H1N1 Lessons Learned: Preparing for the Next Wave

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H1N1 Lessons Learned Preparing for the Next Wave

• Presented by
• Suzanne Bernier, CEM, CBCP

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Objectives

• Provide overview of the WSIBs most recent
  pandemic plans and procedures developed in
  response to the current H1N1 pandemic.
• Review H1N1 Lessons Learned
• Discuss the need to prepare for a second,
  possibly more severe, wave

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Just because the river is quiet does not mean
the crocodiles have left.

• Just because the river is quiet
• does not mean the crocodiles have left.
• Malay proverb

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Pandemic Preparedness in Ontario

• In response to Ontarios experience in 2003 with
  Severe Acute Respiratory Syndrome (SARS) and
  lessons learned, the province has been
  proactively planning for a possible pandemic
• Organizations across the US and Europe have
  stated Ontarios pandemic planning efforts to
  date are beyond most within the US and abroad.

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Pandemic preparedness at the WSIB

• Over the past few years, well before the current
  H1N1 pandemic, Ontarios Workplace Safety
  Insurance Board was actively planning and
  preparing for the next influenza pandemic
• One of the first things they recognized was the
  need to educate and support staff in advance.
• Since 2005, an annual campaign is held during flu
  season to educate and inform WSIB staff across
  the province about pandemic illness and how to be
  prepared, both at work and at home.

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H1N1 and the WSIB

• In response to recent outbreaks of H1N1, the WSIB
  has been closely monitoring, particularly in
  Canada and within Ontario.
• Pandemic Planning Committee working group meets
  on bi-weekly basis to keep staff informed,
  monitor events and coordinate WSIBs response.
• Broadcast e-mail messages and detailed QA were
  provided to all staff both in the early stages
  and once WHO declared pandemic.

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H1N1 in the Workplace

• WSIB had 2 confirmed cases
• Immediate work area and all common areas on the
  floor affected received enhanced cleaning as soon
  as cases confirmed
• Names were not given, but employees working in
  the area were advised by their Manager
• CHC maintained contact with both cases while away
  ill
• Guidelines for Managers being developed on how to
  handle future internal cases, while jointly
  protecting privacy and OHSA issues

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Information for WSIB staff

• Posters, signage on handwashing and proper
  hygiene techniques created for WSIBs annual
  Campaign for Health, normally held during flu
  season, put up at all WSIB offices following
  confirmed cases in Canada.
• New intranet Emergency Management Security Page
  launched in May 2009, with a link to WSIBcurrent
  Pandemic Page, recently revised to reflect
  current information.

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H1N1 Messaging

• Broadcast message sent to all staff on April 27th
  re travel to Mexico and watching for flu-like
  symptoms, staying home while ill, preventing
  spread by handwashing, etc..
• Update on April 29th included Telehealth Ontario
  contact number and reaffirmed personal vigilance
  against spread
• QAs sent to all staff on May 7th
• Message sent to all staff re confirmed case at
  WSIB and response, clarification of WHO Phase 6

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Personal Protective Equipment (PPE)

• Corporate Health Centre (CHC) has stockpiled
  recommended supplies in each office
• Pandemic First aid Protocol developed for all
  offices.
• Detailed guidelines for Frontline Staff developed
  for all offices
• CHC nursing staff fitted with N95 respirators
  (in their role as frontline care givers)

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Personal Protective Equipment (PPE)

• Surgical masks and protective eyewear provided
  for use by frontline staff.
• Only to be worn if frontline staff come into
  direct contact with persons exhibiting symptoms
  of H1N1 or flu-like illness.
• PPE sent to each office packaged and labelled
  PPE- Influenza Supplies, and now part of
  routine First Aid Checklist

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Communicable Disease Policy

• Designed to address diseases that cause serious
  health effects to a worker and/or pose a
  significant impact to the WSIB due to easy
  transmission of infection to, and/or among,
  employees
• Examples are Pandemic influenza, Anthrax,
  Hepatitis, Meningitis, Measles, Severe Acute
  Respiratory Syndrome (SARS) and Tuberculosis (TB)

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Communicable Disease Policy

• Lists responsibilities of all employees re
  advising their manager, doctor, CHC and
  preventing transmission
• Lists responsibilities of Managers and CHC once
  advised of possible communicable disease case
  within the workplace

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Frontline Staff Protocol

• Guideline document to ensure safety of WSIB
  frontline staff at all offices
• Includes CHC staff, Information Centre Staff,
  Simcoe Place 3rd Floor Receptionists, District
  Office Receptionists, Emergency Response Team
  members, Security Staff, First Aiders, Regional
  Directors and their alternate designates
• WSIB employees continue to be kept current on
  H1N1 information through Broadcast Messages and
  Intranet

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Frontline Staff Protocol

• Options
• Ask client to call Case Manager from phone in
  reception area (if available)
• If phones not available, client to be encouraged
  to go home and call Case Manager from home
• Should client not wish to communicate by phone,
  they would be advised to return once no longer
  ill, and/or have sought medical attention.

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Enhanced Cleaning

• Should a symptomatic client visit a WSIB office,
  building landlord to be contacted by appropriate
  Manager/Director after the clients departure to
  arrange for enhanced cleaning of immediate and
  common areas, including phones in reception
  areas.

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HR Issues

• WSIB developing pandemic policies on a variety of
  HR issues, including
• Revising current policy on extended absences (ie.
  physicians note required after 3 days)
• Interim guidelines to deal with those whove
  exhausted sick days/vacation days but are
  required to stay home due to influenza
• Possible work refusals

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HR/BCP training strategy

• HR developing detailed strategy on how best to
  quickly train staff in most critical roles,
  should it be required during a heightened
  pandemic
• Strategy suggests training non-critical staff in
  critical roles, such as adjudication

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Working from Home

• Work-from-home procedures being reviewed, and
  areas asked to identify whether or not critical
  staff are currently equipped to work from home
  via VPN
• If not, asked to submit number of critical staff
  still requiring VPN access, as well as necessary
  equipment.

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ERT Coverage

• In order to ensure adequate ERT coverage during
  an enhanced pandemic, draft ERT Roster being
  developed, anticipating 8-hour coverage on
  weekdays, with on-call coverage during evenings
  and weekends.
• Roster will reflect coverage for a total of 18
  months.

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ERT Coverage

• Current structure of Primary and Alternate ERT
  teams to be modified, with each team comprised of
  two Cluster Chiefs and reps from all key areas.
• Primary team to work onsite, with Alternate team
  working from home.
• Scenario allows added protection for Executive
  Management, by ensuring two Cluster Chiefs
  available onsite at all times.

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ERT Coverage

• Arrangements made to ensure all ERT members and
  Alternates properly equipped to work remotely
  (i.e. VPN access, laptops, telephone/internet
  lines, etc)

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Memorandum of Understanding

• The MoU is a signed agreement between WSIB and
  CUPE, within which both parties agree to
  collaborate and discuss how best to manage
  through emergency situations, keeping the best
  interest of the employee and the operation of the
  business at the forefront.

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Memorandum of Understanding

• Topics include
• Whether or not the office remains open
• A 'stay healthy' strategy for employees
• Alternative work arrangements
• Redeployment of resources and compensation for
  redeployment
• Personal protective equipment
• EAP provisions
• Use of non-WSIB resources
• Work refusal scenarios
• Compensation for lost time

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Review of current BCP and pandemic plans

• All areas asked to review current Business
  Continuity Plan (BCP) Procedures
• Plans that refer specifically to a pandemic
  scenario reviewed thoroughly, to ensure their
  effectiveness should they be required.
• All areas asked to identify any pandemic
  plans/BCP procedures that require more work.

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Other Activities

• Landlords of all WSIB buildings asked to enhance
  cleaning/disinfecting practices in all common
  areas of all buildings until further notice.
• Satellite offices reviewing past pandemic
  tabletop exercise reports and identifying what
  recommendations still need to be implemented to
  ensure they can continue to function effectively
  during an enhanced pandemic.

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H1N1 Lessons Learned

• Review any plans that refer to current WHO
  Phases, as they may not be applicable to your
  specific area
• -Respond according to your community/state/provin
  ce/countrys own reality, as opposed to basing
  plans on WHO Phases
• Challenge previous assumptions
• Virus started in North America, not Asia
• Took days to spread, not months
• Mild/moderate pandemic in most areas
• Communication is key! Educate people now -
  addressing their questions and concerns in
  advance will reduce fear and confusion during
  actual pandemic

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H1N1 Lessons Learned

• Need to plan for possible, more virulent second
  wave in the fall (review response to date,
  restock, flu shot clinics, etc)
• Frequent handwashing and other proper hygiene
  techniques are most efficient way to slow spread
• Plan, plan, plan! Exercise, exercise, exercise!
• Much work still required to ensure plans are
  effective during possible 2nd and 3rd waves

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Summary

• Your employees are the backbone to your
  organization
• Ensure you have plans in place to support the
  health and well-being of employees before, during
  and after a pandemic
• Consider training non-essential staff to perform
  critical functions, particularly if they have
  past experience/training
• Involve your Union, and keep employees informed
  of your plans

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WSIB Resources

• WSIB website www.wsib.on.ca
• WSIB Prevention Hotline [phone] or
• 416-344-1016

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QUESTIONS?