MALDON HOUSING ASSOCIATION – PANDEMIC MANAGEMENT PLAN
Moving to each new phase will be at the discretion of the Management Team, based on the best information available at the time.
PHASE ONE – WARNING OF PANDEMIC – IMPLEMENTED 01-03-2020
During this initial phase the Plan will be reviewed and the following preparations made:
• CEO to be responsible for obtaining regular government agencies’ advice and guidance and to timely disseminate to staff throughout the Pandemic
• CEO to be responsible for the update of the plan with any new emergency contact details and information supplied by government agencies, doctors, etc.
• Management Team to agree how staff will operate throughout the three houses to minimise the spread of infection for the duration of a Pandemic and delegation of duties in phase two of the Plan
• Management Team to confirm a list of vital functions to be maintained under their areas of responsibility
• Supported Housing Manager to be responsible for ensuring Residents’ family and medical information is fully updated
• CEO to be responsible ensuring Staff members’ family and medical information is fully updated
• Facilities Manager to be responsible for assessing all known repair and maintenance requirements and prioritise and best manage emergency work
• Facilities Manager to be responsible for timely procurement of stocks of hand gel, disinfectant surface wipes, tissues, disposable gloves, bin liners etc
• Facilities Manager to be responsible for procuring and displaying Notices on Infection control and other relevant posters, information leaflets etc in all houses
• CEO to be responsible for providing all staff with relevant, updated contact numbers
• Management Team to note staff leave booked for the next 3 months
• Supported Housing Manager to be responsible for ensuring all Staff undertake / retake training on infection prevention and control
• CEO and Supported Housing Manager to be responsible for liaising with Residents regarding the Plan as relevant at each stage
• Supported Housing Manager to be responsible for ensuring all staff are instructed in switching Centra Lifeline to remote.
• CEO to be responsible to establish from GPs details of the inoculation position/plan
• CEO to be responsible for ensuring two trained members of staff and two remote access points are available to process payments on Sage Bankline and Payroll
• CEO to be responsible for production of draft letters ready to inform Residents and their Next of Kin to communicate measures being implemented and why
• Management Team to be responsible for meeting with all staff, familiarising them with the situation and this Plan
• The Chair of Trustees will be responsible for communicating with Media.
• Trustees only to attend if requested to do so.
PHASE TWO – IMPLEMENTATION OF THE PLAN UPON CONFIRMATION OF PANDEMIC – IMPLEMENTED 11-03-2020
The Management Team will be responsible for communicating to all staff and Trustees, confirmation of implementation of this emergency plan, delegate the duties listed below and re-issue the updated Plan (now containing additional information, government agencies’ advice, guidance and contacts etc).
Infection Control
• Notices on Infection Control Measures and other relevant guidance available – to be distributed to all houses
• Boxes of tissues, pedal bins and hand gel etc – to be distributed to all houses
• Notices to be put up advising on Infection Control Measures and other relevant guidance available in all communal areas and offices – all houses
• Boxes of tissues, pedal bins and hand gel and supplied in all communal areas and offices – all houses
• Cleaning routines in communal areas and offices – to be increased – all houses, at the expense of less essential work. This will include regular disinfection of door handles, remote controls, communal lounge kitchens, laundry rooms and all surface areas, corridor hand-rails, stair-lifts, telephones, computer keyboards etc.
Communication
• Letters to be sent to all residents explaining measures to be taken and why
• Letters to be sent to Residents’ Next of Kin, explaining the above
• Board of Trustees to be informed
Administration
• Voids in progress to be completed, all new flat allocations to be put on hold
• A small stock of single-signed blank cheques (for non-Bankline suppliers) and £500 in cash to be placed in the office safe. (Cheque signatories are as follows: CEO, Supported Housing Manager, Chair of Trustees and Chair of Finance.)
Doctors Surgery Location / Times Telephone Number
NHS Non-Emergency Helpline 24hrs. Advice Line 111
Blackwater Medical Centre Maldon 01621 876760
Longfield Medical Centre Maldon / Out of hrs. – answer machine message for call out no. 01621 876433
Danbury Medical Centre Danbury / Out of hrs. – answer machine message for call out no. 01245 221777
PHASE THREE – MAINTENANCE OF VITAL SERVICES – IMPLEMENTED 23-03-2020
VITAL SERVICES
• Emergency call system
• Daily checks on Residents
• Ensuring access for Carers
• Cleaning common areas as required for infection control
• Shopping for essential supplies for residents who can’t get out (food and medications)
• Carrying out or organising contractors to carry out maintenance emergencies and urgent jobs (ones that threaten health and safety and maintain vital services)
• Ensuring carparks and pathways are clear (and salting key areas if during freeze)
• Salary payments
• Banking
• Invoice payments
• Maintaining a Business presence -answering phone / emails / post
• Ordering/maintaining essential supplies infection control, cleaning materials etc
During this phase, staff will be deployed with an aim to maintain vital services, cutting back on non-vital services as staff levels and government directions dictate
• Signs to be placed on all external doors prohibiting the entry of all non-essential persons
• Social events in all Houses to be cancelled, including coffee mornings etc
• Guest room bookings to be cancelled
• No new guest room bookings to be taken
• The Home Help service to be cancelled
• No maintenance or repair work within flats or communal areas to be undertaken, unless they produce a threat to health and safety or maintenance of vital services)
• The office telephone answer-machine message to be reset to take account of the current situation
• Association work that can be undertaken remotely, will be done from staff members homes
• The Senior Team will liaise daily deciding services that can be maintained, what works must be abandoned and where available staff should be deployed