COVID-19: Procedures for Attendance at Frontline Site
The following procedure ensures the Frontline team and our visitors are aware of our codes of conduct, rules of engagement and health & safety measures/controls that are in place to protect our team and all our visitors. Following the outbreak of COVID-19 and the global status of ‘pandemic’ being declared, Frontline Consultancy have added measures and controls to safeguard our team and yours when visiting each others sites.
Frontline Consultancy have added additional measures and controls to safeguard all staff and visitors to site, following an independent internal audit being conducted, to allow a phased return to work strategy (encompassing controlled attendance of visitors to site) that complies with HM Governments guidelines to self-certify as ‘COVID Secure’ and exercise the advice of ‘Stay Alert, Control the Virus and Save Lives’.
Detailed steps and procedures when attending our Handforth site
In order to address the findings of the health and safety risk assessment, Frontline Consultancy have taken the following steps:
- Reduced the building occupancy to a third of normal capacity (to facilitate appropriate social distancing of a minimum of 2 metres)
- Introduce clear and prominent signage from the outside of the building and throughout
- Implemented a flow control system to encourage clockwise movement with separate channels for moving in and out of common walkways
- Where possible, encouraging virtual meetings to reduce on-site visitors, but where this is not possible, ensure all appropriate measures defined within this policy are extended to our visitors)
- Requesting completion of a site visit questionnaire before visiting any other business premises (due diligence questions will be asked of visitors to attend our site that is based on our own Staff Return to Work Questionnaire)
- Provision of Personal Protective Equipment (PPE) for staff and visitors (these items are provided by Frontline and staff are encouraged to use them and change them as appropriate to their role / duration of visit):
- Disposable, surgical grade, latex gloves
- Disposable face masks
- Provision of alcohol wipes to clean any hardware to be sent out to Customers or staff
- Provision of surgical grade disinfectant and personal spray bottles for cleaning the surrounding work environment
- Removal of ‘hot-desking’ to reduce areas of contact by others
- Clean down of all meeting room surfaces ahead of a meeting and at the end of the meeting (Frontline staff involved in the meeting will do this)
- Provision of separate Human Interface Devices (HIDs) where certain ‘shared’ screens exist
- Non-contact Infrared thermometer for fever detection (to help identify a common symptom of COVID-19)
- Disposable compostable cutlery to reduce possible spread through high use items
- Whilst thermal scanners cannot detect COVID-19, they can determine individuals with a higher than normal body temperature (where normal is defined by the WHO as between 36.5oC and 37oC). Therefore, the introduction of an infrared thermometer for use by all staff to record their temperature at the start of their working day and to be used by staff on any inbound visitors (at the point of their arrival) to ensure appropriate precautions are taken. Please note that vigorous exercise can have an impact on the body’s temperature, so if someone has walked briskly on a hot day or a member of staff has returned to the office after a long run, it is advised to allow some time to cool down before taking your temperature as people with elevated temperatures will be asked to leave the building to ensure extreme caution is exercised.
- In addition to the above, alcohol-based hand gel and increased cleaning has also been increased to ensure further precautions are being taken.
- Normal provisions such as lunch or any external catering will be suspended (temporarily) as a control precaution. This is not to cause offence, but to reduce the likelihood of introducing external contaminants into the working environment.
With the implementation of the above measures and controls, the categorisation of ‘visitor’ should be defined to ensure there are no visitors not catered for by these additional measures:
*Contractors have significantly more consideration due to their specialist services they provide, the potential scope of works and duration on site and the additional risk assessment and method statements that must be in place ahead of visiting or beginning work. Full code of conduct and guidelines are outlined within the Contractor Policy and are made available as apprpropriate due to the unique nature of their attendance on site.
In cases E and F, the visitor to site is normally known about and planned, but internal access to the building is not required, therefore staff protection through PPE and wiping down of contact areas with surgical grade disinfectant is appropriate. For all other visitors, access to site is only authorised with advanced notification as per our normal policies. This allows us to control building occupancy and make sure that prerequisite checks (including completion of the ‘COVID-19 Customer Questionnaire’ that forms part of the approval for site attendance) are completed.
For Customer’s, Prospects and Suppliers, these visitors are always escorted on-premise, registered as a visitor within the reception area, shown the appropriate policies (before entry into the main office environment) and accompanied into the building by a member of staff who is aware of our measures and controls (as well as our policies).
The contractors we employ are competent, work safely, support our information security policies and present minimal risk to our business and personal safety however they are still required to follow the above as well as the Contractors Policy.
Our Team Visiting You
As a service provider, Frontline deliver managed and professional services to a large number of organisations. We are taking the precaution to ensure that (as a minimum) the ‘five steps to safer working together’ have been implemented by your organisation before our team are able to return to ‘on-site’ working. Please note that as part of our duty of care to our team and in consideration of the health, safety and well-being of your team, we have listed below a 10-point checklist which we will complete with you before we can commit to attending your premises, until HM Government issue any further relaxation on recommended lockdown measures.
In most cases, remote working is appropriate for implementations, technical and business support, service reviews and all other meetings, however in certain cases, physical onsite presence will be required to when delivering services to our customers. To this purpose, Frontline are looking to ensure we risk assess social interaction and site attendance in preparation and readiness for the need to attend site, so as not to cause unnecessary delay in the delivery of that services.
Please note, Frontline do provide services to our nation’s front-line key workers, national services and critical infrastructure (including transportation, healthcare, pharmaceuticals, and financial services), as such we need to ensure we employ additional measures and controls to manage transmission risk.
As part of our own business risk assessment, we have determined that to safeguard our staff, we can only consider on-site attendance if the attached checklist has been completed and satisfactory measures and controls have been implemented as a direct result of the COVID-19 pandemic and that these controls and measures satisfy our business of appropriate transmission risk mitigation. In line with HM Government guidelines, we have published our own results on our website so that you can ensure our assessment meets your requirements. Please be aware that in addition to both parties being satisfied of our collective management of transmission risk, we also must consider appropriate transportation and accommodation. This is because public transport is still considered a higher risk method of transportation, and accommodation (such as overnight stay at a hotel) is not currently possible.
COVID-19 Customer Questionnaire:
- Do you have a COVID-19 crisis management team assembled within your business (if so, please provide the appropriate e-mail address for communication)?
- Have you provided awareness communication to all of your staff and displayed appropriate signage throughout your business?
- Have any of your staff been positively diagnosed with, or are suspected of having contracted COVID-19?
- Has anyone who has been positively diagnosed or are suspected of having COVID-19 attended site within the last 14 days?
- Has any personal protective equipment been made available to staff or visitors who attend your site (please list)?
- Have you carried out a COVID-19 risk assessment?
- Do you have cleaning, hand washing and hygiene procedures?
- Have you encouraged wherever possible that all staff who are able to, work from home?
- Are reasonable steps in place to enforce and maintain 2m social distancing within your workplace?
- Have additional measures been implemented for high risk contact areas or touch points been regularly disinfected?
Operational Service Hours Options
Normal Business Hours = 08:00 – 18:00, Monday to Friday
Extended Business Hours = 08:00 – 22:00, Monday to Friday
Complete Business Hours = 24 hours a day, 7 days a week