Reopening Implementation Plan

Reopening Implementation Plan for the Pennsylvania Department of Human Services’ Interim Guidance for Personal Care Homes, Assisted Living Residences and Private Intermediate Care Facilities During COVID-19

 

FACILITY INFORMATION

This section contains the name and location of the facility along with contact information for an individual designated by the facility. That individual does not have to be the Administrator but should be someone available to respond to questions regarding the Implementation Plan.

1.       FACILITY NAME

Fair Oaks

2.        STREET ADDRESS

2200 W. Liberty Ave.

3.        CITY

Pittsburgh

4.        ZIP CODE

15226

5.        NAME OF FACILITY CONTACT PERSON

Desiree Gress

412-344-9915

DATE AND STEP OF REOPENING

 

6.        DATE THE FACILITY WILL ENTER THE REOPENING PROCESS

Fair Oaks is entering the reopening process September 4, 2020 at Step 2. The facility anticipates a reopening date of October 1st, 2020 as per the Interim Guidance for Personal Care Homes. 

 

7.        SELECT THE STEP AT WHICH THE FACILITY WILL ENTER THE REOPENING PROCESS – EITHER STEP 1 OR STEP 2 (CHECK ONLY ONE)

☒  Step 1

        The facility must meet all the Prerequisites included in the Interim Guidance for Personal Care Homes, Assisted Living Residences and private Intermediate Care Facilities During COVID-19

☒  Step 2

        The facility must meet all the Prerequisites, including the baseline universal test for COVID-19 administered to staff and residents (in accordance with the June 26, 2020, Order of the Secretary of Health)

        AND

Have the absence of any new facility onset of COVID-19 cases for 14 consecutive days since baseline COVID-19 testing

8.        HAS THE FACILITY EXPERIENCED A SIGNIFICANT COVID-19 OUTBREAK? (IF NO, SKIP TO #11)

N/A

 

STRATEGY FOR TESTING, CO-HORTING, PERSONAL PROTECTIVE EQUIPMENT, AND STAFFING

To ensure the facility has taken appropriate measures to protect residents and staff, descriptions of those strategies are required in this section (prerequisites to enter the reopening process).

 

9.        DATE RANGE FOR THE BASELINE UNIVERSAL TEST ADMINISTERED TO STAFF AND RESIDENTS (BETWEEN JUNE 14, 2020 AND AUGUST 31, 2020) IN ACCORDANCE WITH THE JUNE 26, 2020, ORDER OF THE SECRETARY OF HEALTH

8/18/2020                           to                8/18/2020

 

10.     DESCRIBE THE ABILITY TO HAVE COVID-19 DIAGNOSTIC TESTS ADMINISTERED TO ALL RESIDENTS SHOWING SYMPTOMS OF COVID-19 AND TO DO SO WITHIN 24 HOURS

Fair Oaks has a licensed registered nurse on staff. Fair Oaks has a supply of COVID 19 test kits on hand.  The licensed registered nurse on staff is responsible for administering tests for any resident showing symptoms of COVID 19 within 24 hours. The tests will be sent to MHS Laboratories immediately.

 

11.     DESCRIBE THE ABILITY TO HAVE COVID-19 DIAGNOSTIC TESTS ADMINSTERED TO ALL RESIDENTS AND STAFF IF THE FACILITY EXPERIENCES AN OUTBREAK, INCLUDING ASYMPTOMATIC STAFF

Fair Oaks has a licensed registered nurse on staff. She is responsible for administering tests for any resident or employee that experiences symptoms within 24 hours. The tests will be sent to MHS Laboratories. Should the facility experience an outbreak, Personal Care Medical Associates (PCMA) our medical director for the community will provide facility wide testing. Again, all tests will be sent to MHS Laboratories.

 

12.     DESCRIBE THE PROCEDURE FOR TESTING OF NON-ESSENTIAL STAFF AND VOLUNTEERS

At this time, we have no volunteers. We do not anticipate having volunteers until the pandemic has resolved. Non-essential staff is only permitted into Fair Oaks if deemed necessary and are not permitted to be in contact with any residents. All non-essential staff will be screened at the door per the screening protocols outlined in section 18. Any non-essential staff that has any COVID-19 symptoms such as cough or fever will not be permitted into the building.

 

13.     DESCRIBE THE PROCEDURE FOR ADDRESSING RESIDENTS OR STAFF THAT DECLINE OR ARE UNABLE TO BE TESTED

Residents who are unable to be tested on site will be sent to the hospital emergency room for testing. Any staff that declines testing is unable to work in the community. 

 

14.     DESCRIBE THE PLAN TO COHORT OR ISOLATE RESIDENTS DIAGNOSED WITH COVID-19 IN ACCORDANCE WITH PA-HAN-509 PURSUANT TO SECITON 1 OF THE INTERIM GUIDANCE FOR Personal Care Homes, Assisted Living Residences and Intermediate Care Facilities DURING COVID-19.

Fair Oaks is an apartment building and as such is able to quarantine within individual apartments. Should a resident be diagnosed with COVID-19 they will isolate in their apartment.

 

15.     DESCRIBE THE CURRENT CACHE OF PERSONAL PROTECTIVE EQUIPMENT (PPE) AND THE PLAN TO ENSURE AN ADEQUATE SUPPLY OF PPE FOR STAFF (BASED ON THE TYPE OF CARE EXPECTED TO BE PROVIDED)

Fair Oaks Director of Operations is responsible for all ordering of PPE. At the present time we have stockpiled 1800 masks, one dozen shields, and over fifty cases of gloves. As our stockpile depletes, we have a variety of sources to call upon to order additional supplies. They include Colker, PGC, Cintas, and Paper Products INC.

 

16.     DESCRIBE THE CURRENT STAFFING STATUS AND THE PLAN TO ENSURE NO STAFFING SHORTAGES

Fair Oaks is operating with the required staffing ratio of one hour per mobile resident and two hours per immobile resident. If Fair Oaks is to require supplemental staffing, we have standing contracts with two agencies, Around The Clock (ATC) and Capital Healthcare Solutions.  

 

17.     DESCRIBE THE PLAN TO HALT ALL REOPENING FACILITIES AND RETURN TO STEP 1 IF THE FACILITY HAS ANY NEW ONSET OF POSITIVE COVID-19 CASES

Fair Oaks will be following the Ten Initial Steps for Long-term Care Facilities with a confirmed Case of COVID-19. Per the CDC Guidelines, residents will be isolated immediately in their apartment. Anyone entering the apartment will wear appropriate PPE. All other residents of the community will be restricted to their room for a period of 14 days. Active screening of all residents and employees will occur every eight hours. An incident commander will serve as point of contact for all staff, families, and residents.

 

SCREENING PROTOCOLS

In each block below, describe the screening protocol to be used including where screening occurs, method of determining symptoms and possible exposure, and action taken if screening reveals possible virus. Include how the data will be submitted to the Department.

 

18.     RESIDENTS

Fair Oaks has one main entrance for residents, employees, staff, vendors, and visitors. Every person entering the building receives a body temperature scan. Anyone with a fever greater than 100.5 is prohibited from entering the building. Persons entering our building are asked the following questions. 1. Are you experiencing a cough or any shortness of breath? 2. Have you been in close contact with any person diagnosed with COVID-19? 3. Have you been in contact with any person diagnosed with COVID-19 without wearing proper PPE? Everyone entering the building is required to wear a mask and hand sanitizer is available at multiple stations on every floor.

 

19.     STAFF

Please see above.

 

20.     HEALTHCARE PERSONNEL WHO ARE NOT STAFF

Please see above.

 

21.     NON-ESSENTIAL PERSONNEL

Please see above. All non-essential personnel will follow the same screening protocols as outlined in section 18.

 

22.     VISITORS

 At the present time we have no visitors entering the building, however once we reach step 3 the above protocol will be put into place at the designated neutral zone entry point.

 

23.     VOLUNTEERS

At the present time we have no volunteers entering the building.

 

COMMUNAL DINING FOR RESIDENTS UNEXPOSED TO COVID-19

Communal dining is the same for all steps of reopening so there is no need to differentiate among the three steps.

 

24.     DESCRIBE COMMUNAL DINING MEAL SCHEDULE, INCLUDING STAGGERED HOURS (IF ANY)

Only residents who are symptom free, no exposure to COVID, not tested positive for COVID within the last 14 days and not awaiting COVID test results will be permitted to eat in the dining room. Dining times are scheduled as follows: Breakfast 7:45am to 9:30am, Lunch 12:00pm to 1:30pm, Dinner 5:00pm to 6:30pm.

 

25.     DESCRIBE ARRANGEMENT OF TABLES AND CHAIRS TO ALLOW FOR SOCIAL DISTANCING

All residents’ tables and chairs are physically distanced at least six feet apart. All residents have assigned seats. Hand sanitizer are provided at each table. Only individual packaged snacks are available. Tables and chairs are sanitized between each meal. No guests are permitted during mealtime.

 

26.     DESCRIBE INFECTION CONTROL MEASURES, INCLUDING USE OF PPE BY STAFF

All staff are required to wear masks during their shift. All staff are required to use gloves when entering a resident’s room. Hand sanitizing stations can be found on every floor. Additionally, face shields are used during any COVID testing procedure.

 

27.     DESCRIBE ANY OTHER ASPECTS OF COMMUNAL DINING DURING REOPENING

N/A

 

ACTIVITIES AND OUTINGS

In each block below, describe the types of activities that will be planned at each step and the outings that will be planned at Step 3 (an all-inclusive list is not necessary). Include where they will be held and approximately how many residents will be involved. Describe how social distancing, hand hygiene, and universal masking will be ensured. Also include precautions that will be taken to prevent multiple touching of items such as game pieces.

 

28.     DESCRIBE ACTIVITIES PLANNED FOR STEP 1 (FIVE OR LESS RESIDENTS UNEXPOSED TO COVID-19)

Residents are physically distanced six feet apart. Residents are provided hand sanitizer at the start of every activity. Residents who are able are asked and reminded to wear a mask. Only residents who are symptom free with no exposure to COVID 19 and have not tested positive for COVID 19 within the past 14 days will be able to participate in activities.

 

29.     DESCRIBE ACTIVITIES PLANNED FOR STEP 2 (TEN OR LESS RESIDENTS UNEXPOSED TO COVID-19)

No more than ten residents are permitted to gather at an activity at one time. Residents are physically distanced six feet apart. Residents are provided hand sanitizer at the start of every activity. Residents who are able are asked and reminded to wear a mask. Only residents who are symptom free with no exposure to COVID 19 and have not tested positive for COVID 19 within the past 14 days will be able to participate in activities.

 

30.     DESCRIBE ACTIVITIES PLANNED FOR STEP 3

There is no capacity limit to attend activities. Residents are physically distanced six feet apart. Residents are provided hand sanitizer at the start of every activity. Residents who are able are asked and reminded to wear a mask. Only residents who are symptom free with no exposure to COVID 19 and have not tested positive for COVID 19 within the past 14 days will be able to participate in activities. 

 

31.     DESCRIBE OUTINGS PLANNED FOR STEP 3

Fair Oaks has adopted a policy of no scheduled outings until the pandemic is over.

 

NON-ESSENTIAL PERSONNEL

In Step 2, non-essential personnel deemed necessary by the facility are allowed (in addition to those already permitted in Section 4 of Interim Guidance for Personal Care Homes, Assisted Living Residences and Intermediate Care Facilities During COVID-19). In Step 3, all non-essential personnel are allowed. Screening and additional precautions including social distancing, hand hygiene, and universal masking are required for non-essential personnel.

 

32.     DESCRIBE THE LIMITED NUMBER AND TYPES OF NON-ESSENTIAL PERSONNEL THAT HAVE BEEN DETERMINED NECESSARY AT STEP 2

Non-essential personnel are defined as those individuals who keep the physical structure of Fair Oaks operational. Non-essential personnel are allowed as determined necessary by the needs of the facility.

 

33.     DESCRIBE HOW SOCIAL DISTANCING, HAND HYGIENE, AND UNIVERSAL MASKING WILL BE ENSURED FOR NON-ESSENTIAL PERSONNEL AT STEPS 2 AND 3

All non-essential personnel must be screened at the front desk. Additional precautions will be used such as hand hygiene, social distancing and masking. The security guard at the front desk will ensure compliance.

 

34.     DESCRIBE MEASURES PLANNED TO ENSURE NON-ESSENTIAL PERSONNEL DO NOT COME INTO CONTACT WITH RESIDENTS EXPOSED TO COVID-19

All non-essential personnel upon entering the building will be educated in Fair Oaks protocol regarding no contact with residents. This includes riding in elevators and entering common areas where residents are present.

 

VISITATION PLAN

For visitation to be permitted in Steps 2 and 3 of reopening (as described in Section 6 of Interim Guidance for Personal Care Homes, Assisted Living Facilities and Intermediate Care Facilities During COVID-19), the following requirements are established. Screening and additional precautions including social distancing, hand hygiene, and universal masking are required for visitors.

 

35.     DESCRIBE THE SCHEDULE OF VISITATION HOURS AND THE LENGTH OF EACH VISIT

Fair Oaks will schedule visitation Monday through Saturday between the hours of 10am – 4pm. The length of each visit will be 20 minutes.

 

36.     DESCRIBE HOW SCHEDULING VISITORS WILL OCCUR

Visitation is scheduled through the activities department. All visitation is received by calls, texts, or emails and put on a schedule.

 

37.     DESCRIBE HOW VISITATION AREA(S) WILL BE SANITIZED BETWEEN EACH VISIT

A staff member will be required at the visitation site during all visits. The staff member will wipe down all chairs and tables with Lysol wipes. In addition, the area will be sprayed with Lysol disinfectant spray in between each visit.

 

38.     WHAT IS THE ALLOWABLE NUMBER OF VISITORS PER RESIDENT BASED ON THE CAPABILITY TO MAINTAIN SOCIAL DISTANCING AND INFECTION CONTROL?

The designated neutral zone visitation space allows for the resident plus a maximum of 4 visitors, which complies with social distancing requirements.

 

39.     DESCRIBE THE ORDER IN WHICH SCHEDULED VISITS WILL BE PRIORITIZED

Visitation is scheduled on first come first serve basis.

 

STEP 2

40.     DESCRIBE HOW THE FACILITY WILL DETERMINE THOSE RESIDENTS WHO CAN SAFELY ACCEPT VISITORS AT STEP 2 (CONSIDERING SUCH SAFETY FACTORS AS EXPOSURE TO OUTDOOR WEATHER AND TRANSPORTING RESIDENT TO VISITOR LOCATION)

Only residents that have tested negative for COVID 19 and have not been exposed to COVID 19 will be allowed to have visitations.

 

41.     DESCRIBE THE OUTDOOR VISITATION SPACE FOR STEP 2 TO INCLUDE THE COVERAGE FOR SEVERE WEATHER, THE ENTRANCE, AND THE ROUTE TO ACCESS THE SPACE

All visitation at Fair Oaks will be indoors.

 

42.     DESCRIBE HOW A CLEARLY DEFINED SIX-FOOT DISTANCE WILL BE MAINTAINED BETWEEN THE RESIDENT AND THE VISITOR(S) DURING OUTDOOR VISITS

N/A

 

43.     DESCRIBE THE INDOOR VISITATION SPACE THAT WILL BE USED IN THE EVENT OF EXCESSIVELY SEVERE WEATHER TO INCLUDE THE ENTRANCE AND THE ROUTE TO ACCESS THE SPACE

All Fair Oaks visitation will be held indoors. The indoor neutral zone space is the Fair Oaks auditorium. The auditorium will be divided in half. There is a separate entrance for each half and a separate exit for each half. Residents will not need to cross over into the other visitation space in order to access their visitation space.

 

44.     DESCRIBE HOW A CLEARLY DEFINED SIX-FOOT DISTANCE WILL BE MAINTAINED BETWEEN THE RESIDENT AND THE VISITOR(S) DURING INDOOR VISITS

Fair Oaks will supply six-foot tables in the visitation site. Visitors and residents will be asked to sit at opposite ends of the tables.

 

STEP 3

45.     DESCRIBE HOW THE FACILITY WILL DETERMINE THOSE RESIDENTS WHO CAN SAFELY ACCEPT VISITORS AT STEP 3 (CONSIDERING SUCH SAFETY FACTORS AS TRANSPORTING RESIDENT TO VISITOR LOCATION)

Same as step 2.

 

46.     WILL OUTDOOR VISITATION BE UTILIZED AT STEP 3? IF NO, SKIP TO QUESTION #52

N/A

 

47.     DESCRIBE THE OUTDOOR VISITATION SPACE FOR STEP 3 TO INCLUDE THE COVERAGE FOR SEVERE WEATHER, THE ENTRANCE, AND THE ROUTE TO ACCESS THE SPACE (IF THE SAME AS STEP 2, ENTER “SAME”)

N/A

 

48.     DESCRIBE HOW A CLEARLY DEFINED SIX-FOOT DISTANCE WILL BE MAINTAINED BETWEEN THE RESIDENT AND THE VISITOR(S) DURING OUTDOOR VISITS (IF THE SAME AS STEP 2, ENTER “SAME”)

N/A

 

49.     DESCRIBE THE INDOOR VISITATION SPACE THAT WILL BE USED TO INCLUDE THE ENTRANCE AND THE ROUTE TO ACCESS THE SPACE (IF THE SAME AS STEP 2, ENTER “SAME”)

SAME

 

50.     DESCRIBE HOW A CLEARLY DEFINED SIX-FOOT DISTANCE WILL BE MAINTAINED BETWEEN THE RESIDENT AND THE VISITOR(S) DURING INDOOR VISITS (IF THE SAME AS STEP 2, ENTER “SAME”)

SAME

 

51.     FOR THOSE RESIDENTS UNABLE TO BE TRANSPORTED TO THE DESIGNATED VISITATION AREA, DESCRIBE THE INFECTION CONTROL PRECAUTIONS THAT WILL BE PUT IN PLACE TO ALLOW VISITATION IN THE RESIDENT’S ROOM

There will be no visitation in resident rooms. All residents are able to be transported to the visitation space.

 

VOLUNTEERS

In Step 2, volunteers are allowed only for the purpose of assisting with outdoor visitation protocols and may only conduct volunteer duties with residents unexposed to COVID-19. In Step 3, all volunteer duties may be conducted, but only with residents unexposed to COVID-19. Screening, social distancing, and additional precautions including hand hygiene and universal masking are required for volunteers.

 

52.     DESCRIBE INFECTION CONTROL PRECAUTIONS ESTABLISHED FOR VOLUNTEERS, INCLUDING MEASURES PLANNED TO ENSURE VOLUNTEERS DO NOT COME INTO CONTACT WITH RESIDENTS EXPOSED TO COVID-19

Fair Oaks is not accepted volunteers at this time.

 

53.     DESCRIBE THE DUTIES TO BE PERFORMED BY VOLUNTEERS DURING STEP 2

N/A

 

Desiree M. Gress                                                                             September 5, 2020

____________________________________________   _____________________________

SIGNATURE OF ADMINISTRATOR                                                           DATE