unwell, avoid contact with others (shaking hands, touching faces, hugging, and other intimate contact).
Employers should:
- ensure an adequate supply of paper tissues is available throughout the workplace provide closed bins for hygienic disposal of used tissues
- actively promote good respiratory hygiene in prominent places where close customer or worker contact occurs, resources in relation to COVID-19 are available from NSW Health
Workers must co-operate with their employer in implementing risk control measures and must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
Undertake WHS risk management regarding work activities / work design
Employers must, in consultation with workers and/or their HSRs:
- identify and assess the likely risks at the workplace and those associated with the way work is performed (eg: are workers/customers more than 1.5 metres away from each other; layout of workstations; design of work activities; etc)
- implement suitable control measures to eliminate or minimise risks, this may include encouraging social distancing through flexible working arrangements, reducing non-essential face to face meetings/gatherings and promoting the use of virtual communication channels (telephone/video) Expert advice may be required for high risk work environments or tasks
The control measures being used must be regularly reviewed and updated as required:
- a good way to do this is to practice, test and evaluate intervention measures during this early stage, eg: practice social distancing measures and evaluate implementation
Workers must co-operate with their employer in implementing risk control measures and must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
Make sure your work environment is kept clean
Systems should be in place to ensure:
- high touch surfaces (e.g. counters, desks and tables) and objects (e.g. telephones, keyboards) are wiped with disinfectant regularly
- areas where there is public access will also require frequent additional cleaning and disinfection ensure infection control procedures are reviewed in consultation with cleaning staff and they have access to suitable personal protective equipment (PPE)
- adequate supplies of cleaning equipment and necessary PPE are available.
Ensure good communication re workplace controls (with workers, contractors, customers and others)
Employers must provide information and instruction to workers and others:
- to stay at home if they are sick – even if the symptoms are mild, and
- that any unwell workers with compatible symptoms to those of COVID-19 be sent home immediately, and advised to call their General Practitioner, call health direct on 1800 022 222 or visit their local Emergency Department
- to reinforce and support good personal hygiene, including good hand and respiratory hygiene. Display posters promoting regular hand washing, good respiratory hygiene, symptoms to look out for and when to stay home are avilavle from NSW Health or the World Health Organization and combine this with other communication measures used in the workplace (e.g. regular briefings;information on the intranet; phone and email contacts for further information etc)
- to advise of any changes to work arrangements (e.g. staff working from home, revised customer service standards)
- this information must be shared with other businesses your workers may be in close contact with.
Effective communication strategies might include regular briefings; advice on intranet; phone and email contacts for further information; etc
Workers must co-operate with their employer in implementing risk control measures and must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
Develop a plan
Employers should develop this plan in consultation with workers and/or their HSRs, considering NSW Health advice.
The plan should cover:
How to manage someone who has been in close contact with confirmed case of COVID-19
How to manage the situation if a worker becomes ill at work, eg.:
- limiting the number of people who have contact with the sick person
- provide the ill worker with a disposable surgical face mask to wear to reduce the risk of disease transmission,
- advising them to go home and immediately and call their doctor.
It is essential the mask is worn correctly and disposed of as soon as it becomes moist or after coughing or sneezing. Resources on the correct application, use, removal and disposal of face masks are available from World Health Organization.
How to manage a suspected case of COVID-19 awaiting results, eg:
- advising them to remain self-isolated at home and strictly follow their doctor’s advice
- if NSW Health confirm that the person has COVID-19, the local Public Health Unit will be in contact with close contacts from the workplace, if any, to advise them on what action to take
- the person was infectious while at work the employer must notify SafeWork.
The plan should also cover
- how to identify persons who may be at risk, and support them, without inviting stigma and discrimination into your workplace. This could include persons who have recently travelled overseas, or other personnel who have conditions that put them at higher risk of serious illness (e.g. diabetes, heart and lung disease, older age)
- if arrangements should be made for their transport either to a doctor or to their home, preferably not using public transport
- recording those who become ill and leave the workplace and the people they have had close or casual contact with
- what to do when a person with suspected infection has left the workplace, ie: ensure the person’s workstation, work area andany communal areas they have been in are thoroughly cleaned and disinfected
Workers must co-operate with their employer in implementing risk control measures. They must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
If workers undertake work- related overseas travel
Many countries across the world are now reporting COVID-19 cases and, like Australia, are introducing travel restrictions.
As at 15 March 2020 all Australians are advised to reconsider their need for overseas travel at this time.
Before travelling
Employers must:
- monitor travel advice and restrictions provided by Australian Department of Health Coronavirus Health Alert and SmartTraveller
- assess the benefits and risks related to upcoming travel plans and the relevant worker/s based on the latest information available, (eg: is it a high-risk country? Is the worker at higher risk of serious illness? Is the travel considered essential?)
- make sure all persons travelling to locations reporting COVID-19 are briefed by a qualified professional (e.g. staff health services, health care provider; etc)
- issue workers who are about to travel with small bottles (under 100ml) of alcohol-based hand rub to facilitate regular hand washing
- ensure contact details are provided for the worker to report any emergencies / incidents.
Workers must co-operate with their employer in implementing risk control measures. They must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
While travelling
Employers must:
- continue monitoring travel advice and restrictions provided by Australian Department of Health Coronavirus Health Alert and SmartTraveller
- ensure workers know to wash their hands regularly;
- stand at least 1.5 metres away from people who are coughing or sneezing; and
- know what to do and who to contact if they feel ill while traveling
- ensure workers know to comply with instructions from local authorities where they are traveling – including restrictions on travel, movement or large gatherings
- ensure regular communication with workers to advise them of any change in COVID-19 status for travel destinations
Workers must co-operate with their employer in implementing risk control measures. They must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
On return from travelling
The traveller must follow Australian Government Department of Health advice. As at 15 March 2020 all persons returning from overseas must self isolate for 14 days and follow NSW Health advice
Inspect ventilation and air conditioning systems
Employers should seek confirmation from their building owner that the air conditioning system is properly designed and maintained:
- further information is outlined in the Australian Standard AS 1668.2-2012. The use of ventilation and air conditioning in buildings, Part 2: Mechanical ventilation in buildings
- all internal spaces should be well ventilated and if possible, fresh air should be allowed to flow
- at this stage, for office and similar environments, there is no recommendation to install special air filters to air conditioning systems.
Keep informed and up-to-date on COVID-19 information
Employers must keep informed with up-to-date COVID-19 advice, information and any directives issued by NSW Health – it will assist with good WHS planning as the virus spreads.
They must also, in consultation with workers and/or their HSRs, review and update controls in place in line with updated and new information.
3. Response - targeted action
Confirmed cases: In your immediate work environment
Widespread: Community exposure state wide
Employers should have a plan for what to do if someone is in close contact, or becomes ill, with COVID-19, if not act now!
Review your current controls if COVID-19 spreads in an area where your workplace is located, or where workers are likely to travel
Employers must, in consultation with workers and/or their HSRs, regularly review the effectiveness of controls in place and update if necessary.
Increased workplace controls will be required that ensure that sick workers do not go to work:
- anyone with even a mild cough or fever MUST stay at home (i.e. not enter the workplace)
Consider developing guidelines to control entry to the workplace, ie: restricting entry and/or access of persons who show symptoms similar to COVID-19 or who have a relatively high risk of exposure to it (eg: recent travel to high-risk region).
Based on medical advice, employers and workers must comply with exclusion periods for workers who are exposed to COVID-19, show symptoms, are ill or have returned from travel to COVID-19-affected areas.
Consider workers who may need to be reassigned to priority tasks that are unfamiliar to them. These workers may be particularly susceptible to injury while adjusting to the new work, particularly psychological injury and body stressing injury (eg: fatigue; anxiety; sprain/strains; occupational overuse injury; etc). Control measures for these risks could include:
- close supervision and support, monitoring workloads and job demands specific training
- adapting work arrangements (eg: work from home; staggered work shifts, etc) clear (adapted) performance expectations.
Employers and workers must comply with public health advice and any emergency measures issued by health authorities.
Facilitate working from home and virtual methods of communication where practicable
If there is an outbreak of COVID-19 in your area, the health authorities may advise people to avoid public transport, crowded spaces and large gatherings.
Teleworking (including working from home, teleconferences and video communication etc) will reduce close contact between workers and assist your business to keep operating while your workers stay safe.
Review your pandemic plan (This is very important for businesses that are located in the outbreak area)
A declared outbreak may cause significant absenteeism across all industry sectors. Factors affecting attendance could include:
- very high absenteeism due to illness, or caring for family absence based on fear and anxiety
- stringent infection control measures in both the community and the workplace reduced transport
- interrupted supply chains /delayed deliveries
- impact of possible death or serious illness among families, friends and work colleagues.
This could significantly threaten the usual conduct of your business –prioritising essential services and adjusting work practices and staffing arrangements to manage the risk and impact of the pandemic will be required.
Lack of business continuity planning can result in a cascade of work health and safety failures when employers are unable to manage through the disruption of a pandemic.
Employers should review their pandemic plan, in consultation with workers and/or their HSRs. The plan should:
- include ensuring policies and procedures require workers to report when they are sick or experiencing symptoms of COVID-19
- incorporate WHS preparations and increasing risk control measures, such as social distancing, eg:
- reviewing customer service standards and methods of service delivery allowing only identified, essential workers/visitors to attend the workplace removing requirements for a medical certificate for workers who are sick with acute respiratory illness
- talking with companies that provide your business with contract or temporary workers about the importance of sick workers staying home
- utilising telephone and video conferencing
- utilising alternative work options including work from home; staggered work shifts maintaining a minimum distance of 1.5 metres between workers, customers and others in the workplace
- discouraging handshaking, touching faces and other physical contact in the workplace
- ensuring good workplace hygiene and cleaning practices are implemented between use (eg. Shared workstations, vehicles, counters etc.)
- discontinuing non-essential meetings and all social gatherings at work including meetings, events, and informal or spontaneous congregations
- closing service counters or installing infection control barriers
- be aware of workers’ concerns about pay, leave, safety, health, and other issues that may arise during infectious disease outbreaks and providing them with appropriate, useful information
- address the mental health and social consequences of COVID-19 exposure in the workplace or in the community and offer information and support, includingcounselling
- through an employee assistance program and promoting a supportive mentally healthy workplace
- be communicated to your workers and contractors: Make sure they are aware of what they need to do, or not do, under the plan
- emphasise key points such as the importance of staying away from work even if they have only mild symptoms or have had to take simple medications which may mask the symptoms
Small and medium-sized businesses without in-house staff health and welfare support could develop partnerships and plans with your local health and social service providers in advance of any emergency.
It should be considered that the onset of a state-wide pandemic could happen quickly, so employers should review and revise their pandemic plan to address the anticipated business risks and ensure it addresses WHS issues across the business.
In a pandemic situation it is reasonable to expect that obligations placed on the employer and worker will include complying with public health advice and any emergency measures.
For larger businesses the pandemic plan should appoint a pandemic disease manager/s (and backup manager/s) to direct the preparation activities and manage the implementation of risk control systems. This could include:
- ensuring, during the preparation phase, a suitable supply of recommended personal protective equipment, tissues and cleaning products
- beingresponsible for control of entry to the workplace, and managing the situation when a person becomes ill at work.
Workers must co-operate with their employer in implementing risk control measures. They must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
Ensure effective communication about increased workplace controls, and the pandemic plan (with workers, contractors, customers and others)
If COVID-19 starts spreading in your community, your workers, contractors and customers will need accurate and current information on the workplace risks associated with the outbreak and must be briefed about how these risks will be controlled or minimised by the business.
Keep them informed on the current situation and any changed work arrangements. Effective communication strategies might include:
- regular briefings at work advice on the internet information hotline
- phone and email contacts for further information
- Informed workers who feel safe at work are less likely to be unnecessarily absent.
Keep informed and up-to- date on COVID-19 information
Employers must keep informed with up-to-date COVID-19 advice from NSW Health and the Australian Government, information and any directives issued by NSW Health – it will assist with good WHS planning if a pandemic is declared.
They must also, in consultation with workers and/or their HSRs, review and update controls in place in line with updated and new information
Plan for management in the recovery phase of the COVID-19 pandemic
Recovery should be a planned process to normalise work activities:
- to progressively suspend local risk control measures as the pandemic subsides, to be on a schedule that is compatible with advice from NSW Health.
- to consider the need for training for workers re-tasked to priority areas while business activities are transitioning back to normal:
- ensure workers are consulted about skills, training needs and workloads before they are moved to new work .
- to ensure effective communication and consultation with workers both in the workplace and those at home waiting to recommence normal work arrangements
- to ensure access to work-based counselling and support services continue to be available as it is likely some workers will suffer psychological consequences. Workers who are affected by the death of colleagues, friends or family will need extra support
Recovery
NSW Health declare the threat is contained (and are monitoring for any changes continued, eg: a second wave of the outbreak).
Continue keeping informed and up-to-date on COVID-19 information
The risk and impact experienced by businesses will not be the same across NSW. Some businesses may be able to commence recovery activities sooner than others.
Employers must keep informed with up-to-date COVID-19 advice, information and any directives issued by NSW health that is specific for their workplace and/or community.
Implement your recoveryphase management planImplement your recoveryphase management plan
Employers must, in consultation with workers and/or their HSRs – and based on current NSW Health advice:
- coordinate the stand down of enhanced measures
- manage the transition back into normal business arrangements
- ensure access to work-based counselling and support services is continued (where applicable).
Continue ensuring good communication (with workers, contractors, customers and others)
Keep your workers, contractors, customers and others informed on the changing risk at your workplace and the stand down of control measures being used using effective workplace
communication strategies.
Evaluate all relevant plans, policies, procedures, etc
Employers must, in consultation with workers and/or their HSRs evaluate the business’ overall response to the outbreak and/or pandemic, so the lessons learned can be applied to any future outbreak.
You must
- review all policies and procedures used for the outbreak and/or pandemic
- review the business continuity and other plans also used
- implement changes as appropriate; update / adapt systems.
Rapid implementation of evaluation processes is essential to the preparedness stage, in which preparedness and monitoring activities should continue until there is again a need to respond to an outbreak and/or pandemic.