With new protocols and processes being established across all businesses, there are questions about what sort of employee health information you can and should collect.

Fortunately, the U.S. Equal Employment Opportunity Commission has shared several guidelines on what details you can ask for during a pandemic.

1. What Employee Health Information Can I Collect?

Much of the information being requested by employers concerns the direct threat of COVID-19 and reducing risk to employees and customers. This includes rapidly identifying signs and symptoms of the Coronavirus, for example: fever, chills, cough, shortness of breath, loss of smell or taste, or sore throat.

Employers may ask employees who report feeling ill at work, or who call in sick, questions about their symptoms to determine if they may have COVID-19. Asking these questions helps your team know when to contact their doctor (before showing up at their office), or to reach out to their local or state health department for recommendations.

Additionally, employees who return from travel (business or personal) may be asked about the location they visited, specifically regarding exposure during the trip. The team members may even be asked to remain at home for several days until it is clear they do not have symptoms, based on CDC or state/local public health guidelines.

One very important distinction is for employees who are covered by the Americans with Disabilities Act (ADA). Employers may not ask ADA-covered staff who do not have symptoms to disclose whether they have a medical condition that the CDC says could make them especially vulnerable.

If an employee voluntarily discloses (without a disability-related prompt) that they have a specific medical condition or disability that puts them at increased risk of complications, the employer must keep this information confidential.

2. Can I Require Employees to Take Their Temperatures?

One key component of Employee Health Screenings is taking the temperature of team members, ideally at the start of each shift.

Generally speaking, measuring an employee’s body temperature is a medical examination. However, because the CDC and state/local health authorities have acknowledged community spread of COVID-19, employers may measure employees’ body temperature. 

As with all medical information, the fact that an employee had a fever or other symptoms would be subject to ADA confidentiality requirements.

3. Can I Require PPE and Sanitation Processes?

Another important precaution to reduce risk is to provide PPE to your employees and establish new sanitation processes. 

These procedures may be completely new to your team members, especially as many people may have not worn a mask or gloves previously. These steps are vital to reduce exposure points and provide reassurance to your staff and customers.

Employers can require infection control practices, such as regular hand washing, coughing and sneezing etiquette, and proper tissue usage and disposal.

An employer may also require employees to wear personal protective equipment during a pandemic. 

However, when an employee with a disability needs a related reasonable accommodation under the ADA (non-latex gloves, gowns designed for individuals who use wheelchairs, etc), the employer should provide these items.

4. What Can I Do If Someone Reports Symptoms?

There may be times where an employee does not show symptoms of COVID-19 during a screening at the start of a workday, but goes on to develop symptoms during their shift.

Anyone who comes down with symptoms while at work should leave the workplace, according to the CDC. This means an employer can send home an employee with COVID-19 symptoms. The same goes for sending employees home who display symptoms during a pre-shift health screening.

Stay Informed, Stay Safe

It is important to communicate any new procedures and protocols with your team, including your plans for collecting employee health information. Checklists, employee health screenings, and waivers are great ways to share and enforce new precautions to protect your staff and customers. 

These methods can also protect you and your business in the event you need to provide documentation that an employee has completed a checklist, signed a waiver, or participated in an employee health screening.

These are challenging times with so much to take in and consider. Keeping team members informed of changing precautions and ensuring they follow best practices will help you reduce employee risk and promote the safety of your team and customers.

Employee health screenings for coronavirus are vital for companies who are returning to the workplace. But it’s not enough to just screen as you see fit; following best practices for these screenings can greatly reduce exposure risks to your staff and customers.

We previously discussed employee health screenings, their importance, and provided some information about how to implement them. Now we want to get more specific about conducting the screenings from a practical standpoint. 

1. Picking the Right Type of Health Screening

As you prepare your business to conduct health screenings, consider what type of screening will be best for your team and processes.

There are two general methods of employee health screenings:

• Self-reported Health Screenings: Each employee will perform and submit their own screening data from their mobile device, typically from their place of residence.
  
  A Self-reported Health Screening App can be deployed to each team member’s mobile device and may be preferred by businesses without a central worksite (or where people visit customers directly), such as contractors or home inspectors.
  • Pros:
    • No need to set up a screening station or have a designated screener.
    • Saves time at the start of each workday by having employees submit data before starting their shift.
    • Reduces exposure risk by identifying high temperatures and symptoms before employees arrive at work.
  • Cons:
    • Requires additional information and training to every staff member.
    • Potential for inaccurate or inconsistent screening methods across individuals.
    • Employees must be trusted to conduct fresh, honest testing every day and report accurate results.
    • Difficult to ensure compliance of screening tools across individuals.
    • Requires all employees to have appropriate equipment, including thermometers, which can be difficult to source quickly.
• Administered Screenings: Many organizations opt to have a set of designated screeners who collect and submit health information for multiple employees in one place.
  
  An Administered Screening App can be deployed to a company tablet, then performed at a workplace entrance or a single check-in station, where proper PPE and training is provided to the screening staff.
  
  This type of screening is ideal for businesses with a central worksite (or multiple group worksites), like in manufacturing plants, warehouses, and grocery stores.
  • Pros:
    • Ensured accuracy of screening methods and tools.
    • Only select staff require training to perform screenings.
    • Consistent data submitted from company maintained devices (no need for individual troubleshooting).
    • Proper PPE can be provided to all employees at screening station, ensuring proper usage.
  • Cons:
    • Check-in stations must be established, staffed, and regularly sanitized.
    • Potential loss of time, as employees have to be screened before starting their shift (lines and crowds are possible).
    • Increased risk of exposure as a symptomatic employee may come to the workplace before being screened.

For either method, it is important to capture consistent and comprehensive data for every employee before entering the workspace. This can include their name, work location, temperature, symptoms, and travel history. 

Ideally, you will want to use digital means to screen employee health. Using employee management apps that can be sent to an employee’s phone or a company tablet will reduce exposure risks from paper forms and multiple points of contact.

2. Types of Thermometers

Capturing accurate temperature readings is a key component of employee health screenings, but is something completely new to most organizations. To capture accurate vitals, it is worth consulting any applicable state or local emergency orders, as some recommend certain thermometers, typically one of these types: 

• Digital Oral Thermometers: Digital thermometers are regarded as the fastest and most accurate type of thermometer. Readings are taken from under the tongue. You can find digital oral thermometers in most local pharmacies. 
• Electronic Ear (tympanic) Thermometers: These use infrared technology to get their temperature reading. Electronic ear thermometers are less accurate as if there is too much wax in the ear it can give an incorrect reading. Despite being expensive, they are easier to use on babies and young children, as it can be hard to get children to sit still for long enough while using digital thermometers.
• Forehead (Temporal Artery) Thermometers: These thermometers also read heat using infrared, and are placed on the temporal artery. Forehead thermometers are also not as reliable as digital thermometers. 

Each different type of thermometer works differently and has different instructions. Per the Cleveland Clinic, here is how to accurately collect temperature data using each different type of thermometer: 

• Using a Digital Oral Thermometer:
  • Wash your hands with soap and warm water.
  • Use a clean thermometer, one that has been washed in cold water, cleaned with rubbing alcohol, and then rinsed to remove the alcohol.
  • Do not eat or drink anything for at least five minutes before you take your temperature because the temperature of the food or beverage could make the reading inaccurate. You should keep your mouth closed during this time.
  • Place the thermometer tip under the tongue.
  • Hold the thermometer in the same spot for about 40 seconds.
  • Readings will continue to increase and the F (or C) symbol will flash during measurement.
  • Usually, the thermometer will make a beeping noise when the final reading is done (typically about 30 seconds). If you are keeping track, record the temperature and the time.
  • Rinse the thermometer in cold water, clean it with alcohol and rinse again.
• Using a Tympanic Thermometer: 
  • Pull gently back on the top of the ear to open the ear canal.
  • Place the protective cover on the tip of the thermometer.
  • Gently insert the thermometer until the ear canal is fully sealed off.
  • Press and hold down the button for 1-2 seconds until you hear a beep (follow the manufacturer’s instructions).
  • Remove the thermometer, discard the cover, and record temperature and time.
• Using a Temporal Artery Thermometer
  • Turn the thermometer on.
  • Place the protective cap on the thermometer.
  • Sweep the thermometer gently across the forehead so the infrared scanner can measure the temperature of the temporal artery.
  • Record the temperature and time.
  • Remove the protective cover and dispose of it.

3. Frequency of Health Screenings

Employers should measure employee temperatures and assess symptoms prior to starting work every day. 

Instituting a daily pre-shift health screening will prevent potential exposure risks by identifying symptomatic team members. Regular health screenings are also an opportunity to provide the latest CDC updates and necessary PPE to each employee, ensuring proper usage and further reducing risks. 

4. What to do with Health Screening Data

Once health screenings are implemented, you should store and review that data on a regular basis. Maintaining an employee screening log is helpful for protecting your employees and customers, identifying health trends, and taking measures to act against them.

The screening data can also serve as a means of contact tracing within your organization. On a larger scale, contact tracing involves public health staff working with a patient diagnosed with COVID-19 to help them recall everyone with whom they have had close contact during the timeframe while they may have been infectious.

In the case of employee health screenings, contact tracing can include identifying which team members had close contact with symptomatic employees and alerting these team members of potential exposure as rapidly and sensitively as possible. 

Contacts can be provided with information and support to understand their risk and identify what they should do to separate themselves from others who are not exposed. Then they’ll need to monitor themselves for illness, as there is the possibility that they could spread the infection to others even if they do not feel ill.

5. What to do if People Appear Sick

Employee Health Screenings reduce employee risk by rapidly identifying signs and symptoms of the Coronavirus. People who are experiencing symptoms should not be in the office or interacting with customers. This means conducting health screenings as needed are another way to help protect your staff and customers. 

If an employee has a high temperature or is showing symptoms, they should be sent home and closely monitor their symptoms once they are identified. Any workspace where they have been should be sanitized according to enhanced cleaning and disinfection guidelines.

Conducting these screenings also helps your team know when to contact their doctor (before showing up at their office), or to reach out to their local or state health department for recommendations. 

Help keep your staff informed and safe by following best practices for employee health screenings.

With the current challenges facing businesses, the term “employee health screening” is being use a lot.

The CDC even recommends employee health screenings, particularly for front-line workers and anyone encountering other people during their work day. But what exactly are employee health screenings and how should a business implement them?

What is an Employee Health Screening?

An employee health screening is a crucial tool to identify risks to the well being of your staff and customers.

During a health screening, important information such as temperature, possible symptoms, and travel history should be checked, to make sure that your employees are healthy and ready to go.

How Do They Help?

Employee Health Screenings reduce employee risk by rapidly identifying signs and symptoms of the Coronavirus. People who are experiencing symptoms should not be in the office or interacting with customers, and should closely monitor their symptoms once they are identified.

Conducting these screenings helps your team know when to contact their doctor (before showing up at their office), or to reach out to their local or state health department for recommendations.

These screenings can also be used to provide details on the latest guidelines and recommendations with your staff, so they can take necessary precautions to protect themselves and your customers.

Who Should Do Them?

While all organizations should have an infectious disease preparedness plan, screening for Coronavirus is vital for companies who work directly with the general public. This is especially true for those with customers and employees from high risk groups, and those who work in an environment where strict physical distancing is not always possible.

Employee health screenings can protect people across all industries and levels of exposure, from jobs at direct risk (such as healthcare, first responder, and medical transport) to jobs with indirect risk (such as schools, population-dense work environments, and high-volume retail settings).

There are two general methods to employee health screenings:

• Self-reported Health Screenings: Each employee will submit their own screening data. This method requires some additional information and training to every staff member, but it can save time at the start of each workday. There are some potential downsides to self-reported screenings, including accurate methods across individuals, compliance with screening regulations, and trusting employees to conduct fresh testing every day and report accurate results.
• Administered Screenings: Many organizations opt to have a set of designated screeners who collect and submit health information for multiple employees in one place. This is often done at a workplace entrance or a single check-in station, where proper PPE and training is provided to the screening staff. It is important to make sure the employees conducting the screening understand the added risks and how to mitigate them (performing their own screening at multiple times, wearing masks and gloves, regularly disinfecting surfaces and equipment).

What You’ll Need

Ideally, you will want to use digital means to screen employee health. Using employee management apps that can be sent to an employee’s phone or a company tablet will reduce potential vectors from paper forms and multiple points of contact.

Once you’ve got the screening form in place, there are other items to consider:

• Latest CDC guidelines: To ensure the screening protocol and parameters are up to date.
• Thermometer: To capture accurate vitals. It is worth consulting any applicable state or local emergency orders, as some recommend certain thermometers.
• Screening Station: A designated and frequently sanitized space to conduct screenings.
• HIPAA Compliance: Take measures to protect employee data and comply with health privacy regulations.

Reassurance and Prevention

It is vital to establish and share these precautions within the workplace. Letting your colleagues and customers know that employee health screenings are being conducted gives added assurance that their safety and health is important to your team.

This is not an easy time to be a business owner. It can be overwhelming to stay focused and organized on what we can and should be doing for ourselves, our team, and our customers.

This is a quick look at the big-picture actions you can do to stay proactive and protective while navigating working in the time of Coronavirus.

• Stay informed.

There’s a lot to know out there. Facts and recommendations have shifted countless times in the last 2 months. New symptoms, updated statistics and protective procedures, and additional regulations are emerging, and it’s crucial that you and your team know the latest.

Keep up with the latest guidelines, but keep in mind that your state and even county or city might have their own specifications (if you have teams across the country or world, make sure you’re tracking what’s happening where they are). Because this is a business environment, OSHA also has some guidance on how to best protect your employees.

• Understand the risks.

Avoiding unnecessary risks can be a powerful way of taking care of yourself and your business (and not just in relation to Coronavirus, either). In this case, there are two major risk types to be aware of: high risk groups (that is, folks who are more likely to be more gravely affected by the virus) and high risk activities (situations that encourage the spread of the virus).

When it comes to high risk individuals, it’s an increasingly lengthy list. It’s important to remember that while these folks are more at risk in some ways, people of all ages and demographics are being treated for serious COVID-19 complications.

If you have high risk employees on your team, the best thing to do is to allow them to work remotely or separately from the rest of the team if at all possible, or consider staggering work schedules so they aren’t encountering co-workers in the office. This may mean re-assigning tasks or shifting their job duties temporarily or being creative about how to get work done.

If your business serves people who have increased risks, there are precautions that you will need to take to keep them safe (see item number 3 below).

When it comes to high risk activities or situations, anything with people standing in close proximity to one another qualifies. Remember, up to 25% of people who contract Coronavirus are asymptomatic, so the best thing to do is avoid having people in contact if you can.

Of course, the nature of many jobs is to be in contact with people, and so for many, avoiding high risk situations is impossible in the workplace. In that case, again, we’d recommend taking (and enforcing) as many precautions as you and your employees can.

• Employ and enforce precautions.

All of us, even those who can work remotely and remove themselves from most risks, need to be taking precautions. In workplaces especially, precautions can make all of the difference for both your employees and customers you may still be encountering.

What you should be doing will depend on your industry and situation, but generally, workplace recommendations include:

1. Clean and disinfect frequently touched surfaces daily
2. Ensure hygiene supplies are easily available and stocked
3. Practice social distancing at all times
4. Cancel gatherings of people (including meetings, conferences, and in-person events)
5. Cancel non-essential travel
6. Consider health checks such as employee or visitor screenings

In addition, reviewing, updating, and relaxing paid sick and personal time policies will help encourage people to take the time to stay healthy and not put others at risk.

Make sure that you’re documenting all of your policies formally and distributing them to your team and customers. Let customers know what to expect when they do encounter your staff and what precautions you’re enforcing to keep everybody healthy. Customers will feel better knowing you’ve mitigated the risks to them and to your team.

When your policies are documented and distributed, it’s crucial to enforce them. Checklists, waivers, and employee health screenings are a great way to make sure everyone is following procedures.

• Recognize signs & symptoms.

Whether you’re seeing your employees in person or performing health screenings remotely, knowing the signs and symptoms of the virus is important.

Just knowing what to look for isn’t enough; what happens (and what should you do) if you or someone on your team experiences them? That all depends on the severity of the symptoms, but self-isolation is certainly the first step.

People who are experiencing symptoms should not be in the office or interacting with customers, and should closely monitor their symptoms. Depending on where you are, they might need to contact their doctor (call before showing up at their office) or state or local health department for their recommendations.

If someone in your office has been sick, make sure to disinfect the space thoroughly and immediately.

There is a lot to take in and a lot to be thinking about. But if you try to focus on those 4 components, your employees, customers, and community will appreciate that you’re taking appropriate precautions during this challenging time.