Covid 19 Policy
The arrangements in place to limit contact between customers and employees are:
Factory: All factory visits by customers have been suspended until further notice
Offices: All meetings on site with customers and suppliers have been suspended and telephone/video meetings encouraged.
Service Engineers: Engineers working on customers’ sites have been provided with PPE including face masks and gloves. They have also been advised to follow any additional guidance given to them specifically on site.
The arrangements in place to promote social distancing are:
Factory: All work areas have been separated to ensure all employees are able to work effectively whilst maintaining a 2m distance from others.
Offices: All office desks have been re-arranged to ensure a minimum of 2m distance is between each desk and desks have also been rotated where necessary to ensure workers are not face-to-face. All staff meetings are carried out either outside or in large open rooms with a minimum of 2m distance between each staff member regardless of location.
Service Engineers: Service Engineers each have their own vehicle and should not share a vehicle unless those engineers live together. Where engineers need to work together, they should maintain social distancing wherever possible. Where this is not possible, additional precautions should be taken. All engineers have been provided with face masks and gloves to reduce risk to each other and our customers.
The arrangements that are in place to allow employees to regularly wash or sanitise their hands are:
Factory: Wash areas are available at all times. Sanitising stations are located at the entrances and throughout the factory. Staff are advised to use these on entry and exit at the very minimum and additional sanitising or washing is encouraged.
Offices: Wash areas are available at all times. Sanitising stations are located at the entrances to the office. Staff are advised to use these on entry and exit at the very minimum and additional sanitising or washing is encouraged.
Service Engineers: All customer sites are hospitals with sanitising stations located throughout.
The arrangements in place for the regular cleaning of contact surfaces are:
Factory: All contact surfaces are cleaned and sanitised regularly throughout the day. Tools are not shared between staff, but cleaning equipment is provided to allow each staff member to clean their own area regularly. All doors are propped open to minimise the need for touching door handles.
Offices: All contact surfaces are cleaned and sanitised regularly throughout the day. Desk equipment such as computers and phones are not shared between staff, but cleaning equipment is provided to allow each staff member to clean their own area regularly.
All doors are propped open to minimise the need for touching door handles.
The arrangements in place to isolate an employee who shows symptoms are
All employees are temperature-checked on entering the premises. If an employee develops symptoms during the day, they are to go home immediately and advise the Health & Safety Officer so that disinfection of that workers area and all communal areas are immediately prioritised. If they are able to work from home, the employee is given instructions on how to access systems.
The arrangements in place to disinfect hard surfaces in the workplace if an employee becomes symptomatic are:
If an employee develops symptoms during the day, they are to go home immediately and advise the Health & Safety Officer so that disinfection of that workers area and all communal areas are immediately prioritised.
The arrangements in place for employees who show symptoms to avoid coming to the workplace are:
If an employee is symptomatic, they must contact their manager to let them know and remain at home. They are advised to then contact NHS111 for further guidance.
The arrangements in place for employees who can work from home are:
Factory: Due to the nature of the manufacturing process, employees are not able to carry out activities at home.
Offices: Where employees are able to work from home, they are actively encouraged to do so and guidance is provided on how to access systems remotely.
Service Engineers: Most activities require the engineer to be on a customer site. Any administration should be carried out whilst at home.
1) Who should go to work
Objective: That everyone should work from home, unless they cannot work from home.
Factory: Due to the manufacturing process, it is not possible for the factory to work from home and due to the nature of the product (Medical devices), it is imperative that the company continue to produce sterilizers for its customers.
Offices: Most office staff have been advised to work from home. For those who are unable to work from home, either due to their own situation or because their work largely involves physical paperwork, these employees are to continue to work in the office.
A minimum level of staff has been established to enable them to work safely and effectively.
For those working at home, regular contact throughout the day is maintained by telephone and email helping them to stay connected to the rest of the workforce.
Remote access to work systems has been provided to allow people to work from home safely and effectively.
1.1 Protecting people who are at higher risk
Objective: To protect clinically extremely vulnerable and clinically vulnerable individuals.
All clinically extremely vulnerable or clinically vulnerable staff have either been given access to work from home or if they are not able to work from home, they have been furloughed to ensure their safety.
1.2 People who need to self-isolate
Objective: To make sure individuals who are advised to stay at home under existing government guidance to stop infection do not physically come into work
Any employee who has symptoms of Covid-19, live in a household with, or are in a support bubble with someone who has symptoms or have been advised to self-isolate as part of the government’s test and trace service are given access to work remotely if possible. Whilst working remotely, the employee will continue to receive full pay. If they are not able to work remotely, they must stay at home regardless and will continue to receive SSP
1.3 Equality in the workplace
Objective: To make sure that nobody is discriminated against.
In everything BMM Weston does, it is mindful of the particular needs of different groups of workers or individuals and ensures that nobody is discriminated against either directly or indirectly. At each stage, reasonable adjustments have been made to avoid disabled workers being put at a disadvantage. Each step taken has also been checked to make sure that no unjustifiable negative impact has been made on some groups compared to others, including those with caring responsibilities or those with religious commitments.
2) Social distancing for workers
Objective: Ensuring workers maintain social distancing guidelines wherever possible.
To enable social distancing throughout the workplace, all work stations are spaced accordingly. Additional mitigation was required in the offices and desks have been re-arranged to maximise distance between each one so nobody works within 2m of another individual. Where desks were face-to-face and in relative close proximity (within 3m), the desks have been rotated and no two desks within 5m of each other are face-to-face.
2.1 Coming to work and leaving work
Objective: To maintain social distancing wherever possible, on arrival and departure and to ensure handwashing on arrival
Due to the low worker numbers, it has not been necessary to stagger arrival and departure times and congestion does not occur at entry or exit points. In the factory, clocking in and out does not require physical contact with the device (facial recognition) and signs and guides are displayed to ensure that any queuing to clock in/out is with a 2m distance between each worker.
Hand sanitiser is provided at each entrance/exit point and signage displayed to encourage their use.
2.2 Moving around buildings and worksites
Objective: To maintain social distancing wherever possible, while people travel through the workplace
The offices and factory areas have wide corridors which allow social distancing whilst moving from one area to another. Staff are reminded not to congregate in corridors where they might impede others from maintaining social distancing.
2.3 Workplaces and workstations
Objective: To maintain social distancing between individuals when they are at their workstations.
All layouts were reviewed and any where workstations were within 2m of each other, they were extended to at least 2m apart as well as additional mitigation of physically rotating workstations to avoid workers being face-to-face.
Objective: To reduce transmissions due to face-to-face meetings and maintain social distancing in meetings.
All face-to-face meetings with customers and suppliers on site have been suspended and staff encouraged to use video conferencing.
All face-to-face meetings between staff are carried out either outside (weather permitting) or in the large vacant room, formerly the Drawing Office. Chairs have been arranged with a minimum of 2m between each seat. No stationery or documents are shared during the meetings. Meetings are kept to absolute necessary participants only and with a maximum of 6 people.
2.5 Common areas
Objective: To maintain social distancing while using common areas.
Seating and tables have been reconfigured in the staff canteen to maintain spacing and reduce face-to-face interactions. Staff are also encouraged to use the outside areas during the lunch break. Space has also been freed up in other parts of the factory and offices to allow more safe areas indoors where poor weather prevents the outside areas being used.
2.6 Accidents, security and other incidents
Objective: To prioritise safety during incidents.
Face masks are provided in the First Aid Room for the use of the first aider and the employee requiring the first aid as social distancing would be very difficult in these circumstances. First aiders have been instructed in the use of face masks. The First Aid room already has cleaning facilities as well as hand sanitiser. Other emergency procedures have been reviewed to reflect social distancing principles where applicable.
3 Managing customers, visitors and contractors
Objective: To minimise the number of unnecessary visits to factories, plants and warehouses.
No customers are to visit the factory. Where a visit from a supplier is required, this must be approved by the Manufacturing Director to ensure only essential suppliers are permitted – for example for the purposes of sterilizer vessel certification or essential plant maintenance.
Only one visitor is to be allowed on site at any one time and all visitors must report to the Stores Office. A record is kept of the visitor, including time, date, contact no., their temperature and where they will be working. Visitors are also encouraged to use hand sanitiser or handwashing facilities as they enter the premises.
3.1 Providing and explaining available guidance
Objective: To make sure people understand what they need to do to maintain safety
Clear guidance on social distancing and hygiene is given in the form of signage and visual aids. Additional guidance is provided on the staff noticeboards. Staff with hosting responsibilities have been given additional training to ensure they explain the measures introduced to any visitors.
4 Cleaning the workplace
4.1 Keeping the workplace clean
Objective: To keep the workplace clean and prevent transmission by touching contaminated surfaces.
Work areas and equipment is cleaned frequently throughout the day.
Doors are kept open to minimise the need to touch them, as well as to improve ventilation, and all other surfaces such as printers and coffee machines that would be touched by more than one person are cleaned and sanitised regularly. Windows are also kept open during working hours to improve ventilation.
All waste is disposed of at the end of each day.
4.2 Hygiene – handwashing, sanitation facilities and toilets
Objective: To help everyone keep good hygiene through the working day.
Signs and posters to build awareness of good handwashing technique are displayed throughout the workplace as well as raising awareness on avoiding touching the face and the need to cough or sneeze into a tissue which is binned safely, or into your arm if a tissue is not available.
Signage is displayed to maintain hygiene standards and hand sanitiser is provided in multiple locations in addition to washrooms.
Additional cleaning regimes have been implemented for the toilet areas and social distancing measures is achieved as much as possible. All hand dryers are of the electric type and are touch-free. Doors and windows are fixed open where appropriate.
4.3 Handling goods, merchandise, other materials and onsite vehicles
Objective: To reduce transmission through contact with objects that come into the workplace and vehicles at the worksite.
Additional cleaning procedures have been introduced for the shared vehicles such as pool cars, pallet trucks and forklifts and training given to the drivers of such vehicles.
The stores area has been closed off to the majority of staff and only stores personnel plus certain key staff are permitted in the stores areas. Additional hand sanitiser is provided to the stores personnel to allow them to sanitise their hands after each delivery box is handled. Lift trucks are allocated to individual staff to prevent cross-use of staff vehicles.
5 PPE and face coverings
PPE that is issued as part of the employees job should continue to be used. There is no need for additional PPE except as listed below:
Employees who are taken to First Aid, as well as the First Aider should wear a face mask as provided.
Employees attending customer sites such as hospitals should wear face masks as directed by the H&S Policy of the customer. All service engineers have been provided with them. Any other staff who require to attend a customer site should obtain a face mask from the Health & Safety Officer.
Employees travelling using public transport should wear a face mask.
6 Workforce management
6.1 Shift patterns and working groups
Objective: To change the way work is organised to create distinct groups and reduce the number of contacts each worker has.
All teams are split into their departmental groups. Where groups are required to work together, these are in set teams to ensure contact happens between the same people.
Where work or materials are transferred between the offices and factory, for example Works Orders, stores or stationery stores issues, these are done by a drop off point at the main factory stores and a designated member of staff from the offices and the same from the factory meet to exchange the items.
All staff on site on site in the factory have their entry and exit times recorded on the face scanner and all office staff have their absences logged and so any requests for data from NHS Test and Trace can be provided.
6.2 Outbreaks in the workplace
Objective: To provide guidance in an event of a COVID-19 outbreak in the workplace
In the event of an outbreak, a single point of contact has been established (Health & Safety Officer, or in their absence, the Manufacturing Director, and it is they would would lead on contacting Public Health teams.
Details of the procedure to follow in the event of an outbreak are posted on staff notice boards and further details available from the Health & Safety Officer.
If there is more that one case of COVID-19 associated with the workplace, the single point of contact will report the suspected outbreak to the local PHE protection team.
All employee records are kept up to date and fill logs are kept of the entry and exit of staff.
6.2 Work-related travel
Objective: To avoid unnecessary work travel and keep people safe when they do need to travel between locations.
All staff have been advised to avoid using public transport, but where it is necessary, staff have been made aware that wearing a face covering is mandatory.
Staff have been advised that they should not share travel in any one vehicle wherever possible and all travel-partners are fixed and their details recorded. Furthermore, staff have been reminded of the need to increase ventilation when possible.
Where pool cars are used, the driver is to clean the inside of the vehicle, especially door handles, steering wheel, controls, gears and handbrake before using the vehicle and when he vehicle is returned. Cleaning equipment is provided for this.
6.3 Deliveries to Other Sites
Objective: To help workers delivering to other sites or customers’ premises to maintain social distancing and hygiene practices
Delivery of sterilizers is carried out by a single driver and fixed installation teams. Due to the nature of the product, the products require forklifts to remove from the delivery vehicle. This is carried out either by the customer’s own staff or our delivery or installation team using hired plant. At all times, staff must maintain social distancing. All documentation is signed either electronically or signed on behalf of the customer with their approval.
6.4 Returning to Work
Objective: To make sure all workers understand COVID-19 related safety procedures.
Clear, consistent and regular communication to improve understanding and consistency of ways of working are posted throughout the factory, and/or supplied by email to staff.
All changes to working arrangements are communicated to staff and staff are engaged in their preparation and dissemination.
Before returning to work, for example for those on furlough, the employee is given a full account of measures that have been implemented. They are also given a full run-down of procedures in place at the start of their first shift. For staff who have been off work for more than a week either through sickness or holiday, they are updated on any procedure changes as soon as possible after return. If these changes would impact their entry to the site, these are communicated to the employee by telephone before they return to site.
6.5 Ongoing communications and signage
Objective: To make sure all workers are kept up to date with how safety measures are being implemented or updated.
All updates to safety measures are posted on staff notice boards and/or by email to ensure they are kept up to date. Managers also regularly communicate with staff either in small groups or a one-to-one basis, socially distanced, to make sure they are aware of any changes.
All guidance is provided in plain English and images used as quick reference where appropriate.
Operational procedures are communicated to suppliers who may be delivering via the Purchasing Manager.
Changes to production schedules are detailed by regular communication through email, through updating the MRP and by telephone. Face-to-face meetings regarding production are kept to a minimum and where necessary, take place in the old Drawing Office or outside.
7 Inbound and outbound goods
Objective: To maintain social distancing and avoid surface transmission when goods enter and leave the site.
All pick-up and drop-off collection points have remained consistent. The stores area is only accessible for delivery/pickup staff as far as goods inwards. Signage has been put up to guide delivery drivers.
For loading and unloading of materials, where possible and safe, single workers load and unload vehicles with the delivery driver asked to stay in their vehicle where this does not compromise their safety. Where more than worker is required for loading/unloading, these are kept to consistent teams.
Welfare facilities continue to be available to delivery drivers