Procedure Name: COVID-19 Possible Exposure Procedure (Temporary)

Launch Date: 12/15/2020

Last Update: 12/15/2020

Author Name: Gerri Gentilquore

Author Title: Director of Compliance

Version: 1.0

PURPOSE

This document, along with our Business Continuity Plan, summarize the COVID-19 specific procedures related to EZ Messenger’s response to a positive test result, or possible exposure of employee(s) to COVID-19 and the health and safety precautions expected by EZ Messenger and our clients during the COVID-19 outbreak. This procedure is created in an effort to help reduce the risk of transmission of the COVID-19 virus and lessen the impact of possible exposure to the COVID-19 virus to protect the health and safety of all individuals involved, from office personnel, to process servers, Clients, and parties interacted with inside the EZ Messenger offices.

RESPONSIBILITIES

Each EZ Messenger employee, vendor, and independent contracting process server working with EZ Messenger.

ESCALATION POINT OF CONTACT

Director of Client Relations

Director of Compliance

Director of Vendor Operations

DEFINITIONS

CDC - Centers for Disease Control. A national public health institute in the US.

Close Contact - When a person was within 6 feet of an infected person for a cumulative total of 15 minutes (or more) over the course of a 24 hour period beginning from two days prior to symptoms or positive test collection.

COVID-19 - a.k.a. coronavirus, 2019 novel coronavirus, or 19-nCoV. A newly discovered illness caused by a coronavirus that is spread from person to person. Generally, it is thought this is an airborne transmission, but may also be transmitted from surfaces when the person then touches their mouth, nose, or eyes.

Exposure - When a person has been in close proximity to another person who has tested positive for COVID-19 and that person was still within what may be considered their ‘quarantine’ period.

Gloves - Disposable gloves made from latex, rubber, nitrile, plastic, or PVC designed for medical or food preparation use.

Hand washing - Thoroughly washing hands with soap and water for 20 seconds or longer.

Hand sanitizer - Liquid, gel, or foam used to decrease germs and other infections materials and agents on the hands. Hand sanitizer must contain at least 60% alcohol and not have been left in the heat to be considered effective as heat will evaporate the alcohol, reducing the alcohol content.

Mask - Cloth facial coverings used to help reduce the transmission of certain types of diseases to others. A mask should cover the nose and mouth and be secured to the face in some manner. Masks as referred to here are the type which will help the wearer from spreading the virus to other persons and may be homemade or store bought but do not need to be surgical quality such as N95 or surgical masks.

Manager/ Management - For the purpose of this document for employees of EZ Messenger this means any immediate manager or higher. For independent contractors (process servers) this means contacting Vendor Operations.

Personal health check - A self-conducted review of your personal health status as it pertains to things such as, but not limited to: your temperature, trouble breathing, a cough, chills, loss of smell, loss of or change in taste, sore throat, possible exposure to others with symptoms or whom have tested positive for COVID-19.

Quarantine - 10 to 14 day period during which a person should not have contact with other persons. This period generally beginning on the day symptoms begin, or exposure to another party with COVID is known to have occurred with ‘close contact’ and ends 10-14 days later, or 1 week after a negative test result.

Sanitization - Thorough professional cleaning of the workplace using safe and powerful disinfectants proven to kill 99.9% of all germs including the COVID-19 virus.

Social distancing - Maintaining a six (6) foot distance from others who are not part of your direct household.

Symptoms - Include, but not limited to: loss of taste, loss of smell, fever, trouble breathing, congestion/ runny nose, body aches, and cough.

PROCEDURE

For the health and safety of our employees, contractors, and the general public it is imperative that all staff, contractors, and visitors should follow the procedure as outlined herein.

General Expectations

• All persons are expected to perform a daily personal health check as indicated in the COVID-19 Health and Safety Policy.

• All persons who have symptoms, have tested positive for, have interacted with someone who may have, or is symptomatic of, COVID-19 should notify Management immediately. You should also notify Management if you are aware of someone interacting with others who meets this qualification who is employed by or contracted for services by EZ Messenger.

• Follow CDC guidelines, or any rule imposed by an applicable governing agency specific to your local area which may be more stringent.

Phase 1

• If a person is positive for COVID-19, or has had close contact with, a person who tested positive for COVID-19 and has been to the office within the quarantine period they should notify Management immediately. These person(s) should avoid coming to the office and should notify Management by phone or by Teams.

• Management will collect information such as: other employees, clients, vendors, or independent contractors who may have been exposed, when the person possibly contracted the virus, if a COVID test has been taken and the result of the test, etc.

Phase 2

• Management will arrange for an immediate sanitization of the office including all workspaces, equipment, and common areas. This sanitization will occur as soon as possible and will be separate from the regular sanitization schedule.

• Management will make sure to reach individually out to possible exposed staff, clients, vendors, independent contractors, or other parties who may have had close contact with the person identified in Phase 1 while doing their utmost to protect confidentiality. Exposed staff should self-quarantine for a minimum of 1 business day to monitor for symptoms. A longer duration may be pertinent depending upon exposure level.

Phase 3

• Notify office of possible exposure. This may include in person, paper posted information, or a Teams meeting.

• Reinforce with staff the importance of following CDC / office guidelines pertinent to COVID-19 and how to help avoid the transmission. Including either a review of the COVID-19 Health and Safety Policy and information on where this can be found to review at any time.

• Begin regular daily touchless temperature checks. Temperature of each employee will be taken prior to the start of their day and again after lunch for at least one week, then may be reduced to once daily over the course of the next week. This may increase to twice daily at any time there is possible exposure.

Phase 4

• Offer informational resources when appropriate such as: information on best practice for avoiding exposure, where to obtain testing, information to review regarding COVID-19, etc.

• Ensure staff are aware of the importance of staying at home to help protect their fellow staff members.

• Ensure staff have a way to contact Management outside of business hours.

• If feasible, members of staff may be offered the opportunity to temporarily work from home. Seniority, job duties, and equipment availability will be taken into account.

• Permit staff to take PTO should they wish to/ need to based upon exposure or self-quarantine.

• Staff who opt to take time off for testing should remain out of the office until results come in.

EXCEPTIONS, LIMITATIONS, AND SEVERABILITY

Exceptions may be made to individual portions of this procedure as stated above depending upon the situation. This procedure is not intended to replace all sources of information regarding COVID-19. As such sections of this procedure may refer to other external information sources for reference. This procedure may be modified periodically or terminated in its entirety as new information becomes available regarding the transmission, treatment, or cure of COVID-19. All parties should abide by any orders from the Centers for Disease Control (CDC), the Opening Up America Again guidelines (Opening Up), and by any Federal, State, or Local emergency rules and orders which may supersede these guidelines.

EZ Messenger recognizes that the health and safety of its staff are of the utmost importance and therefore staff will not be penalized if they choose to make use of PTO to remain home for a self-quarantine period. No staff member is to be penalized for making use of PTO to take time off to get tested. No staff member will be penalized for reporting the possibility of exposure to Management. No staff member will be penalized for reporting if they know of another staff member coming to work with symptoms.

REFERENCES AND RESOURCES

Centers for Disease Control - https://www.cdc.gov/coronavirus/2019-ncov/your-health/index.html

Federal, State, and Local emergency orders, rules, and regulations regarding COVID-19

Opening Up America Again - https://www.whitehouse.gov/wp-content/uploads/2020/04/Guidelines-for-Opening-Up-America-Again.pdf

Keywords: COVID-19, coronavirus, pandemic, rona, corona, novel, policy