Here are a few actions companies and their HR departments should
take to ensure they’re prepared for a potential outbreak.
The number of confirmed cases of COVID-19
coronavirus continues to grow by the hour, and at this point, it looks unlikely
that the United States will be able to contain the spread of the virus. It’s
impacting nearly every aspect of our economy, from the stock markets to airline
and cruise industry, health care sector and even sports events.
By now, your company has likely sent out at
least one memo to employees outlining the actions you’re taking in response to
the threat of a coronavirus outbreak. If not, well, you’re running behind.
“The
coronavirus is a wake-up call for companies to review their strategies,
policies and procedures about safeguarding employees, customers and operations
in this and future epidemics,” said Jeff Levin-Scherz, co-leader, North
American Health Management practice, Willis Towers Watson. “From boosting communication
to increasing access to hand sanitizers, employers need a plan of action to
protect their workers and reduce the risk of business interruption.”
Here are a few actions companies and their HR
departments should take to ensure they’re prepared for a potential
outbreak.
Disaster preparedness
plan
Coronavirus has taken hold in Seattle,
affecting one of the country’s most famous employers: Amazon. The tech giant
has instructed its Seattle-based employees to work from home. But not all
companies are in a position to transition their operations to employees’ homes
and instead may face the possibility of having to shut down or significantly
cut back on production.
If this is a possibility, what circumstances
will lead to a full or partial company shutdown? Moreover, what will it mean
for employees? If you haven’t already, now is the time to assemble your
department heads and map out a plan to manage potential disruptions in staffing
and productivity.
“An effective preparedness plan would include
how to keep their employees informed and safeguarded, to the best extent
possible, while managing continuous business operations as well as interactions
with the public and supply chain,” advises Bobbi Kloss, director of human
capital management for the Benefit Advisors Network. “Employers may want to
look at their disaster preparedness plan which would provide considerations for
maintaining staffing and business relationships with limited or no access to
facilities. Like any policy development, employers should bring together a team
with members from each level of the organization to ensure that all group
considerations are being considered.”
Continuation of
employee benefits
In the event that your business has to close
down or reduce operations, it’s not just the company’s finances that will take
a hit. Many employees fear they can’t afford the financial stress of missing
work due to illness. According to a WTW survey, employers in China and Asia are
still paying their furloughed employees, as well as covering their cost of
employee benefits.
Whether workers are out due to illness or a
workplace shutdown, employers should work with them to ensure financial
stability, addressing options such as emergency funds or wage advancement. This
is also a great time to highlight the list of voluntary benefits employees have
at their disposal, including employee assistance plans (EAPs) and short-term
disability leave, among others.
Travel restrictions
According to a recent survey from Willis
Towers Watson, many companies are canceling international travel as a key
measure to control the spread of the virus. Virtual meetings are a viable
alternative if you have the technology in place.
Even if you don’t have employees traveling
internationally, it’s a good idea to track employees’ travel plans (both work
and personal) and identify those individuals most at risk of acquiring the
virus.
Remote work
arrangements
The spread of the virus has sparked what many
are calling the “largest remote-work experiment.” According to Willis Towers
Watson, some 46 percent of employers are implementing work-from-home policies.
For many employers and employees, this presents new opportunities and
challenges.
Some companies have found that they’re
ill-equipped to provide the technology and resources employees need to do their
jobs remotely. But fear not: tech and service providers such as Microsoft
and Google are offering free services to help make working
from home more attainable.
In anticipation of increased remote work, take
a survey of current capabilities. Ask:
·
How many employees
currently work from home?
·
What resources would
those who don’t need to effectively work from home?
·
What in-office
resources and databases do they need to access on a regular basis?
·
How you will handle
access to secure information?
·
What check-in
procedures will you have between managers and their employees?
“Successfully embracing remote work requires
leadership support to create a culture that encourages this type of
flexibility,” Cisco Webex writes in a blog post. “Set forth policies for
aspects of remote work from the beginning. Focus on things like the hours you
expect them to be available, standards for keeping their security software
current, tools they should be leveraging, and more. Be clear about your
expectations but willing to listen to employee feedback.”
Insurance awareness
You go through it every open enrollment season: explaining the difference between
premiums, copays and deductibles as you encourage employees to choose the
health plan that’s right for them. Even with many insurers waiving the costs associated with seeking
medical care for coronavirus, consumers (especially those who haven’t
interacted with the health care system in a while) are still going to have a
lot of questions.
Whether they’re already coming to the HR department
with their questions or you’re looking to be proactive, here are some questions
consumers should be asking (and able to answer), according to Kim Buckey,
senior vice president of client services at DirectPath:
·
How the plan
works—what is your deductible, what are office visit copays (if applicable),
and where do you stand towards meeting your deductible? If you have an FSA, HRA
or HSA, what funds do you have available to spend?
·
If you don’t have a
regular doctor, which local urgent care offices, retail clinics (e.g., WalMart,
Target or CVS) and hospitals are in-network for your plan?
·
Does your plan offer
telemedicine?
·
Will you need a
doctor’s note to return from work if you were told to self-isolate or were
hospitalized?
·
Will the company cover
any or all of the costs if you (or a family member) are confirmed to have
coronavirus?
In addition, says Buckey, “If you ARE
hospitalized, make sure you (or your representative) keep track of any tests
ordered, medications provided, and providers who see you. That information may
come in handy when you receive the bill.”
Insurers and other health care providers are
also taking a proactive role in pushing out information about the virus, and
their websites can offer useful information for employers as they craft their
messaging to employees. “We have seen the majority of the organizations we
track present relevant COVID-19 information for their customers, including
highly visual access points like public homepages and patient portal homepages,
typically through alerts and banners,” says Jose Santana, senior analyst for
Corporate Insight.
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