Probation Department Policy/Procedure Manual

3.9 Daily Employee Health Screenings

Location Department Wide Operations
Section N/A
Subject 3.9 Daily Employee Health Screenings
Purpose Establish a procedure for health screenings for all Probation Department staff that adheres to the County requirement of daily COVID-19 health screenings.
Effective Date 1/26/2021
Previous Effective Date

 

OVERVIEW

Daily employee health screening is being implemented throughout the County to mitigate COVID-19 transmission in the workplace.  The health screening is a webform that asks symptom questions related to COVID-19 and does not require the disclosure of protected health information.  

PROCEDURE

  1. All employees that report to work, whether at a Probation Department facility, another out-stationed work location or via telecommuting, shall complete the daily health screening webform prior to or immediately upon entry into their work site.
  2. All employees shall not report in-person to work if they if they are exhibiting any of the following symptoms that cannot be attributed to another condition (other than COVID-19 or another communicable disease such as the flu)
    1. Cough
    2. Shortness of breath or difficulty breathing
    3. Fever
    4. Chills
    5. Muscle pain
    6. Sore throat
    7. New loss of taste or smell
    8. Congestion or runny nose
    9. Nausea or vomiting
    10. Headache
    11. Fatigue
    12. Diarrhea
      1. Employees experiencing any of the COVID symptoms that cannot be attributed to another known/diagnosed condition shall submit the Daily Health Screening in addition to letting their supervisor know. 
      2. Employees shall only return to work once they have been given clearance by Human Resources/Public Health.
      3. Employees experiencing any symptoms they can attribute to another known/diagnosed condition (e.g. allergies) are not required to complete the Daily Health Screening questionnaire if they are not working.
      4. If you think you may have been exposed to COVID, remain home, and contact the Public Health Liaison at 805-781-5500.
  3. Employees Reporting to Work:
    1. Employees who have Virtual Private Network (VPN) access, work email access on their mobile device, or access through AlertSense text messaging shall complete the Daily Health Screening prior to arriving at their work site.
      1. VPN: Employees log-in into the County network on their computer and click the Daily Health Check-in Webform link on the Department Intranet site
      2. Email Access on Mobile Device: Employees access via the link from the email on their mobile device. 
      3. AlertSense Text Messaging: Employees answer the screening questions via text message response to daily notification from AlertSense. *Please note that effective use of AlertSense is dependent on employees having up to date mobile phone numbers in SAP
      4. If it is not possible to complete the health screening prior to arriving at work, employees SHALL immediately complete the health screening questions upon entering their work site.
        1. Employees log-in into the County network on their computer and click the Daily Health Check-in Webform link: https://forms.office.com/Pages/ResponsePage.aspx?id=dMfDhN9_4kClkCey5w-BJotk1GSC4xtBpeYX5cNY8tdURUxJSFc1NDBFUzRDTk9GTVdFTU5IWlhCRCQlQCN 0PWcu.
      5. Employees shall record answers to all the health screening questions
        1. Questions #1-4: Enter contact information
        2. Question #5: Select appropriate work location in the dropdown box.
        3. Question #6: Answer yes/no to symptoms.
        4. Question #7: All employees shall select the appropriate supervisory group list:
          1. Juvenile Division employees: SELECT “PR_JUV_JSC_SDPO”
          2. Adult Division Casa Loma employees: SELECT “PR_ADULTSDPO_CASALOMA”
          3. Adult Division Prado employees: SELECT “PR_PRADO_SDPO”
          4. Juvenile Hall employees: SELECT “PR_JUV_HALL_SDPO”
          5. Support Services Division employees: SELECT “PR_SUPPORT_SUP”
          6. Finance, supervisory and management employees: SELECT “OTHER” and TYPE your supervisor or designee’s email address
        5. Question #8: Confirm yes/no to symptoms
  4. Monitoring Employee Completion of Daily Health Screening Webform
    1. Supervisors shall be responsible daily for ensuring their employees working on-site complete the health screening webform and for following-up with employees who have not met this requirement.
    2. If a supervisor is out of the office or otherwise unavailable to monitor their employees, it is the responsibility of that supervisor to arrange for another supervisor to conduct the monitoring in their absence.
    3. Supervisors will receive an auto generated email in their inbox from “Microsoft Power Apps and Power Automate” notifying them when an employee completes their health check-in webform.
  5. Daily Health Check-in- Employee Response Excel Form
    1. The employee response document auto fills the employee responses into the Excel Form after each health check-in submission.
    2. The Department Personnel Technicians shall maintain the employee response Excel document.