Employees_COVID 19

COVID-19 Information for Employees

(757) 668-7238

April 7, 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.


NEW TODAY

NEW - Latest Updates

Exposure Investigation Process

At CHKD, potential exposures to reportable infectious agents are investigated by Occupational Health and Infection Prevention and Control. We are using the same established process throughout the Health System to investigate potential exposures to the virus that causes COVID-19. All investigations will be managed by Barbara Stein, director of Infection Prevention and Control, and Patricia Higazi, director of Occupational Health, according to guidelines developed by the Centers for Disease Control and Prevention (CDC) and the Occupational Health and Safety Administration (OSHA).

Staff members may be relieved to know that simply being in the presence of a person who develops COVID-19 does not necessarily mean that you have been “exposed” to the virus. Other factors must also be considered. Was the person who got sick wearing a mask and/or other PPE? Were you? How much physical distance was between you? How long was your interaction? These are the types of questions CHKD’s investigative team will consider to determine whether an exposure occurred.

If your encounter is determined to be a real exposure to COVID-19, you will be contacted by Occupational Health or Infection Prevention and Control with additional information and instructions about the next steps you need to take. If your encounter did not result in an exposure, you will not be contacted by Occupational Health, and there is no additional action you need to take.

In areas where COVID-19 is more common than it is here, some hospitals have stopped performing these investigations because they won’t yield information that can realistically be acted upon. Fortunately, we are not yet at that point. If that changes in the future, we will keep you informed.

Staff Policies and 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.

Café Restrictions and Food Deliveries 

In light of the COVID-19 pandemic, the dining experience will be modified to better align with social distancing recommendations. Effective March 24 to April 3, 2020:

  • The 1st floor café will be limited to visitors only.
  • Staff will be able to purchase hot and cold grab-and-go options in the 6th floor conference room.
  • Staff are encouraged to use existing staff break room spaces.
  • Limited dining space in the 6th floor conference room will be available for staff who do not currently have a department break room. The Staff Café area on the 6th floor will remain open until at least April 17. The need for an extension of this service will be considered at that time.
  • Parents will be encouraged to order guest trays by dining associates.

To help eliminate extensive lines and increase physical distancing, we are proudly offering email ordering, Monday through Friday from 7 a.m. to 2 p.m.

  • Orders for pick-up will be in the 6th floor conference room and meal delivery will be right to your unit. A pick-up menu is available on KDnet.
  • Email your order to FoodandNutrition@CHKD.org.
  • We accept all forms of payment in the 6th floor conference room (payroll deduct, cash, and credit cards).
  • Delivery orders are available for credit card purchases ONLY.
  • All grab-and-go items, bottled beverages, and entrée station items available for email ordering.
  • Please indicate via email the time of pick-up or a 15-minute window you would like your order to be delivered.

There are no changes to the use of the coffee shop at this time.

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.

Essential Communting/Travel Documents for Staff and Patients

For Staff:

Now that Virginia and North Carolina have both enacted “stay-at-home” orders to prevent the spread of COVID-19, travel is permitted only for essential activities like shopping for food, seeking medical care, and commuting to work at an essential business. Healthcare organizations, including CHKD Health System, are considered essential businesses in Virginia and North Carolina. It is crucial for our organization to function with the necessary staffing to provide services critical during the COVID-19 epidemic.

Children’s Hospital of The King’s Daughters and its associated pediatric practices, clinics, Urgent Care Centers, and Health Centers are therefore exempt from the above-referenced orders. CHKD personnel, medical staff, and non-employee essential support services (including independent contractors and vendors) are required to work at or on behalf of CHKD despite these orders. While traveling to and from work, please wear your employee badge and keep this document in your car.

For Patients:

Seeking medical care is also an essential activity in Virginia and North Carolina. Please provide this document to families travelling to and from CHKD facilities for appointments.

Self Care for Staff

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

Sustaining the Well-Being of Healthcare Personnel During Coronavirus and other Infectious Disease Outbreaks, Department of Psychiatry, Uniformed Services University

Taking Care of Your Family During Coronavirus and Other Emerging Infectious Disease Outbreaks, Department of Psychiatry, Uniformed Services University

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

Staffing During School Closure

With schools closed across the state, many staff members will have childcare challenges. At this time, the only change we have in place to our attendance policies concerns relaxed absenteeism for those with symptoms of COVID-19. As the situation progresses, our organization will be assessing whether other changes are appropriate. In the meantime, please prepare childcare arrangements, perhaps developing a barter system with friends or family who work different shifts than you do, or tapping trustworthy teens who will also be out of school to help out. We understand the very real challenge this presents to many of our staff members and express our gratitude in advance for all of your efforts to maintain the staffing levels our children need during this global pandemic.

Staff Travel Policies

To access the latest version of the CHKD Travel Policy, please see below. Because the CDC’s travel advisories are changing so frequently, we will no longer update the form to reflect the list of Level 3 countries. To see the list of countries, go to CDC.gov. Please do not call Occupational Health to do this for you.

PPE and Patient Care

Mask Instructions, Tips, Clarifications

To protect the health and safety of all staff members and to prevent the spread of COVID-19 in our community, CHKD is requiring all staff members to wear masks while at work.

This policy extends to all areas of our Health System, including CSSG, CMG, CSG, and our partners at Compass One. Masks will only be provided for staff required to work within a CHKD Health System setting. Masks will not be available to staff working from home.

Masks are being distributed at the department level and directors are maintaining logs of who has received a mask and the date of distribution. Physicians can obtain a mask from their department’s clinic and residents can obtain one from the chief residents. If you cannot obtain a mask from the sources above prior to the start of your shift, please contact the nursing supervisor at 8-7407.

Staff members are allowed to wear cloth masks of their own under the masks provided by CHKD. At this time, staff members are not allowed to wear their own masks instead of the masks that CHKD provides.

Replacement Masks

Requests for additional masks can be made by completing the mask request form and emailing the form to Maria Priester by noon on the day prior to the date the masks are needed. Department Directors should include physicians and all allied health professionals in their mask counts.

Preserving Resources

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.

Each mask is expected to be worn for five work days or shifts.

Please follow the instructions in the sheet linked below for removing your mask and folding it properly for storage in the paper bag provided.

Self Screening for Staff

As of Friday, April 3, 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 monitor their temperatures at their regular call-out time. These symptoms include:

  • Temperature (greater than 100°F or 38°C).
  • Cough (new, worsening, or change in cough).
  • Shortness of breath.

Click HERE for instructions.

IMPORTANT: We are asking that all staff who have the ability to work from home make arrangements to do so at this time. Please click HERE to download the telecommuting request form and HERE for the telecommuting accountability form.

PPE Tips

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

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

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.

Hand Hygiene Update

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

Starting March 31, 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.

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
  • Travel history to areas with known cases, or
  • 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.

Testing Process

The ARPP-PCR and COVID testing (if indicated) are sent to the CHKD microbiology lab. The outpatient labs do NOT collect these specimens, as they do not do pertussis and rapid strep swabs. This is not changed.

  • A doctor can obtain the specimen in their office and then send it to CHKD. We are still requiring a discussion by the doctor to the ID attending on call or appropriate designee via Doctors Direct, before the specimen is processed to Quest for SARS-COV2 testing.
  • Doctors Direct will only connect physicians or advanced practice providers to the on-call doctor providing coverage. The referring physician must be on the line at the time the call is placed.
  • The urgent cares will begin collecting specimens on their OWN patients. It is not appropriate for the practices to send patients there for testing unless they need urgent care services. 

Postponing Care, Including Surgery

The decision to cancel or perform a surgical procedure must be guided by both medical and logistical consideration. At this time, CHKD may delay surgical cases that can wait six to eight weeks without harm to the patient.

The decision to delay care will be made by the leader of each surgical division (cardiology, dentistry, gastroenterology, general pediatric surgery, gynecology, neurosurgery, ophthalmology, oral and maxillofacial surgery, orthopedic surgery, otolaryngology, plastic surgery, pulmonary medicine, trauma surgery, urology).

The Director of the Operating Room, Medical Director of Anesthesiology, and the Surgeon-in-Chief will provide a secondary review, and consult with the relevant clinicians as needed. The necessity of surgical procedures should not be considered solely on COVID-associated risks, but rather on an assimilation of all available medical and logistical information.

In general, a day-by-day, data-driven assessment of the changing risk-benefit analysis will influence clinical care delivery for the foreseeable future. Outpatient clinics are reviewing patient schedules through April 3 to identify patients who need to be seen and those whose visits can be postponed. We respectfully request that you refrain from using these private applications, as you are giving patients a direct connection with you.

We will be updating you frequently in the coming days as this process moves forward and new information is available. 

Telehealth Plans

As an organization, we wanted to make you aware that we are working diligently on the launch of the health system’s capability to conduct both scheduled and acute visits remotely. We will have this process available to providers as early as Tuesday, March 24. These remote visits will be held through CHKD’s corporate Zoom account as the video application. We have recently increased the number of Zoom licenses and have integrated the application with our network login credentials, so your regular CHKD username and password will be the same for login to Zoom.

Now that this technical component is in place, reception staff, schedulers, triage nurses, and other support staff will need to be trained on the administrative process to register and bill these patients. We realize the process may seem drawn out; however, you can rest assured that we have been working non-stop to come up with a plan and workflow that the entire health system can follow.

You will be notified as soon as workflow and how-to documents are available. We are in the process of setting up training for Zoom basics, and IS has pushed the Zoom application out to most CHKD-owned iPads and laptops that have a webcam.

We know that CMS has loosened restrictions on the use of video apps such as FaceTime or iMessage; but please be aware that if you connect with a patient using those applications, the patient will have access to your personal phone number or email address associated with the account.

Visitor Restrictions and Screening

Screening-on-Entry Update

CHKD began screening all patients, parents, and vendors entering the main hospital on March 23. That process is now operational 24/7, due to the hard work of the logistics team from Hospital Incident Command, along with our ambulatory educators, and redeployed staff from PT/OT/Speech and Sports Medicine.

To determine the need for screening at additional locations, the logistics team has monitored daily visit numbers and assessed current processes in place for messaging scheduled patients, telehealth capabilities, and whether services can be consolidated in fewer locations.

CHKD is currently screening patients and visitors at the main hospital, Oakbrooke, Oyster Point and Concert Drive. Patient and visitor screening will begin at Tech Center on Tuesday, April 7 and at Landstown on April 8. The Hospital Incident Command team is continuing to track in-person visit volume at off-site locations for consideration of screening in additional locations and/or consolidating services to fewer locations.

Patient Screening and Main Hospital Entrance Hours

Patient screening in main hospital front lobby now 5 a.m. to 11 p.m.

Front door for main hospital now locked at 11 p.m. Inpatient families and others must go to the ED for entry from 11 p.m. to 5 a.m.

Compassionate exceptions will be made by Monica Weeks and/or Kamil Cak. Both can be reached around the clock through Doctor’s Direct.

Our aim is to protect our staff, patients, and families by screening on entry to identify those exposed or currently sick and provide them with hand hygiene, cough etiquette, and masks if needed. If patients are sick and need to be seen, they will be escorted to the clinics. We will be calling the department where the patient has an appointment with any findings if patient and family will need an exam room on entry.

Please review the attached algorithms with your staff. It is important for them to help expedite the process when they receive a call from us.

We will work as quickly as possible to maintain flow, but this is a new process. We are therefore asking clinics to waive any rules related to turning away late patients.

This process may require some refining, so please e-mail Karen Mitchell with concerns. Allison Silva, Barbara Stein, and others have been working around the clock to get this started, so please help us all make this process as smooth and as gracious as possible for our patients and each other.

Visitor Restrictions

Beginning Monday, March 23, only one adult may accompany a patient to a specialty, surgery, PT/OT/Speech or General Academics appointment. No siblings are allowed. We will make an exception for home nurses who help parents get some of our more medically-complex patients to appointments. In these cases, one nurse and one parent may accompany the child.

The one-adult policy will be communicated at the time the appointment is made and through the reminder system. The reminder system will also include the message that the adult accompanying the patient should not be sick. We will be kind in our outpatient visitation limitations as all this is new to our patients, and they may not be prepared.

All patients and accompanying adults will be issued a green badge from the security desk on arrival. Waiting rooms are being re-arranged to allow for 3-6 feet of separation between individuals.

Please note: These visitor restrictions apply to the lobby as well. Families who wish to meet with friends or extended family should do so outside of the hospital.

We have also significantly curtailed all business/vendor visits to those that are absolutely necessary.

Hospital inpatients and surgery patients at the main hospital and both surgery centers are allowed two visitors for the duration of the visit. Both parents may visit at the same time.

Compassionate exceptions can be made to in the inpatient policy for end-of-life visitation. These situations will be managed by unit leadership, chaplains, and social work.

If you are experiencing challenges with families who want additional visitors, please call the nursing supervisor at 8-7047.

Other Guests: We are working with vendors, contract workers, and construction workers to review their screening policies and enforce standards and behaviors that will keep our health environment safe. The only vendors allowed are those credentialed through our Green Vendor System.

Staff Exposure

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.

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.

Human Resources

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.

Remote Access Information

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.

Community Donation Questions

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 Paul.Weiss@CHKD.org. At this time, we are not accepting any cloth masks or homemade supplies.

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.

Resources, Guidelines, and Forms

Medical Records Pick-up

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

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.

EVMC Campus Information

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.

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.

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.

Centers for Disease Control and Prevention

Travel Information

Protecting Staff and Patients

Patient Care Resources

Resources to Share with Patient Families

Live Briefing Recaps

Live Briefing Recap - 3/27/2020

Please review information from Jim Dahling's Live COVID-19 briefing for all staff members given earlier today:

Dr. Laura Sass
Medical Director of Infection Prevention and Control

Latest COVID-19 case numbers from various sources - As of March 27, the world health organization reports 509,164 cases and 23,335 deaths worldwide. The CDC reports 85,356 cases in the US that have resulted in 1,246 deaths. The Virginia Department of Health reports 604 cases and 14 deaths.

CHKD is not changing its screening and testing criteria at this time.

Patricia Higazi
Director of Occupational Health

Should a patient or staff member test positive, occupational health will be among the groups notified. Occupational health will provide the clinical area leaders with written communication to provide to their staff announcing the positive result and the immediate steps that will be taken to investigate the situation and respond appropriately. The goal is to make sure that staff members hear what the next steps are at the same time they learn of a positive result. Self-monitoring and isolation requirements will vary, depending upon the results of the investigation and presence of symptoms, with all decisions based on protecting the health of each employee to the best of our ability.

Paul Morlock
Vice President of Human Resources

Human resources continues to review and consider HR policy and practice changes to maintain the health of our employees and to support business practices.

  • We continue to work with department leaders and staff members to identify positions that can be fulfilled remotely. Approval for remote work will be extended through April 17.
  • We have implemented a temporary policy change allowing employees to use accrued PTO during their first 90 days of employment.
  • We are developing a labor pool to redeploy staff working in areas that are currently experiencing low patient volume, with the goal of keeping all employees working.
  • HR continues to work with community partners and agencies to discover options for child care and elder care for our staff.

Dr. Chris Foley
Chief Medical Officer

The number of patients coming to the clinics and the ED at the hospital is lower than usual. As we’ve reported already, we are postponing surgeries that can be delayed six to eight weeks without harm to the patient. We're moving some of our clinic visits to a telehealth option to promote social distancing. We have also identified beds for identified and suspected COVID-19 patients. We do not have plans at this time to accept any adult patients from other facilities in the region experiencing bed shortages, but we have offered to take all of their pediatric patients to help them free up adult beds in their own facilities.

Dr. Doug Mitchell
Medical Director of Children’s Medical Group

CMG offices are still open for in-person visits. We are separating well patients from sick patients by using different areas of the practice, different practice locations, and different appointment times, i.e. well visits in the morning and sick visits in the afternoon.

We are emphasizing the importance of continued immunizations. In order to maintain a vaccinated patient population, CMG will continue to schedule these in-person appointments.

Many CMG practices are also now offering telehealth visits for routine appointments like ADHD check-ups and other remote-friendly treatment.

Share Your Wins!

Are you or your team pulling out all the stops to keep vital services up and running? Keeping surfaces extra clean? Volunteering in other areas of the organization? Conserving vital resources? The marketing and PR team wants your action photos along with brief descriptions of the steps you’re taking to keep our Health System’s patients and staff members safe during the COVID-19 pandemic.

Please remember HIPAA guidelines and make sure you do not include patients in your photos. Please send photos to COVID19Today@chkd.org.

(757) 668-7238