Employees_COVID 19

COVID-19 Information for Employees

(757) 668-7238

July 9, 2020


We are committed to protecting the health of our patients, families, visitors, physicians, providers, and staff during the COVID-19 pandemic. We are working with campus partners; Federal, State and Local Government; VDH; CDC; and unified community emergency operations to establish best practices for our care delivery.

This is a rapidly evolving situation, so please monitor your e-mail and CHKD.org for updated information regarding screening, testing, and operational response to COVID-19.

Employee Screening

Staff Screening - Clarifying Process & Documentation

Staff screening transitioned to a decentralized, department process on Monday, June 15, 2020. Screenings are now completed via either a peer-to-peer or a self-monitoring process. Peer-to-peer screening is required for those with direct patient contact, and self-monitoring is required for those in office settings and/or with no patient contact. Click here for a document that helps explain which process you should use. Everyone should refer to the updated CHKD COVID-19 Staff Screening Flowchart to complete the screening process. For all positive employee screenings, this notification form must be completed and sent to occupational health.

Now that the staff screening process has changed, employees may once again enter the main hospital through perimeter doors, such as the door by the Butterfly Garden. Please be cautious not to let non-employees use your badge swipe to enter the building. Please walk them to the main lobby entrance instead. 

    Screening Criteria

    We are following CDC guidance on monitoring healthcare personnel (HCP), which states the following:

    As part of routine practice, HCP should regularly monitor themselves for fever and symptoms of COVID-19.

    Please self-monitor for COVID-19 symptoms prior to leaving home before the start of EVERY shift. Staff working on inpatient units and ED need to self-monitor for the following symptoms at their regular call-out time:

    • Temperature (greater than 100°F or 37.8°C).
    • Cough (new, worsening, or change in cough).
    • Shortness of breath.

    Click HERE for instructions.

    • If HCP develop fever (T≥100 degrees F, 37.8 degrees C) or symptoms consistent with COVID-19* while at work, they should keep their mask on, inform their supervisor, and leave the workplace.

      Healthcare facilities should screen all HCP at the beginning of their shift for fever and symptoms consistent with COVID-19.*

      • Actively take their temperature and document absence of symptoms consistent with COVID-19*. If they are ill, have them keep their cloth face covering or facemask on and leave the workplace.

      *Fever is either measured temperature >100.0 F or subjective fever. Note that fever may be intermittent or may not be present in some individuals, such as those who are elderly, immunosuppressed, or taking certain medications (e.g., NSAIDs). Clinical judgement should be used to guide testing of individuals in such situations. Respiratory symptoms consistent with COVID-19 are cough, shortness of breath, and sore throat. Medical evaluation may be warranted for lower temperatures ( <100.0 F) or other symptoms (e.g., muscle aches, nausea, vomiting, diarrhea, abdominal pain headache, runny nose, fatigue) based on assessment by occupational health. Additional information about clinical presentation of patients with COVID-19 is available here.

    PPE and Supplies

    PPE Reminders and Updates

    As the weather steams up, so do our masks, glasses, and eye coverings. To increase your comfort wearing any kind of mask, do not wear makeup. Makeup shortens the lifespan and cleanliness of your mask and increases the likelihood of breakouts and rashes.

    As always, our supply chain team continues its search for additional CDC-approved masks. Many of the masks for sale in stores and online are not CDC-approved and therefore do not meet our quality standards.

    Our previously shared guidelines for proper PPE use have been updated. Please discard any earlier versions and replace with this version.

    Product Notices from Supply Chain

    In its never-ending quest to find PPE and other COVID-19 related supply needs, supply chain has acquired several new products that may be ordered following normal procedures. Click on the links for more information.

    Eye Protection Required

    In an effort to further protect our staff from unanticipated exposure to COVID-19, CHKDHS has determined that eye protection, in addition to a medical-grade mask, will be required for anyone when:

    • Entering the room or treatment area of a patient in both the outpatient and inpatient settings.
    • During all direct contact with patients in which an engineering control such as a cough/sneeze guard is not available.

    Eye protection is not required to be worn when:

    • Entering a clinical department or in a clinical department but away from the immediate patient care room or treatment area.
    • Walking in a hallway.
    • Working in an office setting.

    Please review the updated guidance for preserving your eye protection.

    Please note: Eyeglasses are NOT PPE. 

    Mandatory Face Coverings for Patients, Visitors, and Staff

    In our ongoing effort to provide a safe setting for care and a safe work environment for our staff, all patients who are over the age of 3 and developmentally and medically able to wear a cloth face covering or mask will be required to do so at CHKD practices and facilities. This requirement also applies to the parent accompanying the patient.

    Please distribute the following disclaimer with each fabric face covering:

    Employees are permitted to wear their own cloth face coverings in certain situations that do not involve patient contact. Please review the Use of Cloth Face Coverings SBAR for details, along with this safety guidance from the CDC on how to wear your mask and take care of it properly.

    Staff are required to wear their own cloth face covering when arriving and leaving work within CHKDHS facilities. Due to decreasing donations of cloth face coverings, we are unable to offer donated cloth face coverings to staff. Visit the CDC website for directions on making an easy, no-sew cloth face mask.

    Staff should continue to wear masks at all times while working and to perform appropriate hand hygiene. The COVID-19 pandemic is not over. It is still crucial to follow all infection control strategies.

    Medical-grade masks must be worn when in any clinical unit, when providing clinical care or patient/family services, and by all frontline staff. Cloth face coverings are not PPE.

    Important Update for Those Using N95 Respirators

    CHKD is finalizing a service agreement with Battelle to decontaminate our N95 respirators after they have been worn for five shifts. The Battelle Critical Care Decontamination System is an FDA-approved decontamination process that uses vapor-phase hydrogen peroxide at validated concentration levels to decontaminate biological contaminants, including SARS-CoV-2, the virus that causes COVID-19. Our plan is to place the decontaminated respirators in storage, so we have them as back-ups if we exhaust our supply of new N95s.

    The decontamination process requires two immediate changes:

    • First, do not discard your N95 after the fifth shift, unless there are integrity issues or there is visible soiling or contamination, e.g., blood, bodily fluids, or makeup on it. Instead, please place it in the labeled bin that our sterile processing department will put in your area to collect respirators for shipment to Battelle. Sterile processing staff will sort through the masks and remove any that cannot be successfully decontaminated. In addition, SPD will mark each respirator with a CHKD-specific site code so the same respirators are returned to us.
    • Second, if you use an N95, please do not wear makeup. Respirators with makeup on them cannot be decontaminated.

    PPE Use Policy and Distribution Process

    At CHKD, we have followed CDC precaution guidelines while determining what constitutes best distribution and use practices for PPE, given our inventory, the current and projected incidence of COVID-19 in our region, our pediatric patient population, and the practices of our campus partners.

    This policy covers clinical and non-clinical staff, physicians, and contracted staff such as Compass One employees at the hospital and all off-site locations, including CMG practices.

    This policy is subject to change in response to any of the factors listed above.

    Usage Policy

    • All staff members with direct patient contact will be provided with CHKD-issued masks that are to be worn and replaced every two days. Masks should be discarded after use.
    • Staff members who do not have patient contact will be provided with CHKD-issued masks that are to be worn and replaced every five days. Masks should be discarded after use.
    • Managers of staff members who require N95 respirators will work with the nursing supervisors to distribute N95s to their designated staff. In some instances, additional fit testing may be needed for new product lines.

    Distribution Process

    Mask Distribution

    • Hospital staff with direct patient contact: Unit/Department management should order from the 6th-floor storage room, as they do for all other PPE currently, and distribute to staff at the unit/department level as needed. Individuals should not be ordering their own PPE. Managers who have supply needs after 11 p.m. should notify the Nursing Supervisor.
    • Off-site staff with direct patient contact should place orders for masks the way they did prior to start of the pandemic. They no longer need to use the mask ordering form.
    • Hospital and off-site staff with no direct patient contact should use the mask order form.
    • CMG Practices should use the mask order form and increase the number of masks they order to accommodate the revised usage policy above.

    N95 Respirator Distribution

    • Managers and directors will coordinate distribution of N95 respirators to designated staff members.

    Please help keep our mask supply secure.


    Use and Distribution of other Critical Supplies

    Effective Monday, April 27, the products listed on the attached form will be stocked and distributed from the 6th-floor storeroom located in the hospital. The storeroom will be staffed from 6 a.m. to 11 p.m. seven days a week.

    Hospital Based Departments

    As of Monday, April 27, Supply Chain will no longer automatically replenish par locations with those items listed on the attached form. When a unit manager needs any of these items between 6 a.m. and 11 p.m. they may receive them in one of three ways:

    1.) Call the 6th-floor storeroom at (757) 668-9370 and place an order to be delivered.

    2.) Fill out the attached form, scan it, and email it to 6thfloorstoreroom@CHKD.org for delivery.

    3.) Simply come to the 6th-floor storeroom to request and receive item/s.

    If you have supply needs between 11 p.m. and 6 a.m., please contact the Nursing Supervisor.

    Offsite Locations

    There is no change to your ordering and delivery process. Continue to order as you do currently


    Preserving Procedure Masks

    As we all know by now, masks are a limited and valuable resource. To ensure that we have an adequate supply of masks to last through the coming weeks and months of this pandemic, we must all take every precaution possible to conserve these masks.

    Employees who do not have direct patient contact should wear their CHKD-issued masks for five shifts, then discard them. Staff members who have direct patient contact should wear their CHKD-issued masks for two shifts then discard them. Staff members who are issued N95 respirators will receive separate guidance on how many times to wear each respirator. Please follow the instructions in the sheet linked below for removing your mask and folding it properly for storage in the paper bag provided.

    PPE Tips

    Infection Control and Prevention is sharing the following how-tos and tips regarding PPE:

    Additional Resources

    Download this Limited Contact Precautions sign for patients with a history of MRSA, ESBL, or VRE. Active infection with these organisms requires Contact Precautions.

    Hand Hygiene

    If you do not have access to portable Purell when needed, please use soap and water. Supply chain is working with all known vendors to purchase every possible solution to this challenge, including the installation of additional wall-mounted dispensers. Please do not use hand sanitizer from home.

    Oxivir Wipes

    Like other organizations, CHKD has a limited supply of Oxivir wipes. To make best use of the wipes, while facilitating Oxivir cleaning throughout the organization, CHKD will adhere to the following plan.

    • Hospital Oxivir wipes will be delivered to inpatient nursing units only. All other departments in the hospital should request a spray bottle of Oxivir and cleaning cloths by calling (757) 668-7152. When additional spray bottles of Oxivir are needed, staff may contact EVS at (757) 668-7152 to pick up a filled spray bottle of Oxivir along with cleaning cloths. Dirty cleaning cloths should be put in soiled linen bags. Given the limited quantity of Oxivir wipes, inpatient nursing units should be mindful of its use.
    • Off-sites Oxivir wipes will no longer be delivered to off-site locations. Starting March 31, initial requests for a spray bottle of Oxivir and cleaning cloths will be made by emailing Shawna Turner and Kristina Patterson. Empty Oxivir spray bottles can be exchanged for filled bottles by leaving empty spray bottles in your designated breakroom at the end of the day. EVS will fill the spray bottles and leave filled bottles as well as cleaning cloths in the breakroom. Dirty cleaning cloths should be put in soiled linen bags.

    Guidelines for Use

    • Be sure to use until the bottle is completely empty. Do NOT “top off” or add more disinfectant to a bottle that has not been completely emptied, rinsed out, and allowed to dry completely.
    • Do not directly spray disinfectant onto liquids or physical soil as it can spatter and expose the person cleaning. Remove physical soil as much as possible before spraying disinfectant.
    • As much as possible, spray disinfectant into a cloth until wet enough to disinfect the area and maintain the contact time of 3 minutes.

    NEW - Infection Prevention and Control

    Protecting Yourself from Infection

    Every staff member who has patient contact is required to wear a hospital-issued mask -- during every patient encounter AND when interacting with co-workers in a clinical setting. We understand that PPE can be uncomfortable, but we cannot let our guard down and risk COVID-19 exposure events because staff members were not wearing masks or other required PPE during patient encounters or when interacting with co-workers.

    One of the biggest challenges with this virus is that people can be infected, and transmit it to others, even when they do not feel or seem sick. For this reason, we must remain vigilant. We must follow masking requirements during every patient and co-worker encounter.

    Everyone is also now required to wear a personal mask or cloth face covering on their way in and out of any CHKD facility. This requirement extends from the front door until you reach your unit, office, or workstation. Medical-grade masks must be worn when in any clinical unit, when providing clinical care or patient/family services, and by all frontline staff. Employees are permitted to wear their own cloth face coverings during the work day in non-clinical areas in situations that do not involve patient contact. Cloth face coverings are not PPE. 

    Please remember that if you need to be quarantined because you are exposed on the job, and it is determined that you were not wearing proper PPE when the exposure occurred, your absence from work will come from your PTO bank. Any quarantine hours that you cannot cover with PTO will be unpaid.

    NEW - Infection Control Updates and Reminders

    CHKD's lab saw a marked increase in positive test results during the first week of July so please continue to use all prescribed infection control measures. Below are some things to be particularly aware of, as well as handouts and signs (found below) to post to help everyone remember.

    • Please choose an alternate space for breaks and meetings if you cannot maintain social distance.
    • Please put used N95s in the bins provided for reprocessing.
    • Wear your mask correctly, keeping the nose and the mouth covered at all times.
    • Masks/respirators with valves are not allowed.
    • Wear goggles or a face shield with every patient, even if you wear glasses. Eyeglasses do not protect you.
    • Please remember hand hygiene. It is still the basis of infection control, even with increased use of other PPE such as masks and gloves. 

    Please access the updated PPE requirements here. And please don’t hesitate to contact Infection Prevention and Control for any clarification or questions.

    Department Handouts and Signs 

    Patient Care and Testing

    Infrared Thermometer Instructions and Checklist

    Please download these instructions for infrared thermometer (IR) use. Managers can download this employee competency checklist to ensure your unit is properly trained on IR use and protocol.

    SARS-CoV-2 Antibody Testing Available 

    CHKD will begin to offer IgG testing for SARS-CoV-2 through Powerchart on May 13. The Powerchart order will be “SARS-CoV2 IgG.” Please review the SBAR for guidance on this test.

    While the test will indicate whether a patient was infected with the virus in the past, we do not yet know if a positive test will indicate future immunity to SARS-CoV-2 infection. It should therefore not be used to decide who should return to work.

    In addition, because it takes several days for an infected person to produce antibodies, it should not replace the Abbott M2000 diagnostic test. As a reminder, for all pre-operative asymptomatic patients and symptomatic outpatients, please order the SARS-CoV-2PCR. This test is run daily, Monday through Saturday.

    For inpatients and emergent surgery patients, please order the BioFire by adding BIOFIRE into the LABEL comments of the SARS-CoV-2PCR test. And please be sure to use the correct collection swab and device for the test you are ordering.

    Confirmed or Suspected Cases of COVID-19

    If you have a confirmed or suspected case of COVID-19, please review the most up-to-date recommendations for self-isolation and caring for yourself and your family.

    New Respiratory Specimen Process - Main Hospital

    All viral respiratory specimens collected in the main hospital must now be hand delivered to the laboratory. The lab is located on the second floor, near the Raleigh Garage entrance.

    Examples of respiratory specimens include:

    • Nasopharyngeal (NP) swabs.
    • Oropharyngeal (OP) swabs.
    • Nasal mid-turbinate (NMT) swabs.
    • Anterior nares swabs.
    • Nasopharyngeal wash/aspirate or nasal aspirate.
    • Pleural fluids.
    • Tracheal and lower respiratory tract aspirates.
    • Bronchoalveolar lavage (BAL) specimens.
    • Sputum.

    Click here for a handout you can post as a reminder.

    Isolation Precautions for Patients with Drug Resistant Organisms

    Due to the current pandemic and concern for PPE shortages, we have made the following changes to our contact isolation policies:

    • For patients with history of MRSA, VRE, or ESBL infection without a current ACTIVE infection: Use gloves only. No need for gown.
    • For patients with an active MRSA, VRE, or ESBL infection: Use gown and gloves as prior contact isolation practice.
    • For patients with history or active infection with CRE: Continue contact isolation with gowns and gloves.
    • For patients with C. difficult: Continue contact isolation with gowns and gloves.

    Isolation Precautions and PPE Recommendations for Confirmed or Suspected COVID-19 Patients

    There have been many changes to the guidelines on COVID-19 (suspected or confirmed) PPE requirements over the last several weeks. We are hopeful that the guidance below will offer some clarification. In the inpatient setting, N95 respirators are only needed in a very limited number of circumstances. These include while intubating and during procedures that are aerosol-generating. In all other circumstances, gown, gloves, surgical mask, and eye protection are required. Note: N95 Industrial respirators provided by Supply Chain meet PPE requirements and are approved for use in a clinical setting.

    Inpatient Setting

    • Initiate Contact/Droplet Precautions for suspected/known COVID-19 patients who do not require aerosol-producing procedures.
    • Initiate Contact/Airborne Precautions for suspected/known COVID-19 patients who do require aerosol-producing procedures.

    Outpatient Setting

    • In the outpatient clinics, contact and droplet isolation with eye protection should be used when evaluating patients with suspected or proven COVID-19.
    • N95 respirators are only needed in a very limited number of circumstances. These include while intubating and during procedures that are aerosol-generating.
    • Swabbing is not an aerosolizing procedure.

    Please see the PPE Guidelines Chart Here.

    Precautions When Caring for Persons Under Investigation

    • Have all patients follow cough etiquette and hand hygiene.
    • Isolate any person under investigation for COVID-19. Place a mask on the patient and put in a private room or area, even if only curtained areas are available. A negative pressure room is not required.
    • Notify clinical staff, and institute droplet and contact precautions: regular mask, gown, gloves, and eyewear.
    • Clinical staff should use the Criteria to Guide Evaluation of Persons Under Investigation for COVID-19 to determine if further action is required.
    • Keep a log of all persons who care for the patient or enter the room.
    • If a patient is tested for suspected COVID-19, you must maintain the confidentiality of that patient and our process. Under no circumstances should members of our team share that knowledge with family, friends, colleagues, or on social media.
    • Do not comment on patients’ protected health information verbally or in writing, including commenting on social media. Doing so would be a violation of HIPAA and our social media policy.

    CHKD Treatment Guidance for COVID-19 in Children

    Click HERE for new treatment guidance and algorithm for patients with suspected or confirmed COVID-19 infection who are admitted to an inpatient floor or the intensive care unit.


    Screening Process to Determine Whether a Patient Should be Tested for COVID-19:

    We follow Virginia Department of Health guidelines summarized below for evaluation of potential cases using both symptoms and epidemiology details. EMTALA requires us to screen any patient presenting. It does not require us to test. Testing guidelines apply to all.

    • Fever and/or signs of acute lower respiratory tract infections, such as cough, shortness of breath, and
    • Close contact (more than 10 minutes, less than 6 ft with no PPE) with a laboratory-confirmed COVID-19 case.
    • When symptoms begin within 14 days of the travel or exposure to a known case.

    We are also testing all surgical patients prior to surgery.

    Patient Care Resources

    Resources to Share with Patient Families

    Isolation vs. Quarantine Resources for Families

    Isolation and quarantine are important facets of community infection control, but understanding the difference between them can be confusing, especially for families. To help them understand, the CDC shares this basic resource in English and Spanish.

    Additional Resources to Share with Patients and Families

    COVID-19 FACT SHEETS

    English

    Spanish

    Treatment Guidelines

    Visitor Limits and Screening

    Visitation Limits

    At this time, we are maintaining our current limits on visitation. Only one parent/caregiver is allowed for outpatient appointments and surgery. Home health aides who help parents get patients to appointments are also allowed. COVID-19 positive, exposures and PUIs admitted to the hospital may only have one parent, caregiver or legal guardian for the duration of their hospitalization. Other inpatients may have two. Everyone is asked to apply these rules consistently and not to make exceptions for anything other than compassionate or end-of-life circumstances. While necessary for safety, these limits are hard on families; seeing them applied inconsistently would only increase that hardship.


    Visitor Screening

    CHKD is screening all patients and visitors to our emergency room, hospital, health centers and physician practices using CDC guidelines to appropriately isolate anyone who shows symptoms of COVID-19. See attached algorithm.

    Medical Records Pick-up

    Medical records will now be prepared for pick-up outside the front entrance of the main hospital.

    NEW - Occupational Health

    NEW - Travel Updates

    With COVID-19 hotspots flaring in different areas, please continue to make wise decisions regarding travel plans. The CDC website is regularly updated to reflect the latest statistics on disease prevalence. We also share our own updated travel advisory here.

    International Travel

    Domestic travel screening forms are no longer required. If you have plans to travel internationally, please complete the travel notice form available here and send it to occupational health. Occupational health will notify your manager upon your return if your trip requires a period of quarantine (minimum 14 days). Human resources and occupational health realize and want to remind everyone that COVID hot spots and government travel advisories are subject to change at any time; it is not possible to guarantee that quarantine will not be required upon return. Employees are not paid for quarantine days resulting from personal travel if their PTO banks are empty.

    COVID-19 and Pregnancy

    The CDC’s list of underlying medical conditions that put individuals at increased risk for severe illness has been updated and now includes pregnancy. The CDC advises that COVID-19 infections may also increase the risk of adverse pregnancy outcomes, such as preterm birth. Read more here. In addition, the CDC reminds women who are pumping breast milk at work to take extra cleaning precautions.

    Any employee who would like to request accommodations based on their level of risk should contact occupational health at (757) 668-7852.

      Furlough Criteria for Employees Exposed to COVID-19

      • Employees who have been exposed to the COVID-19 virus at work will be assessed according to the CDC risk exposure factors, available at this link: CDC Exposure Risk Categories in Healthcare Personnel. If the employee is furloughed, a paid leave of absence will be provided.
      • Employees who have been exposed to COVID-19 outside of the workplace through personal contact or travel will be assessed according to CDC guidelines. If they are furloughed, these employees will be eligible to use their paid leave banks.
      • The list of countries designated as a Level 3 Travel Health Advisory region is changing rapidly. For the most up-to-date information, visit the CDC’s COVID-19 website.

      Concerned About Exposure?

      If you are worried that you have been in contact with a community or family member under suspicion for COVID-19 (NOT CONFIRMED), please contact your PCP, urgent care, telehealth provider, or connect to MDLIVE, by signing in to your secure member portal or the Optima Health mobile app for advice. Please keep your manager up-to-date with results, and then please advise occupational health of the situation and recommendation.

      Return to Work Guidance

      CHKD is using the CDC Return to Work Criteria, which states the following, for staff members with confirmed or suspected COVID-19.

      Use the test-based strategy as the preferred method for determining when HCP may return to work in healthcare settings.

      Test-based strategy - Exclude from work until:

      • Improvement in respiratory symptoms (e.g., cough, shortness of breath), and
      • Negative results of an FDA Emergency Use Authorized molecular assay for COVID-19 from at least two consecutive nasopharyngeal swab specimens >collected ≥24 hours apart (total of two negative specimens).

      If the test-based strategy cannot be used, the non-test-based strategy may be used for determining when HCP may return to work in healthcare settings.

      Non-test-based strategy - Exclude from work until:

      • At least 3 days (72 hours) have passed since recovery, defined as resolution of fever without the use of fever-reducing medications and improvement in respiratory symptoms (e.g., cough, shortness of breath); and,
      • At least 7 days have passed since symptoms first appeared.

      Human Resources

      Optima EAP COVID-19 Recovery Plan for Staff

      Organizations that have experienced changes in their operations due to COVID-19 are busy making recovery plans, including CHKD. However, your own personal recovery plan is just as important as the organization's. A personal plan can help you re-engage in the most productive way possible as we continue to develop new protocols throughout the health system. Consider these tips from Optima EAP as part of your own recovery plan.

      Remote Access Information

      Paycode Changes Effective May 3

      We have worked diligently to make CHKD safe for our patients, families and team members. As we gradually ramp up our surgical and ambulatory services to pre-COVID levels, we continue to communicate the importance of addressing the healthcare needs of children without delay. We are hopeful that our patients will return to seeking needed care at previous levels over the next several months.

      In the meantime, we will staff our services based on demand, effective with the pay period beginning Sunday, May 3, 2020. If this affects your individual work situation or if you are unclear of your responsibilities, please consult with your manager.

      Additional communications regarding managing staff to volumes will be shared next week.

      Maximum PTO Accrual Increased

      Due to the current COVID-19 situation, we have raised the maximum balance of PTO hours an employee can maintain in their PTO bank from 320 hours to 400 hours. Effective this pay period, if an employee is at the 320 hour maximum, and they do not use PTO during this pay period, they will accrue PTO in their regular PTO bank instead of their Extended Illness Bank (EIB).

      Please note: The maximum amount of PTO that can be paid out at separation of employment will remain 320 hours. If you have questions regarding this change, please email Kimberly.Moutvic@CHKD.org.

      PTO Accrual Access for Employees in 90-day Introductory Period

      Due to the current COVID-19 situation, we understand that employees who are still in their 90-day introductory period may need to access the PTO hours they have accrued. Effective this pay period, new employees will have access to their accrued PTO hours for use for COVID-19 related scenarios.

      IMPORTANT:

      • If an employee who is still in their introductory period separates employment prior to 90-days, they will NOT receive a payout for the unused hours.
      • PTO access for new hires is temporary and will be reevaluated once the COVID-19 situation is over.

      COVID-19 CHKDHS Employee Benefit Related Information

      The following information has been provided by our benefit vendors. Please feel free to download and share this information as needed.

      NOTE: The MDLive related links below provide information related to a NEW BENEFIT that was added to our CHKDHS Health Plans effective March 23rd. Telehealth visits through MDLive are now covered at NO COST until June 7th. Please review the documents below for more information.

      IMPORTANT: When accessing MDLive you will need to have your Caremark Prescription information available in case you are prescribed medication.

      Additional Resources

      Please print and post your COVID-19 update information to display in your units. For directions on how to access this information from the web or KDnet, click HERE.

      Child Care

      We understand that many employees are struggling with child care issues. In addition to the offer from Childtime Learning Centers listed below, we are working with the EVMS Minus 9 to 5 program and the YMCA to identify additional options in our region.

      EVMS Minus 9 to 5

      If you are in need of child care, please complete this survey: SURVEY LINK. Minus 9 to 5 will use this critical information to determine the number of children, hours of care needed, and most centralized locations. We will share additional information as specific solutions are identified. In the meantime:

      • You may call 1-866-KIDS-TLC (Child Care Aware of Virginia) to get the most up-to-date information on child care availability in the community.
      • Income-based child care subsidies are available to those who qualify through your local department of human services.
      • Find additional resources from Minus 9 to 5 HERE.

      Need additional assistance? Contact Jane Elyce Glasgow, PhD, executive director of Minus 9 to 5 at Glasgoje@EVMS.edu.

      YMCA of South Hampton Roads

      Beginning on Thursday, March 25, the YMCA of South Hampton Roads will be providing emergency child care services for essential personnel such as first responders, health care workers, police, firefighters, and military during the COVID-19 pandemic. For more information, click HERE.

      Childtime Learning Centers Offering Discounted Enrollment

      Childtime Learning Centers is now offering open enrollment for children of healthcare staff. The registration fee is waived along with a 10% discount to CHKDHS staff. Childtime has eight convenient locations with full and part time openings

      For more information, call Amber Vere at (757) 421-2718 or visit Childtime.com.

      Staff Absenteeism Policy

      Click here to read the COVID-19 staff absenteeism policy.

      Staff Support

      Mental Health and Coping During COVID-19 Webinar

      For those who missed the free Optima Health webinar "Mental Health and Coping During COVID-19", it is now available on demand for you to view on the Optimaeap.com website. Login instructions are as follows:

      Support U is Here to Help

      When stressful events take place, recognizing that you need a little support is the most important first step to processing difficult emotions. Support U is here to help.

      The Support U team is made up of CHKD peers who are available to offer reassurance and support to providers who may need help. These volunteers can include physicians, nurses, pharmacists, pharmacy technicians, respirator therapists, social workers, and chaplains.

      Each member is dedicated and trained to support peers who need help or advice.

      To contact a Support U team member, email SupportU@CHKD.org.

      Tips for Coping with Stress

      Signs of stress are normal and may be more common in people with loved ones directly affected by the outbreak. In the wake of this pandemic, monitor your own physical and emotional health. Know the signs of stress in yourself and your loved ones. Knowing how to cope with stress, and when to get help, will make you and your community stronger.

      For more tips on easing stress during this difficult time, click HERE.

      Care for Caregivers

      To support our caregivers who are tirelessly supporting our patients and families, we have compiled the following list of resources intended to help you cope with stress and anxiety:

      Short Documents

      Tips for Social Distancing, Quarantine, and Isolation During an Infectious Disease Outbreak, Substance Abuse and Mental Health Administration

      Taking Care of Your Emotional Health, Centers for Disease Control and Prevention

      Mindfulness and Relaxation

      Free Guided Meditations (resource only, not endorsed or promoted by CHKD)

      Virtual Counseling

      Optima EAP Virtual Counseling

      Finance

      GL Code for COVID-related Expenses

      The organization has established a GL code for any purchases related to our COVID-19 response. Please contact Walt Soto or Karen Mitchell for more information.

      Finance has prepared the following instructions to help with timecards and tracking expenses related to CHKD’s COVID-19 response.

      New Expense Coding Guidelines

      To ensure COVID-19 expenses are accurately coded and proper supporting documentation exists, please use these updated COVID-19 Expense Coding Guidelines. This will support any eligible expenses to be submitted for public assistance reimbursement.

      New Employee Pay Codes

      Click the following link for COVID-19 Related Specific Work Hours and Employee Leave pay codes.

      Additional Resources

      Community and Philanthropic Support

      PPE Donations

      We are gratefully fielding many kind offers from members of the community who wish to donate medical supplies.

      If you receive such an offer please forward it to Lauren.Kiger@chkd.org.

      Philanthropic Support

      The Development department has established a COVID-19 Crisis Response Fund to support our critical operations as well as the needs of our patients and their families during this national emergency.

      We are so grateful for the outpouring of support from those who have already responded and appreciate all donations, no matter how big or how small.

      In addition to the direct financial support, the corporate community has been generous with donations of medical supplies and commercially prepared meals for staff. Please continue to direct inquiries for any in-kind or philanthropic donations to Lauren Kiger at Lauren.Kiger@CHKD.org or (757) 668-6818.

      General Information

      COVID 19 Basics for Non-Clinical Staff

      Droplets, PPE, reagents and swabs? We spend so much time communicating important medical information that we forget that many of our employees don’t have a medical background. Click HERE for the basic COVID-19 facts with a minimum of medical jargon.

      Research and Clinical Trials - Guidance for CHKD Investigators

      The following guidance has been issued regarding any research protocol approved by the EVMS IRB:

      • The IRB office remains open, but is physically closed. All submissions should be through IRB Manager. The requirement for delivery of signed hard copies of documents is being waived at this time. Please sign, scan and upload all signature pages.
      • Principal investigators should work closely with study sponsors regarding amendments to study procedures, as well as missed study visits/treatments a result of COVID-19 facility restrictions.
      • In an effort to contain the number of unnecessary visitors in facilities, any face-to-face study procedure or visit that is not essential to a subject’s health and safety must be paused. Some visits may be eligible to be conducted remotely via phone or telehealth. Please discuss with sponsors as needed.
      • There is a tiered system that EVMS has implemented for decisions on what studies/procedures are allowed to continue. This information can be found on the IRB’s web page at the following link: https://www.evms.edu/covid-19/research_guidance/.Investigators must contact the IRB office for approval to continue studies in the treatment tiers. Please do this ASAP.
      • Review of new studies will continue; however, the tiered system will apply until further notice. Therefore, enrollment in a non-treatment study will be on hold even if approval is received from the IRB. **This will not apply to survey or computer-based studies that do not require in-person visits.
      • If you have sponsored research that is supported by the CHKD Clinical Trials Unit:

        • The majority of these studies are reviewed and approved by IRBs outside of EVMS. The research office is closely monitoring communication from those IRBs and will provide updates as necessary.
        • The research coordinators are communicating with sponsors and CROs daily, to both provide and receive information to guide how these studies are moving forward.

        Please note that there will be NO interruption to studies where our patients are receiving investigational drugs as treatment.

        Many of our patients rely on the research pipeline to receive vital, cutting-edge treatments across all of our service areas. We expect that these studies will continue uninterrupted to the extent that it is safe and feasible to do so. The research office will continue to work closely with sponsors and IRBs and provide updated information to investigators as we have it. Please direct any questions to our main line at 668-9991. You can also reach the EVMS IRB at 446-8423.

        Campus/Region/State Collaborations

        Members of CHKD’s COVID-19 steering committee are working closely with our campus partners from Sentara and EVMS as well as our local health departments to align messaging, policies and procedures and to look for opportunities to improve our region’s response to the pandemic. To better control access to their facility, SNGH has closed the Kaufman Pavilion entrance, which is the entrance located closest to CHKD’s main entrance.

        Adjustments in Parking Assignments

        • ODU is being contracted for support to campus shuttle service.
        • Lot-19 staff parking will have temporary access to PG#3 on Fairfax Ave.
        • Lot-19 NDC staff will have access to Lot 6 next to public health.
        • Contractors that are normally on Front Street will have access to Lot 19.

        For those with temporary parking adjustments, there is no action needed on your part to access these parking areas.

        Parking media and assignments can only be picked up at the security window at the ambulance entrance during badging hours (7 a.m. to 9 a.m, 11 a.m. to 1 p.m., 3 p.m. to 5 p.m., and 11 p.m. to 1 a.m.). All forms and maps are on KdNet for parking changes and needs.

      Café Restrictions and Food Deliveries 

      Staff Access to Café

      KD café will be re-opening to hospital staff on Friday morning, June 12. The temporary staff café on the 6th floor will return to conference room space at that time. Order/pick up will continue to be available by sending the online order form to foodandnutrition@chkd.org. The café is only able to prepare orders that are received with an attached order form. Please allow 20-25 minutes so we may freshly prepare your order. You may pick up your order at the pizza station. Due to social distancing, we will have limited seating in the café. Please reserve the dining room seating for patients and family members as a first priority. Additional seating will be added in the coming weeks.

      Outside Food Deliveries

      To minimize lobby traffic, only curbside delivery will be allowed at this time. Please give the delivery person a phone number to call to notify you once they have arrived, and inform them that they are to remain at the curb.

      Please clean any outside containers and always perform hand hygiene when leaving and entering the building.

      Re-openings and Temporary Closures and Cancellations

      Facility Re-opening

      CHKD locations at Harbour View North, Lightfoot, and Loehmann’s Plaza will reopen for outpatient services.

      Building Closures

      Butler Farm, and Harbour View South: Closed to staff and patients. Alarms have been set.

      Landstown: While Urgent Care is closed to patients at Landstown, other services are still seeing patients in the building. No process changes at this point with the alarms. Urgent Care and Central Registration will continue to work with Security on improvements to current processes.

      Patient services are being consolidated to conserve resources and are offered at nearby CHKD’s locations. All service lines are also offering Telehealth appointments for patients who qualify.

      Cancellations

      CHKD is suspending community outreach events until further notice. This includes The King's Daughters RunWalk for the Kids, which was originally scheduled for April 11. Current registrations will automatically be deferred to a date that will be determined later at no additional charge. There will not be an additional charge for anyone who would like to change their registration to a virtual event, and receive a shirt and medal by mail.

      The Safety of Our Care

      The Safety of Our Care

      The COVID-19 Incident Command Team meets daily to identify precautions we can take to keep our setting as safe as possible for our patients and families during the Coronavirus pandemic. Among the actions we’ve taken are the following. Links to the newest policies and updates can be found below.

      • We are continually working to develop and refine patient identification, isolation, testing and care protocols, including PPE guidance, in alignment with regional, state and federal guidance.
      • We are limiting hospital and surgery visitors to two parents or caregivers and encouraging families to limit the number of people who accompany children to outpatient appointments.
      • We are limiting outpatient clinic visitors to one adult. No siblings or other visitors.
      • We are screening patients and visitors who arrive through the lobby for signs of illness/risks of COVID-19.
      • We have instituted travel restrictions and reporting policies for travel outside of CHKD’s service area for all staff members.
      • We have cancelled or postponed events, tours, and meetings to promote social distancing.
      • We have relaxed absenteeism policies for sick employees to encourage anyone with symptoms to stay home.
      • To promote social distancing, we are allowing employees who can work remotely without compromising organizational readiness to do so.
      • We have communicated through multiple channels with families to please notify us before coming to any scheduled appointment if their child develops a fever and cough.
      • We have redesigned our registration process to immediately identify any patients who have Coronavirus symptoms
      • As always, we are requiring adherence to our hand hygiene and environmental cleanliness standards.
      • We are monitoring all Coronavirus reports and working with our campus, regional, state and national partners on additional steps we should take to provide the care children need during this unprecedented pandemic.

      Need Information Services?

      Please help information services process your request quickly and efficiently by submitting it through their customer service portal.

      Just click on the link above or find it in the popular links section from KDnet's homepage (far left). Using their forms ensures that they have the information needed to process your request.

      Please note: This link can only be accessed from inside our network. Unless you remote into our network from home, this function is not available and can only be accessed from your work computer.

      If you are working from home without remote access, but need to speak with an IS service desk specialist, please call (757) 668-7075.

      Remote Access Information

      Additional Resources & Guidelines

      (757) 668-7238