PREPAREDNESS FOR BUSINESSES AND HOMES
SICKNESS RESPONSE PROCEDURES
What these Procedures cover
These procedures cover the company pandemic response by phases that should be taken in the event that:
(1) A staff is suspected to be infected with Bird Flu, and
(2) When the suspected staff is confirmed to be affected with Bird Flu.
Please note that these procedures are prepared based on the prevailing guidelines and advisories issued by the health authorities and is therefore subjected to further revisions.
What every staff must know
All staff must at least know where the following are located:
(1) Personal Protective Equipment (PPE) such as masks, gloves and gown
(2) Quarantine Room location
(3) Evacuation route to/from the isolation room
(4) Emergency contact numbers
(Note: If you do not know, check with HR)
And of course, all staff must always practice good personal hygiene at all times.
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Procedures to follow when a staff member is suspected to be infected with Bird Flu? |
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Reasons to suspect Bird Flu
infection: |
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You may be infected with Bird Flu if you: þ Have visited a Bird Flu-affected area or have been in close contact with a suspected/confirmed case in the past 5 days þ Show symptoms of Bird Flu - fever, sore throat, muscle aches, diarrhoea, breathlessness, runny nose. |
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1. Procedures to follow if you suspect you may be
infected with Bird Flu: |
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Immediately |
Seek Medical Help q If you are in the office or at home and able to move, visit the doctor immediately. Inform the doctor why you suspect you may be infected with the Bird Flu virus. q If you are at home but are too weak to seek medical help, call the designated ambulance service, before informing your supervisor. |
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Stay in Quarantine Room q If you are in the office but are too weak to seek medical help, isolate yourself from the rest of your colleagues in the isolation room and inform your supervisor immediately. q If your supervisor is not contactable, ask a colleague to inform your supervisor as soon as it is possible. q Request a surgical mask from your supervisor or colleague assisting you. |
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2. Procedures to follow if you have come into
close contact with a person who is suspected to have Bird Flu, in the last 5
days: |
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Immediately |
Inform Supervisor q Inform your Supervisor, who will in turn inform your Section Head. q Or if you are suspected to have Bird Flu and will be taken for further medical checks. q Or if you have been served with Home Quarantine Order (HQO) by the Health Authorities, inform your supervisor immediately. |
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Personal Care q Observe personal hygiene practices and monitor for Bird Flu symptoms. q Consult a doctor immediately if you detect Bird Flu symptoms. q There is no need to put on a surgical mask. But if you feel more reassured wearing a mask, please do so. |
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Limit Your Movements q Remain calm and continue with business as usual. q Limit your movements and contact with other people. q Avoid going within 2 metres of the affected person's workstation or touching any items on the workstation. The area within 2 metres of the workstation will be cordoned off & disinfected and will be accessible 48 hours after disinfection. q Do not need to isolate yourself as the Bird Flu virus is known to spread by droplets. |
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3. Procedures to follow if you are the
supervisor/person attending to the affected staff |
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Within 30 Minutes |
Attending to Affected Staff q If staff is well enough to move on his own, instruct the staff to see the doctor immediately. q If he is unable to move on his own, arrange for staff to be isolated in isolation room. q Before attending to the affected staff in isolation room, ensure that you or any other person puts on a N95 mask, gloves and gown. This is to protect yourself against droplets from the affected staff. |
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Call Ambulance q If staff is unable to move on his own, call designated ambulance service and inform HR for continuity of care. q Call emergency hotline to alert them of the coming ambulance and to clear / prepare the designated route of evacuation. q If it does not arrive in 30 minutes, follow up with the ambulance service. q After the affected staff has left, ensure that the used mask, gloves and gown are disposed in a plastic bag for removal by the cleaners. |
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Report to HR q
Update HR on status, also giving details of
staff's name, travel history, symptoms and the time the staff left the office
(or home if the staff reported sick at home) for the clinic or when the
ambulance was called (whichever is applicable). q
Inform HR if the next-of-kin of affected staff
needs to be informed and for continuity of care. |
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Inform Your Section Head q Inform Section Head on the report from staff and actions taken. |
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Within 1 hour |
Show Ambulance Staff to Quarantine Room q Escort ambulance staff to/from the isolation room along the designated route (to minimise spread of infection within the office). |
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Establish Close Contacts List q Obtain the list of close contacts from the affected staff or compile the list based on colleagues working closely with him. q Send a copy of the list of close contacts to HR via email with a copy to your Departmental Head. q Monitor the health of these identified close contacts and take the appropriate action if they display Bird Flu symptoms. |
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4. Procedures to follow if you are the
Section Head of the affected staff |
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Within 30 Minutes |
Liaise with Building Management q When informed by the supervisor of the report of the suspected case, call building management to disinfect premises and seal immediate affected areas & isolation area/room. q Liaise with building management to identify the areas to be evacuated, disinfected and sealed and clear designated evacuation route. |
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Reassure Other Staff q Monitor the reaction of other staff in the same office and reassure them if needed. q Staff should continue with their normal activities while limiting contact with other colleagues. There is no need to forcibly restrict staff movement or isolate identified close contacts in a separate room. q Call HR for counselling services, if needed. |
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Provide Situation Update q Inform HR on the suspected case q HR will be initiating regular updates on the situation and actions taken/to be taken as well as to clarify any queries. Key areas of update: þ Suspected staff status and information such as travel history and usual movement patterns/log þ Workplace safety issues þ Staff issues |
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Within 1 hour |
Consider the Need to Activate Pandemic Plan q Consider the need to activate pandemic plan þ For staff who are outside the office (e.g. biz trip, on leave, etc), provide further instructions to HR. q Inform Emergency Management Team of extent/impact on operations. |
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Within 1 hour |
Conduct Briefing to Staff q Brief staff via email, covering the following points: þ Update on the status of the affected staff þ Avoid spreading rumours or creating alarm þ Reassure staff of the precautionary measures that have been taken and remind staff to: u Observe personal hygiene. Staff need not wear surgical mask but if they feel more reassured wearing a mask, they may do so. u Limit their movements and contacts with other parties. u Monitor health closely, see a doctor immediately and report to supervisor if unwell. þ Precautionary Measures u Disinfection and sealing of affected areas u Re-location of staff in affected areas to other temporary holding areas while cleaning is in progress (once areas are cleaned, staff can return to their workstations) þ Advise staff to re-acquaint themselves with current policies and guidelines. |
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Ongoing |
Call HR for Counselling if Needed q Call HR to provide counselling services to staff if needed.
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Monitor Staff Health Closely & Take Appropriate
Action q Monitor the health status of all staff closely, especially those listed in the close contacts list and take appropriate action if any staff report or display Bird Flu symptoms. q Take action as outlined above. |
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What happens when confirmation is received that a staff member is confirmed to be infected with Bird Flu? |
5. Procedures to follow if you are the Section
Head of the affected staff |
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Within 30 Minutes |
Receive Update on Confirmed Case from HR q HR will be monitoring the suspected status with the hospital and will inform you upon receiving confirmation from the hospital on the confirmed infection. q You will receive an update from HR if your staff members have been listed as close contacts of a staff that have been confirmed to be infected with the Bird Flu virus. |
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Decide on Activation of Pandemic Plan q Decide on extent of affected areas and operations that may be suspended and activate pandemic plan, if not already done so. þ For staff who are outside the office (e.g. biz trip, on leave, etc), provide further instructions to HR þ Inform Emergency Management Team of extent/impact of affected operations. |
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Provide Situation Update q Continue to provide situation updates with Emergency Management Team. |
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Within 1 hour |
Brief Staff on Situation q Clear intended message with Emergency Management Team before sending to staff. q Brief staff via email, reiterating the following points: þ Update on the confirmed status of the affected staff þ Avoid spreading rumours or creating alarm þ Reassure staff that HR is working closely with the Health Authorities on the next steps and will keep staff updated on further developments. þ Possible evacuation of staff from the affected areas to allow disinfection and sealing/cordoning off of areas upon receipt of closure order from the Health Authorities. |
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Attend Emergency Management Team meeting if required q You may be asked to call in to the Company's Emergency Management Team's meeting to give a situation update. Emergency Management Team will provide meeting details. |
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Evacuate Staff from Affected Areas q
Work with building management to evacuate
staff upon receipt of order from the Health Authorities to close the affected
areas. |
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Ongoing |
Call HR for Counselling if Needed q Call HR to provide counselling services to staff if needed.
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Monitor Staff Health Closely & Take Appropriate
Action q Monitor the health status of all staff closely, especially those listed in the close contacts list and take appropriate action if any staff report or display Bird Flu symptoms. q Take action as outlined above. |
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Appendix 1
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Scenario: 1 staff suspected of Avian Flu virus Communication Pointers for
Supervisor/Section Head of suspected staff |
Key Messages
- We are prepared to handle such situations. The situation is under control.
- We are taking this matter very seriously, and we are taking all necessary precautionary measures to ensure the safety of our staff.
- Please do not panic.
Reminders to Staff:
- Please do not alarm your family members and friends unnecessarily.
- Please do not talk to anyone from the media. Should they contact you, please refer them to Emergency Management Team.
- Should customers call to enquire about the situation, please inform them that:
§ We have contingency plans to ensure the continuity of critical functions.
§ Do not give any information regarding the name/designation/dept/location of the suspected colleague.
§ Most importantly, do not cause panic or alarm unnecessary.
§ Do not add “colours” or your own interpretation to the situation.
Reiterate on the following points:
Personal Care Procedures
- Observe personal hygiene practices and monitor for Bird Flu symptoms.
- Consult a doctor immediately if you detect Bird Flu symptoms.
- Do not need to put on a surgical mask. But if you feel more reassured wearing a mask, please do so.
Limit Your Movements
- Remain calm and continue with business as usual.
- Limit your movements and contact with other people.
- Avoid going within 2 metres of the affected person's workstation or touching any items on the workstation. The area within 2 metres of the workstation will be cordoned off & disinfected and will be accessible 48 hours after disinfection.
- Do not need to isolate yourself.
Reminders to Section
Head/Supervisor
- Your body language speaks as much as, if not more than, your words. Remain calm and collected. Make eye contact with your staff as you are briefing them.
- Assure your staff that their colleague is being well taken of. Give them an update hourly (at least) so that they know what is going on. This will lessen unnecessary panic.
- Provide them with HR's staff hotline number.
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Rapid detection of infectious disease outbreaks is often crucial for their effective control. One example is highly pathogenic avian influenza (HPAI) such as H5N1 in commercial poultry flocks. There is no quantitative data, however, on how quickly the effects of HPAI infection in poultry flocks can be detected. Here, we study, using an individual-based mathematical model, time to detection in chicken flocks.
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