Mandatory Flu Vaccine Policy Colleague Questions and Answers as of September 5, 2017
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1 Mandatory Flu Vaccine Policy Colleague Questions and Answers as of September 5, 2017 Why are we being mandated to get a flu shot? According to the CDC, annual hospitalizations in the U.S. attributed to the flu are in the hundreds of thousands and deaths in the tens of thousands. Research overwhelmingly points to hospital staff vaccinations as the most effective way of protecting colleagues and patients from contracting the flu. How will the shot be administered? Organized flu vaccine clinics are held in September and October at each ministry. Colleagues can also receive the vaccine after the clinics have concluded through Employee Health. Vaccines will be given to colleagues through a quick shot in the upper arm. Colleagues must be vaccinated or provide documentation of vaccination elsewhere no later than Saturday, October 28, May I refuse to get vaccinated? Colleagues will only be allowed to decline vaccination due to medical reasons or religious beliefs. Colleagues will be required to sign an Informed Healthcare Worker Declination form and submit to Human Resources (HR) a signed affidavit by a medical provider or religious leader verifying the need for declination no later than Saturday, October 28, Further explanation of the declination is not required. Colleagues choosing to decline are required to wear a mask in the ministry when flu activity is reported by the Centers for Disease Control and Prevention (CDC), state or local health departments, or the Local Systems determine that flu is a risk in the community. The colleague may accept the vaccine after declination if desired and vaccine is available. The colleague will be required to wear a mask for 14-days post vaccination (when masking is required) to allow the vaccine to become effective. Non-compliance will be considered breach of policy and the colleague will be subject to disciplinary action. The Informed Healthcare Worker Declination form is available from your local HR department. If I have concerns about the vaccine or being vaccinated what should I do? Colleagues are encouraged to talk with their doctor. If you don t have a primary care doctor and would like to find one, contact HSHS Medical Group. When and where do I need to wear a mask if I decline the vaccine? The requirement that colleagues who decline a flu vaccine wear a mask will be determined based on the level of flu activity in the community. The two levels and requirements for mask usage by colleagues are as follows: Level 1: If there is no flu activity reported in the state by the CDC, state or local health departments, colleagues who decline the flu vaccine are not required to wear a mask. Level 2: When widespread flu activity is reported by the CDC, state or local health departments, each Local System Chief Medical Officer (CMO) and/or Infection Prevention manager will determine the onset and end of influenza presence in the community based on public health surveillance information. Once they determine local activity is present, masks are required to be 1
2 worn throughout the facility, except in break rooms, restrooms, and while eating. Can I decline for reasons of religious beliefs? Yes, but anyone who refuses to get a flu shot will have to sign a declination form and provide a signed affidavit from a religious leader verifying the reason for declination. Further explanation of the reason for declination is not required. The colleague will also be required to wear a mask when flu activity is reported in the community. I have an egg allergy. Will I be required to wear a mask or will the Flublok vaccine be an option? If you have an egg allergy, you will need to sign the declination/waiver and return with signature by your medical provider to your Local System s HR department. You will be required to wear a mask when flu activity is reported in the community. However, you may consult with your physician regarding alternative vaccines. The vaccine will be covered under the HSHS Healthy Plan. How will anyone know if I had flu vaccine? A sticker will be placed on the ID badge of every colleague who receives the vaccine. If you don t have a sticker, you ll be required to wear a mask. Providing a flu sticker to an unvaccinated colleague or the wearing of a flu sticker by an unvaccinated colleague will result in disciplinary action up to and including termination. What if I forgot my badge? If you are not wearing your badge, you face disciplinary action for that infraction. In addition, you will be required to wear a mask. Where should the flu shot sticker be placed on the ID badge? The 2017 flu sticker should be placed on the front side of the badge below the local affiliate s name and next to the colleague s picture. Care should be taken to ensure the sticker is placed above the bar code/strip on the back side of the badge as not to interfere with the badge s use with the time clocks. What if I work in a non-clinical area and decline to get the shot. Why do I need to wear a mask at all times during a widespread outbreak? Even though you may not have routine contact with a patient, you may encounter a patient, family members or other colleagues in common areas. It s important to protect the spread of the 2
3 flu in all areas of the health system. Do I still need to wear a mask while I m sitting at my desk in my office or cubicle? Yes. During a widespread outbreak of the flu we want to ensure we are protecting not only patients and visitors, but also colleagues from the flu, which is a virus spread mainly by droplets distributed when people with flu cough, sneeze or talk. You will be able to remove the mask while eating in a break room or food service area. You will also be able to remove the mask in a restroom. If colleagues are wearing masks, how will that look to the public? Won t it appear as if the ministry is highly contagious? We are letting our patients and public know about this policy. An extensive internal marketing campaign is educating patients and visitors about this new policy and why some colleagues are wearing a mask. Since the flu vaccine is mandatory, will I still need to complete a CBL on flu prevention? The decision to assign colleague education on flu prevention will be the responsibility of the local ministry. Will contract employees also be required to get a flu vaccine? Yes. In most cases, they will also be required to pay for their vaccine and provide a detailed receipt that they received a vaccine (e.g. physician s office, pharmacy, etc.). What about volunteers? Yes. Vaccinations provided by the entity will be paid for by the entity. What about construction workers and vendors? Yes. Anyone who is issued a temporary ID and has access to patient areas will need a vaccine or will be required to wear a mask. They will also be required to provide documentation that they received a vaccine (e.g. physician s office, pharmacy, etc.). What type of documentation do I need to present if I get a flu vaccination from an outside third party? If you receive a shot from a third party (e.g. physician office, pharmacy), you should get a detailed receipt (much like you would receive with a prescription) which has your name on it. This detailed receipt is the proper documentation that you must provide (as opposed to a generic receipt). If you get the shot from your primary care provider or a public health facility, the physician s office or clinic should provide you with documentation. In addition, Colleagues will be required to sign the Colleague Influenza Vaccination Received Elsewhere form. Will tenants who work on health system property be required to get a flu shot? No. The requirement only pertains to staff, volunteers and contractors who are issued an ID to work for an extended period of time in the local system (i.e. construction workers). 3
4 What about clergy and volunteers who offer Communion? Yes. If they have access to patient areas, they should get a flu vaccine or wear a mask. They will be offered access to the free flu vaccine clinics. What about students? Yes. If they are doing clinical rotations on a regular basis and have access to patient areas, they should get a vaccine or wear a mask. As with contract employees, they will also be required to provide documentation that they received a vaccination (e.g. physician s office, pharmacy, etc.). Will physicians who are not employed by the health system be required to follow the same policy? Because HSHS bylaws do not require Medical Staff to get a flu vaccine, they will not be required to get a flu vaccination this year. However, we will be working closely with our physician partners and encouraging them to lead by example and get a flu vaccine. All members of our Medical Staff will have an opportunity to get a free vaccine at the hospital. I work off site. Do I still need a flu shot? Yes. How often should I change masks? When a mask becomes wet or visibly dirty, it should be discarded. The procedure for discarding a mask after visiting a patient in isolation should also continue to be followed. Will I have to supply my own mask? No. The health system will provide the masks. Who decides when masks must be worn? The Chief Quality Officer for HSHS, working with local Infection Control colleagues, will determine what level (1-2) exists in the community and when the flu season ends based on public health surveillance information. If I get a vaccine in September, won t I need another vaccine in March? No. Colleagues, contractors, volunteers, students, etc. only need to be vaccinated seasonally. If I have not received the flu vaccine, declined the flu vaccine, and have not provided the completed declination form to Human Resources by the deadline of Saturday, October 28, 2017, will I be allowed to report to work as scheduled? No. Colleagues, volunteers, students, etc. who have declined the flu vaccine and have not provided a completed declination form to Human Resources by the deadline of Saturday, October 28, 2017 are not allowed to report to work as scheduled beginning Sunday, October 29, Failure to comply with this policy will result in an initial unpaid suspension not to exceed two weeks. Hourly colleagues will not be allowed to use PTO for these suspension days; therefore, they will not be paid for time missed from work due to failure to comply with this policy. Exempt colleagues will receive an unpaid suspension in full week increments until they either receive the vaccine or provide a signed and completed declination form. For suspensions that begin mid- 4
5 work week, exempt colleagues will be required to use any accrued PTO (and/or go into a negative/arrears PTO balance) for the remainder of that week. If following the two-week suspension, the colleague does not receive a flu shot or complete the declination process, we can assume the colleague is refusing to comply with HSHS work rules (immunization requirement) and accommodations (masking option) and has chosen to abandon his/her job. The colleague will be terminated for job abandonment. May a HSHS Local affiliate provide flu shots at no charge to HSHS Medical Group providers (physicians and mid levels providers)? Yes. If the HSHS local affiliate wants to charge back to the HSHS Medical Group for the cost of the shots and the staff time involved, that is a business decision. May a HSHS Local affiliate provide flu shots at no charge to HSHS Medical Group office staff and colleagues? Yes. If the HSHS local affiliate wants to charge back to the HSHS Medical Group for the cost of the shots and the staff time involved, that is a business decision. May a HSHS Local affiliate provide flu shots at no charge to Independent providers who are members of the HSHS Local Affiliate Medical Staff (physicians and mid level providers)? Yes, if they are the HSHS Local Affiliate Medical Staff, the cost should be tracked on the HSHS Medical Staff Incidental Benefits Log. May a HSHS Local affiliate provide flu shots at no charge to Independent providers who are not members of the HSHS Local Affiliate Medical Staff (physician and mid-level providers)? No, providing flu shots at no charge could be considered violations of Federal Regulations. May a HSHS Local affiliate provide flu shots at no charge to Independent providers office staff? No, providing flu shots at no charge could be considered violations of Federal Regulations. May a HSHS Local affiliate provide flu shots at no charge to non-provider (physician and midlevel) employees of a non-physician owned organization (ex: Compass One) that HSHS Local affiliate contracts with to provide clinical or administrative services on-site at the Local affiliate? Yes, as long as the employees are providing services on behalf of the Local affiliate on-site. If the HSHS local affiliate wants to charge back to the organization for the cost of the shots and the staff time involved, that is a business decision. What if I have additional questions? You should contact your Local System s HR department, Infection Prevention/Qualiy team or your medial provider. 5
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