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Employees_COVID 19

COVID-19 Information for Employees

(757) 668-7238

September 17, 2021


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

NEW - COVID-19 Vaccine Information

COVID-19 FAQs

The policy says I need to be fully vaccinated by October 18. I read that you aren’t considered fully vaccinated until two weeks after your final shot. Does that mean I need to have my final shot by October 4? Yes. You aren’t considered fully vaccinated until two weeks after your final shot. Please use the dates below as your guide, depending on what kind of vaccine you get. Also, please remember that CHKD is only offering the Pfizer vaccine.

  • For the Johnson & Johnson vaccine, you will need one shot, no later than October 4, 2021.
  • For the Moderna vaccine, you need to have your first shot by September 6, 2021. Your second dose should be approximately four weeks later, on or before October 4, 2021.
  • For the Pfizer vaccine, you need to have your first shot by September 13, 2021. Your second dose should be approximately three weeks later, on or before October 4, 2021.

Can I get a vaccination at CHKD?
Yes. Please note the following dates and times for planning purposes.

COVID-19 Pfizer COMINARTY Vaccine 3rd Dose for moderate to severe immunocompromised people
September 22-October 8 on 7H 
Monday through Friday, 7 a.m. to 2 p.m.
Appointments required.
Call (757) 668-7852 or email OccupationalHealth@CHKD.org for an appointment.

COVID-19 Pfizer COMINARTY Vaccine Booster - Not yet FDA/APIC/CDC approved - When approved an appointment will be required
September 22-October 8 on 7H 
Monday through Friday, 7 a.m. to 2 p.m.
Appointments required.
Call (757) 668-7852 or email OccupationalHealth@CHKD.org for an appointment.

Pfizer Vaccine 2nd dose-only Clinic
September 29 & 30, October 1 & 4 on 7H
Wednesday-Thursday-Friday-Monday from 7 a.m.-2 p.m.
No appointment necessary

Do I have to get my COVID-19 vaccination at CHKD?
No. You can get your vaccine at any location that is convenient for you. Most pharmacies offer vaccinations. Click here for an up-to-date list of vaccine locations.

I'm a manager with a team member out on FMLA. How will I let them know about this new requirement?
Occupational Health will inform team members who are out on FMLA of the requirement to be vaccinated against COVID-19 and work with each team member on FMLA to schedule vaccinations around their individual circumstances and medical conditions.  

I am fully vaccinated, but I lost my card. What should I do?
In Virginia, you can request a new vaccination record card on the department of health’s website. If you received a vaccine from a North Carolina provider, there’s a statewide portal for printing replacement vaccination cards yourself. Submitting a fraudulent vaccination card to Occupational Health will result in corrective action that may include termination.

How do I submit an exemption?
Employees requesting exemption from our COVID-19 vaccine requirement must submit a medical or religious exemption request form to Occupational Health by September 23, 2021.

Occupational Health will review all employee medical exemption requests. Medical exemption requests must document an acceptable reason for the exemption along with physician certification and a HIPAA release. Contraindications include a history of severe allergic-type reaction to any vaccine or injectable medication. Persons with an acute febrile illness should defer immunization until their symptoms have abated, then vaccines must be given according to current CDC and manufacturer guidelines.

A representative from Human Resources will review all religious exemption requests.

I’m pregnant and I’m afraid the vaccine will hurt my baby. Can I get a medical exemption?
Every request for a medical exemption will be considered on its own merits. In general, however, pregnancy is not a contraindication to the COVID-19 vaccine. In fact, the American College of Obstetricians and Gynecologists strongly urges all pregnant individuals, lactating mothers, and those who are planning to become pregnant, to be vaccinated against COVID-19. The ACOG recently issued a joint statement with more than a dozen other medical organizations, explaining that pregnant individuals are at increased risk of severe illness from COVID-19 and should therefore receive COVID-19 vaccinations. The ACOG also supports COVID-19 vaccination requirements for all healthcare workers.

I read online that the COVID vaccine was developed from cells obtained from aborted fetuses. I am morally opposed to abortion and my faith requires me to avoid activities that support abortion. Can I receive a religious exemption?

This is an excellent and important question. CHKD will carefully review every request for a religious exemption. However, it is important to note that the no religions have banned COVID-19 vaccinations. For instance, the Vatican, which strongly opposes abortion, has determined that it is morally acceptable and ethically sound for Catholics to be vaccinated against COVID-19. While evangelical Protestant religions have not issued similar statements, prominent leaders, such the president of the Southern Baptist Convention, have spoken out in support of vaccination. 

Will I lose my job if I don’t get a COVID-19 immunization?
CHKD values the health and well-being of every employee and every patient. We firmly believe that the best way to make our environment as safe as possible for all is to ensure that everyone is immunized against COVID-19. If you have concerns about this policy, please seek advice from your personal physician and/or CHKD Occupational Health. Failure to comply with this policy by October 18, 2021, will result in corrective action up to and including separation of employment. No one wants that to happen, but we must apply the same standards to all and expect the same level of cooperation from all.

Is it legal for CHKD to require this?
Yes. CHKD currently requires other vaccines, including an annual influenza vaccination, as a condition of employment. These policies are designed to keep our patients, and our fellow employees, safe.

Will CHKD still require flu vaccine this year? Is it safe to get both of these vaccines in a short timeframe?
CHKD will still require flu vaccine this year, but we have not yet determined the timeframe for this requirement. According to the latest advice from the CDC, COVID-19 vaccines may be administered at the same time as other vaccinations, or within a short time of each other, with no expected adverse effects.

I work in a CHKD facility, but I am employed by another organization. Does this still apply to me?
Yes. This policy applies to everyone who works, volunteers, or trains in any CHKD facility.

I work for CHKD, but I work remotely from home. Do I still need to get a COVID-19 vaccination?
Yes. We want to protect the health of our workforce, no matter where they work.

Pfizer Fact Sheets

The following fact sheets were recently updated to reflect FDA approval for the 2-dose series for individuals 16 years and older. It is still under EUA for individuals 12-15 years and 3rd dose to individuals 12 years and older with immunocompromise issues.

COMIRNATY (COVID-19 Vaccine, mRNA) is an FDA-approved COVID-19 vaccine made by Pfizer for BioNTech. It is approved as a 2-dose series for the prevention of COVID-19 in individuals 16 years of age and older and is also authorized for emergency use in individuals 12 through 15 years and to provide a third dose to individuals 12 years of age and older who have been determined to have certain kinds of immunocompromise.

CORMINATY (COVID-19 Vaccine, mRNA) is an FDA-approved COVID-19 vaccine made by Pfizer for BioNTech.

  • It is approved as a 2-dose series for prevention of COVID-19 in individuals 16 years of age and older.
  • It is also authorized under EUA to be administered to:
    • prevent COVID-19 in individuals 12 through 15 years, and
    • provide a third dose to individuals 12 years of age and older who have been determined to have certain kinds of immunocompromise.

The Pfizer-BioNTech COVID-19 Vaccine has received EUA from FDA to:

  • prevent COVID-19 in individuals 12 years of age and older, and
  • provide a third dose to individuals 12 years of age and older who have been determined to have certain kinds of immunocompromise.

FDA Authorizes Longer Time for Refrigerator Storage of Thawed Pfizer-BioNTech COVID-19 Vaccine Prior to Dilution

Fact Sheet - Instructions for preparation and administration

Travel Updates - Domestic and International

All Employees

Employees must complete a travel notice form when requesting PTO for travel, OR at least five business days before travel if leave is not required. This form should be submitted to  occupationalhealth@chkd.orgThis form needs to be completed for Domestic and International travel via commercial transportation by all employees.

Domestic and International travel guidelines are frequently changing;  See travel guidelines here.

Fully Vaccinated Employees

Employees who are fully vaccinated who are traveling via COMMERCIAL means (not a personal vehicle) should follow revised guidance from the CDC and complete a travel form and submit it to OccupationalHealth@CHKD.org.

Fully vaccinated employees will not need to quarantine under the current guidelines. Not sure if you're fully vaccinated? You may find a definition of fully vaccinated at the following link - Fully Vaccinated for COVID-19.

Non-Vaccinated Employees

CDC revised guidance and CHKD HIC's committee guidance for employees who are NOT vaccinated and who are traveling via COMMERCIAL means (not a personal vehicle):

  1. Employees who are NOT fully vaccinated must quarantine following domestic and international travel via commercial means.
  2. Employees who are NOT fully vaccinated must contact Occupational Health on return from travel and before returning to work.
  3. When approving PTO vacation requests, please keep the potential for quarantine in consideration when approving leave on the employee's return.
  4. When the travel notice form is received, Occupational Health will notify the manager if quarantine will be required on return. Information on the vaccine is not disclosed, but the need to quarantine is.
  5. It is up to the individual department to allow work from home during the quarantine, as long as the employee is not sick.
  6. Length of quarantine will depend on the NON fully vaccinated employee receiving a COVID-19 PCR test 3-5 days after return. If the test is negative, the quarantine length is seven days (provided the test result is available).
  7. The length of quarantine for employees who refuse to take a COVID -19 PCR test is ten days.

Employee Screening

COVID-19 Screening

  • All employees are required to complete the COVID-19 Virginia Occupational Safety and Health (VOSH) education and COVID-19 Employee Prescreening Acknowledgement Statement in HLC.
  • Use the CHKD COVID-19 Hazard assessment to determine the risk level for your position.
  • Low and medium exposure risk levels require only the completion of the COVID-19 Virginia Occupational Safety and Health (VOSH) education and COVID-19 Employee Prescreening Acknowledgement Statement in HLC.
  • High and very high exposure risk levels also require the completion of a peer-to-peer screening process. Temperature checks are no longer required. See updated peer-to-peer algorithm.
  • For positive employee screenings, please email or call Occupational Health.

Self-Monitoring 

Reminder: All employees are required to self-monitor for symptoms of COVID-19 prior to EVERY shift!

Do you have any of the following symptoms?

  • Fever or chills.
  • New onset cough.
  • Shortness of breath.
  • New onset fatigue
  • New onset muscle or body aches.
  • Headache.
  • New loss of taste or smell.
  • Sore throat, congestion, or runny nose.
  • Nausea, vomitting, or diarrhea.

If YES:

  • Stay home. Do NOT report to work.
  • Notify your department leadership of fever, symptoms, any known COVID exposure, and inability to work.
  • Contact CHKD Occupational Health at 668-7852.
  • Seek medical evaluation if necessary.

Mask Requirements at CHKD

With the highly contagious Delta variant on the rise in the U.S., masks are again required in all CHKD Health System buildings, regardless of vaccination status. This includes buildings that don't see patients and have controlled visitor access.

Masking Safely

Mask Safety 1Recent reports in the news have given many the impression that wearing two masks is required to prevent exposure to SARS-CoV-2, the virus that causes COVID-19 disease. Double masking is a safety measure most helpful for those individuals whose masks aren’t fitted appropriately. All employees should note that what is essential is that you are wearing a well-fitting face covering or medical mask! If your face covering (for staff not involved in patient care) or medical mask fits securely and doesn’t gape at the sides (see picture on right), you are wearing a well-fitting mask, and do not require an additional mask.

  • Check for gaps by cupping your hands around the outside edges of the mask.
  • Make sure no air is flowing from the area near your eyes or from the sides of the mask.
  • If the mask has a good fit, you will feel warm air come through the front of the mask and may be able to see the mask material move in and out with each breath.

Mask Safety 2If your face covering slides around, falls below your nose, and needs constant readjustment, it is recommended you ensure your mask has a metal piece sewn inside the nose area that can be shaped above the bridge of your nose to secure the face covering in place.

For Staff in Non-Clinical Areas

Well-fitting cloth face coverings are still permitted to be worn. If you are using a medical mask that does not fit well, you MAY wear a well-fitting cloth face covering as a second mask, if you wish.

For Those Engaged in Patient Care

If the solutions above do not work to improve the fit of the medical masks available to you through the health system, the following option is provided (this is the least desirable option): A well-fitting cloth face covering may be used over your medical mask. HOWEVER, THIS WILL REQUIRE THAT YOU ALSO WEAR A FULL FACESHIELD FOR ALL PATIENT ENCOUNTERS. In this situation, a cloth face covering over your medical mask is not considered PPE and must be protected from exposure to any blood or body fluids.

Medical Mask Exemptions for Children

The pediatricians of CHKD Medical Group and the pediatric subspecialists of Children’s Specialty Group have developed a unified statement for local school systems regarding medical mask exemptions for children and supporting materials to help children wear masks comfortably. Please make use of the following documents:

Infection Prevention and Control

Why the Change to N95 Use for COVID-19

As many of you are aware, a change to N95 respirator use was recently made. Read why this was necessary here.

Safety Regulations for Common Areas

The Virginia Occupational Safety and Health Program (VOSH) and Virginia Department of Labor and Industry (DOLI) have recently released new Emergency Temporary Standards to slow the spread of COVID-19. While CHKD policies already meet or exceed most of the standards, we will be adopting new practices for common areas like conference rooms and break rooms to be in compliance with this new guidance.

All employees are required to:

  • Adhere to maximum occupancy requirements in common areas, e.g., break and conference rooms. Facilities personnel will be visiting all sites to measure and determine maximum occupancy. Signs will be installed listing maximum occupancy.
  • Complete proper hand hygiene before and after eating and drinking.
  • Maintain at least six feet of distance between you and others whenever you take your mask off.
  • Clean and disinfect the immediate areas you use in common areas, e.g., break and conference rooms, prior to leaving the area. Please use CHKD-supplied cleaners and disinfectants, which meet requirements to kill SARS CO-V2 and other pathogens. These can be ordered by managers/directors who will receive ordering instructions via email. Each product has a "Contact Time" or total time it takes to kill the germs.


    What does this mean for employees?

    • Use paper towels and water to remove any food or dirt from surfaces as needed.
    • Then use a PDI Sani-Cloth AF3 wipe and thoroughly wet the surface area.
    • Allow surface to remain wet for 3 minutes to make sure germs are killed.
    • Surfaces need to air dry only.

    Thank you in advance for keeping our shared workplaces as safe as possible.

    Protecting Yourself from Infection

    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

Treatment Guidelines

Visitor Limits 

New Visitor Guidelines 

  • For doctor's visits or other outpatient appointments, a patient may have two visitors accompany them. When necessary, one of the two may be the patient's sibling. 
  • For inpatient and outpatient surgery, at the main hospital or at a CHKD surgery center, two adults may accompany a patient on the day of surgery.
  • Hospitalized patients may have four designated adult visitors for the duration of their stay. Only two of these visitors may be at the bedside at any given time. Unfortunately, we are currently unable to accommodate sibling visits.  
  • Hospitalized patients with a positive COVID-19 test, and patients under investigation for COVID-19, may have up to two parents, legal guardians, or dedicated caregivers on their visitor list. Only one adult may be at the bedside at any given time. 

CHKD COVID-19 Dashboard

Statistics for CHKD Covid-19 testing will be provided weekly for employees interested in seeing the data trends. A few key points when reviewing these visualizations:

  • Test data represents the PCR and RP2 tests we perform at CHKD on CHKD patients starting on 03/01/2020.
  • Antibody testing data is not included

Every Friday we will update these slides with the most current data.

For a summary of COVID-19 inpatient data, click here.

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.

General Information

Requesting a Medical Record

In an effort to protect the health and safety of our patients, families, visitors, and staff, our release of information department is no longer open to the public. If someone asks for a copy of their child’s medical record, please direct them to our website (CHKD.org) where they will find an authorization request form and information on how to go about receiving their child’s medical record. They can either fax, email, or mail the form to us. Once their request is received, it may take up to 30 days to process. Questions? Please contact our health information management team at (757) 668-7764 or email HIMRecordRelease@CHKD.org.

    (757) 668-7238