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Serbin Medical Billing 2020 Emergency Management Plan
- 2. 2 TABLE OF CONTENTS POLICY # DESCRIPTION PAGE # SECTION 1 OVERVIEW AND HAZARD ASSESSMENT 3 1001 Overview – Emergency Management / Disaster Plan 4 1002 Emergency Management/Disaster Plan – Hazard Analysis 6 SECTION 2 HURRICANE EMERGENCY MANAGEMENT/PREPAREDNESS PLAN 7 1003 External Disaster – Hurricane Hazards Overview 8 1004 Hurricane Emergency Management/Disaster Plan 10 FORM Calling Tree 11 1005 Hurricane ‐ Preparedness Plan 12 1006 Hurricane ‐ Protecting Business Records and Inventory 13 SECTION 3 FIRE SAFETY MANAGEMENT PLAN 14 1007 Internal Disaster ‐ Fire Safety Management Plan 15 1008 Internal Disaster ‐ Fire Prevention 16 SECTION 4 INFECTIOUS DISEASE PREPAREDNESS/RESPONSE (COVID‐19) 17 1009 Infectious Disease Preparedness/Response Plan (Covid‐19) 18 SECTION 5 CONTINUITY OF BUSINESS PLAN 20 1010 Continuity of Business Plan (Covid‐19) 21 1011 Return to Corporate Office Plan (Covid‐19) 22 FORM Covid‐19 Temporary Hybrid Work Plan 23
- 4. 4 SERBIN MEDICAL BILLING, LLC SUBJECT: OVERVIEW – EMERGENCY MANAGEMENT / DISASTER PLAN (Page 1 of 2) POLICY: 1001 REVISION DATE: DEFINITIONS Disasters ‐ natural or man‐made events that significantly disrupt the company’s business, such as damage to the building(s) and the grounds due to fire, severe windstorms, floods, tornadoes, hurricanes, or earthquakes. Also, events that disrupt the ability to do business, such as loss of utilities (power, water, or telephone) due to floods, civil disturbances, accidents, or emergencies within the company or in the surrounding community. In addition, events that endanger employee’s ability to physically be present at the worksite such as political unrest or a health epidemic or pandemic. Mitigation ‐ activities a company undertakes in attempting to lessen the severity and impact a potential disaster or emergency may have on its operation. Preparedness ‐ activities a company undertakes to build capacity and identify resources that may be utilized should a disaster or emergency occur. Hazard Vulnerability Analysis ‐ identification of hazards and the direct and indirect effect these hazards may have on the company. Continuity of Business ‐ enabling true business continuity means ensuring the delivery of necessary service solutions that allow all employees to continue to work in a safe and secure manner, even in the face of unanticipated challenges. It is important that employees need secure access and distribution of vital data that meets HIPAA requirements. Business readiness includes necessary policies and procedures to address an unpredictable event, contingency plans and a workplace infrastructure that can enable continuous operations from anywhere. POLICY 1. The company has implemented and will maintain a company‐wide emergency management/disaster preparedness plan that addresses the four phases of emergency management activities: mitigation, preparedness, response, and recovery. 2. Because of responsibilities to maintain the consistent flow of income to our clients, the company must make every endeavor to continue the routine, day‐to‐day tasks which our clients expect and deserve. The company has made provisions to maintain a secure and safe workplace for our staff and continuation of services needed to perform their tasks. A. Provision of safe alternative site(s) B. Secondary communication lines C. HIPAA‐compliant internet access for alternative site(s) D. Business‐use only cell phones for all staff members E. Cloud‐based data storage F. Continuous secure access to client data 3. If a major disaster rends our office site inoperable, arrangements have been made move the necessary elements of our company to an alternate location(s). 4. The emergency management/disaster preparedness plan ensures effective response to disasters or emergencies affecting the company by: A. identifying specific procedures in response to a variety of disasters based on a hazard vulnerability analysis performed by the company
- 5. 5 SERBIN MEDICAL BILLING, LLC SUBJECT: OVERVIEW – EMERGENCY MANAGEMENT / DISASTER PREPAREDNESS PLAN (Page 2 of 2) POLICY: 1001 REVISION DATE: B. activating the plan at the appropriate time C. notifying external authorities of emergencies D. identifying company staff during emergencies E. notifying personnel when emergency response measures are initiated F. assigning available personnel in emergencies to cover all necessary staff positions G. managing the following during emergencies and disasters: 1) Staff/family support activities 2) Logistics of critical supplies (e.g., medical supplies, food supplies, water supplies) 3) Security 4) evacuating the building (both horizontally and, when applicable, vertically) when necessary 5) The building is a one‐story structure, evacuation will be through front and back doors. 6) Arrangements have been made for evacuation of employees with disabilities by local fire department personnel. 7) establishing an alternate business site(s) when the building cannot support normal business functions (when appropriate) 8) 7) continuing and/or reestablishing operations following a disaster 5. This plan is designed to manage the consequences of natural disasters or other emergencies that disrupt the company’s ability to provide normal, day‐to‐day functions for our clients and/or threaten bodily harm to staff. Specific procedures will be implemented in response to a wide variety of possible disasters, both internal and external. These include, but are not limited to, the following: A. External Disaster ‐ a disaster happening outside of the company which may result in casualties, such as: 1) Natural disasters, i.e., severe windstorms, floods, tornadoes, hurricanes, earthquakes 2) Collapse of nearby buildings or other occupied structures due to bomb or fire 3) Civil disturbances, riots, political unrest 4) Nuclear war, acts of terrorism B. Internal Disaster ‐ a disaster that disrupts the company’s business and/or threatens bodily harm ‐ may or may not require evacuation such as: 1) Fire, including arson 2) Breach of security 3) Loss of utilities (power, water) 4) Loss of communication (telephone) 5) Accidents 6) Bomb threat 7) Explosion 8) Epidemic / pandemic 6. This Emergency Management Plan is stored in the President’s and Vice‐President of Operations’ offices and a copy is provided to all employees at time of employment. Employees are encouraged to familiarize themselves with emergency procedures which includes the following: A. identifies specific roles and responsibilities during emergencies B. provides information and skills required to perform duties during emergencies C. identifies the back‐up communication system to be used during disasters and emergencies 7. Any changes in emergency/disaster preparedness management policies and procedures are communicated to the staff in staff meetings or by distribution/posting of revised policies and procedures. 8.
- 6. 6 SERBIN MEDICAL BILLING, LLC SUBJECT: OVERVIEW – EMERGENCY MANAGEMENT/DISASTER PLAN – HAZARD ANALYSIS (Page 1 of 1) POLICY: 1002 REVISION DATE: PURPOSE To determine specific potential hazards to which the company is vulnerable. HAZARD IDENTIFICATION Natural Hazards: • Animal/Plant Disease Outbreak • Coastal Erosion • Drought/Extreme Heat • Epidemic/Pandemic Disease • Flood • Freeze/Extreme Cold • Storm Surge Flooding • Sustained Wind (Tropical Cyclones) • Thunderstorm Winds/Lightning/Hail • Tornado • Wildfire Manmade Hazards: • Aircraft Crash • Cyber attack • Hazardous Materials Release • Mass Casualty/Mass Fatality • Civil disturbance* • Utility interruption* • Structure fire* (* indicates hazards not included in reference material) Some of these hazards are considered to be interrelated or cascading (i.e., hurricanes can cause flooding, storm surge and tornadoes), but for preliminary hazard identification purposes these distinct hazards are broken out separately. It should also be noted that some hazards, such as freeze/extreme cold, may impact a large area yet cause little damage, while other hazards, such as a tornado, may impact a small area yet cause extensive damage. (Hazard identification information above provided by Lee Count’s Joint Unified Local Mitigation Strategy https://www.leegov.com/publicsafety/Documents/Emergency%20Management/FINAL_LeeCounty_LMS 2017.pdf HAZARD ANALYSIS (Categorization of Hazards) Type 1 - Confining or sequestering emergency - continuing shelter necessary Type 2 - Evacuation emergency - evacuation necessary Type 3 - Restrictive/preventive emergency - prevent operations at company when hazard is identified LIMITED EXAMPLE OF HAZARD CATEGORIZATION Hazard Category Hurricane/Flood 3 Tornado 1, 2, 3 Civil disturbance 1, 3 Utility interruption 2 Fires 2 Epidemic/Pandemic 3
- 9. 9 SERBIN MEDICAL BILLING, LLC SUBJECT: EXTERNAL DISASTER – HURRICANE HAZARDS OVERVIEW (Page 2 of 2) POLICY: 1003 REVISION DATE: and bridges can be washed away, and homes saturated by flooding. Destructive tornadoes can also be present well away from the storms center during landfall. Yet, storm surge alone poses the highest threat to life and destruction in many coastal areas throughout the United States and territories. And these threats are not limited to the coastline ‐‐ they can extend hundreds of miles inland, under the right conditions. Hazard Forecast Updates National Hurricane Center – www.nhc.noaa.gov National Weather Service – www.spc.noaa.gov Storm Prediction Center ‐ www.spc.noaa.gov Weather Prediction Center – www.wpc.ncep.noaa.gov Climate Prediction Centers ‐ www.cpc.ncep.noaa.gov Additional Resources/Helpful Information Storm Prediction Center – www.spc.noaa.gov Institute For Business and Home Safety – https://disastersafety.org/ National Hurricane Center, Hurricane Preparedness Web Site ‐ www.nhc.noaa.gov/HAW2/english/high_winds.shtml Links to Hurricane/Flood Information National Hurricane Program – SLOSH https://www.nhc.noaa.gov/surge/slosh.php#:~:text=The%20Sea%2C%20Lake%20and%20Overland,%2C %20size%2C%20forward%20speed%2C%20and After a Flood ‐ www.fema.gov/media‐library/assets/documents/3396 National Hurricane Center's Inland Flooding Preparedness National Weather Service “Turn Around – Don’t Drown” https://www.weather.gov/safety/flood‐turn‐ around‐dont‐drown Links to River and Rainfall Forecasts River Forecast Centers, https://www.weather.gov/serfc/ Weather Prediction Center (Rainfall Forecasts) ‐ www.wpc.ncep.noaa.gov Links to Tornado Resources: The Fujita Scale (F‐Scale) Storm Prediction Center National Hurricane Center's Tornado Preparedness
- 10. 10 SERBIN MEDICAL BILLING, LLC SUBJECT: EXTERNAL DISASTER – HURRICANE EMERGENCY MANAGEMENT/DISASTER PLAN (PAGE 1 OF 1) POLICY: 1004 REVISION DATE: POLICY SMB recognizes the importance of having in place a coordinated response to inclement weather conditions that may propose a risk to employees, visitors and others who may or may not be at the Corporate Office in Fort Myers, Florida PROCEDURE 1. If it is determined from radio or television broadcasts that the Corporate Office is in the predicted path of a hurricane: A. All employees who have not arrived at the office will be contacted and advised not to come in B. If there is a potential for the path of the hurricane to turn toward the office, designated personnel will take the employee’s names and contact information home to contact, as necessary. C. Personnel in the office will secure computer equipment and records in safe areas, free from water and breakage (as feasible) and unplug all equipment. D. Backup of all data to cloud‐based storage will be completed and any physical records will be removed from the office per the president or designee. E. Follow Tenant instructions, as well as instructions for Securing Records (see policy 1006) 2. In case of an imminent hurricane, all personnel shall leave the office when the president or designee makes the decision to close the office. A. As time permits, secure computers, and electronic equipment. B. Remove any important physical records from the Office per president or designee. C. If there are employees/others who cannot leave the building, these persons should move to an area of the building that does not have glass windows or movable objects to minimize the chance of injury. 3. Following the hurricane, the employee calling tree will be used to advise employees when and where to return to work. Form: Calling Tree
- 11. 11 SERBIN MEDICAL BILLING, LLC CALLING TREE COLLECTORS VICE-PRESIDENT OPERATIONS CHARGE POSTERS PAYMENT POSTERS BILLING SUPERVISOR CODERS
- 12. 12 SERBIN MEDICAL BILLING, LLC SUBJECT: EXTERNAL DISASTER – HURRICANE PREPAREDNESS PLAN (PAGE 1 OF 1) POLICY: 1005 REVISION DATE: PREPARATION 1. Refer to Homeland Security’s “Prepare for Hurricanes”. https://www.ready.gov/hurricanes#prepare 2. Ensure that flood and contents insurance policies are in place. A copy of the policy is stored off‐site as well as in the business. 3. Refer to lease to understand landlord and tenant (SMB) responsibilities. In most cases, the renter is responsible for business contents and getting business back up and running. 4. Remove all computers/electronic equipment to a core room where door can be shut, and devices can be placed up on tables. 5. For computers/electronics equipment that cannot be moved, place a garbage bag around the item, pull all the slack out of the bag and seal the base of the bag with duct tape. Secure the item and the bag to the table with extra strips of tape so the bag does not flap if exposed to the wind. 6. Close window coverings. 7. Do not tape windows as this does not keep windows from breaking and it leaves sticky residue. 8. Do not add plywood to windows unless you have permission from the building owner. 9. Any paper files, computer disks or stored information should be copied, and one copy should stay in secured room with computers and the other copy should go with you or be stored in a safe location off‐site. If all files are digital, back up to cloud‐based storage. 10. All air‐conditioning, electrical and plumbing should be left operational. 11. If the building has flooding or has sustained damages, the property management company will have professionals secure the building and make it safe before reentering the premises. Do not reenter the building without approval from the property management company. 12. SMB maintains cloud‐based back‐up of all client records. 13. More information on hurricanes can be found on websites such as NBC‐2 https://www.nbc‐ 2.com/category/331826/2020‐hurricane‐guide or FEMA https://www.fema.gov/media‐library‐ data/20130726‐1622‐20490‐3346/hurricanefactsheet_final.pdf . Landlord/Property Management: Name Address Telephone Number
- 13. 13 SERBIN MEDICAL BILLING, LLC SUBJECT: EXTERNAL DISASTER–HURRICANE ‐ PROTECTING BUSINESS RECORDS AND INVENTORY (PG 1 OF 1) POLICY: 1006 REVISION DATE: Most businesses keep on‐site records and files (both hardcopy and electronic) that are essential to normal operations. Some businesses also store raw materials and product inventory. The loss of essential records, files, and other materials during a disaster is commonplace and can not only add to your damage costs but also delay your return to normal operations. The longer your business is not operating, the more likely you are to lose customers permanently to your competitors. To reduce your vulnerability, determine which records, files, and materials are most important; consider their vulnerability to damage during hurricanes and take steps to protect them, including the following: 1. Raising computers above the flood level and moving them away from large windows 1. Moving heavy and fragile objects to low shelves 2. Storing vital documents (plans, legal papers, etc.) in a secure off‐site location 3. Regularly backing up vital electronic files (such as billing and payroll records and customer lists) to cloud‐ based storage. 4. Securing equipment that could move or fall 5. Wrapping shelves, cabinets, other storage units in heavy plastic sealed with waterproof tape. 6. Make sure you are aware of the details of your flood insurance and other hazard insurance policies, specifically which items and contents are covered and under what conditions. Check with your insurance agent if you have questions about any of your policies. 7. When you identify equipment susceptible to damage, consider the location of the equipment. For example, equipment near large windows could be damaged during hurricanes. 8. Assign disaster mitigation duties to your employees. For example, some employees could be responsible for securing storage bins and others for backing up computer files. 9. You may want to consider having contracted service companies perform some administrative duties, such as maintaining payroll records. 10. Estimate the cost of repairing or replacing each essential piece of equipment in your business. Your estimates will help you assess your vulnerability and focus your efforts. 11. For both insurance and tax purposes, you should maintain written and photographic inventories of all‐ important materials and equipment. The inventory should be stored in a safety deposit box or other secure location. FEMA Emergency Management Guide for Business and Industry, October 1993, https://www.fema.gov/media‐ library/assets/documents/3412
- 15. 15 SERBIN MEDICAL BILLING, LLC SUBJECT: INTERNAL DISASTER ‐ FIRE SAFETY MANAGEMENT PLAN (Page 1 of 1) POLICY: 1007 REVISION DATE: POLICY The purpose of this plan is to provide an efficient and coordinated response to a fire emergency in SMB’s Corporate Office. 1. In case of a fire in this office, all personnel will evacuate the work area by way of marked exits. 2. Act Calmly – a calm and orderly response to all emergency situations will ensure the safest and most efficient response. PROCEDURE In the event of fire (visual) or signs of fire (unidentified smoke or unexplained extreme heat): 1. Initiate Fire Response A. Remove all employees and visitors from immediate danger. B. Pull the nearest alarm C. Call or have someone else call 9‐1‐1 to verify they have received the alarm D. Use fire extinguisher (only if you have the knowledge and ability) E. A single designated person in areas where fire extinguishers are stored should respond to the alarm sounding area to assist with firefighting and/or evacuation (if necessary) 2. General Precautions A. Close all doors to the area to isolate the fire once all occupants are removed B. Clear all corridors and exits C. Shut down air conditioning system immediately to prevent smoke from being drawn throughout building D. Turn off all electrical sources (know location of main breaker). E. Do not use telephone except for emergency communications F. Keep noise levels at a minimum. Remain in your area until notified. G. Feel all doors prior to opening. If they are hot to touch, do not open. H. If smoke coming under door, place wet towels or wet articles of clothing to prevent smoke entry until evacuation can occur I. Deter personnel and other persons from leaving areas to ‘roam’ or look for others. J. Be prepared to evacuate at nearest marked exits (all staff should familiarize themselves with location of all exits). 3. Conclusion of Fire Emergency A. The President or designee will determine when it is safe to return to normal activities within the office. B. If it is determined that the building cannot be reoccupied, employees will be sent home and will be notified when and where they may report to work. All staff must know the exact location of fire extinguishers, fire alarm pull stations, and the fire alarm pull station central control panel. R.A.C.E. R = Rescue, remove staff and visitors from danger A = Alarm, pull the fire alarm C = Confine the fire, close all doors and windows E = Extinguish the fire if is small and safe to do so Florida Fire Prevention: What you need to know ‐ https://www.blr.com/Workplace‐Safety/Emergency‐Planning‐ and‐Response/Fire‐Prevention‐in‐Florida
- 16. 16 SERBIN MEDICAL BILLING, LLC SUBJECT: INTERNAL DISASTER ‐ FIRE PREVENTION (PAGE 1 OF 1) POLICY: 1008 REVISION DATE: POLICY 1. SMB and the building has a NO SMOKING policy. Smoking is not allowed in the building. 2. The landlord is responsible for annual inspection and maintenance of fire extinguishers. 3. The landlord is responsible for annual / as needed inspection of all smoke detectors. 4. The fire alarm system is provided by the landlord who has preventative maintenance performed at least annually by the contracted service agency 5. The sprinkler system is provided by the landlord who has preventative maintenance performed at least annually by the contracted service agency. 6. Hallways are equipped with lighted “Exit” signs. These signs are inspected at least annually and is the responsibility of the landlord. 8. All new SMB personnel are given an initial orientation on the Fire and Emergency Preparedness/ Disaster Management Plans. This is done during New Hire Orientation/Tour. 9. .SMB personnel are inserviced at least annually on the Fire and Emergency/Disaster Preparedness
- 18. 18 SERBIN MEDICAL BILLING, LLC SUBJECT: INFECTIOUS DISEASE PREPAREDNESS AND RESPONSE PLAN (INFLUENZA / COVID‐19) (PAGE 1 OF 2) POLICY: 1009 REVISION DATE: PURPOSE: To provide guidelines to prepare for and maintain the safety of SMB employees by preventing the spread of infectious diseases (Covid‐19 virus or other influenzas) within the company. POLICY 1. All efforts will be made to follow federal and state guidelines for prevention of the virus spread. 2. The following policies/procedures regarding the wearing of non‐surgical masks and temperature checks have been adopted by SMB and will be enforced: A. Temperature checks are performed in the lobby on everyone who enters the office (employees, guests, salespersons, etc.). Acceptable temperatures are below 100.4o (CDC guidelines). B. Masks must be worn by tester and tested individual during temperature check process. C. The tested individual will be shown their temperature reading. ‐ Any individual showing a temperature of 100.4o or higher will be asked to leave immediately and not be allowed to enter the office. D. Daily, upon entering the lobby of the office, all employees must complete a questionnaire stating that they are symptom‐free and, to their knowledge, have not been exposed to anyone with the Covid‐19 virus (see form at end of this policy). E. Masks must be worn in all common areas and during any face to face interactions. F. The term “masks” is inclusive of face masks, face coverings (gaiters), and face shields. All masks must be office appropriate and not have any offensive images or wording or be political in nature. G. Employee’s not wearing a mask must present current medical documentation from a licensed physician that they are unable to do so. H. All employees must practice proper social distancing of 6 feet. I. Proper hand washing and sanitizing must be observed before and after working with any common / shared office equipment. 3. The following policies/procedures are to be followed by all employees. A. Travel – if an employee travels outside of the state of Florida or to a known “hotspot” in Florida, they will be required to quarantine at home for 14 days before returning to the office. B. Symptoms – if an employee exhibits symptom such as fever, cough, nausea, vomiting, loss of smell and taste and /or sore throat, before being allowed to return to the office, the employee will be required to: 1) quarantine at home for 10 days from when symptoms began, 2) be symptom free for 3 days with no medication, 3) provide a current negative Covid‐19 test. C. Exposure to Covid‐19 – if the employee is exposed to Covid‐19, the requirements to return to work include: 1) if indirect exposure, e.g. protective wear, such as masks were worn, not face to face), employee may return if asymptomatic and protective wear is worn. 2) If direct exposure, e.g. face to face, no protective wear, lives in same residence, employee must quarantine at home for 14 days and present a current a negative Covid‐19 test taken a minimum of 7 days from exposure date. D. Positive Covid‐19 test – if an employee tests positive for the Covid‐19 virus, before returning to the office, the following steps must be taken: 1) notify office immediately 2) quarantine at home for 14 days from the date symptoms presented
- 19. 19 SERBIN MEDICAL BILLING, LLC SUBJECT: INFECTIOUS DISEASE PREPAREDNESS AND RESPONSE PLAN (INFLUENZA / COVID‐19) (PAGE 2 OF 2) POLICY: 1009 REVISION DATE: 3) must be symptom free for at least 3 days with no medication 4) must present two (2) negative Covid‐19 test results preformed within 24‐ 48 hours of each other (CDC requirements) 4. If the employee can work remotely, they are expected to do so during their quarantine time. PTO will be used if unable to work remotely (see Continuity of Business policy). Sample Form: SERBIN MEDICAL BILLING, LLC – COVID‐19 AFFIRMATION EMPLOYEE NAME __________________________ Today’s Date __________________________ Recorded Temperature ___________0 F I am free of any symptoms of Covid‐19 (symptoms include fever, cough, sore throat, loss of smell / taste, nausea, and vomiting). ______ YES ______ N0 I have not knowingly been in contact with anyone that has tested positive for Covid‐19 ______ YES ______ N0 I have not traveled or been around someone who has traveled outside of the state of Florida, or to Miami‐Dade, Palm Beach or Broward County in the past 2 weeks ______ YES ______ N0 By signing this form, I am affirming that my answers are true to the best of my knowledge. Signature:____________________________ Links to Covid‐19 Plan and Preparedness Guidance on Preparing Workplaces for COVID‐19 (OSHA): https://www.osha.gov/Publications/OSHA3990.pdf ASCA Covid‐19 Preparedness: https://www.ascassociation.org/federalregulations/emergency‐preparedness CDC Influenza Planning and Preparedness Resources: https://www.cdc.gov/flu/pandemic‐ resources/planning‐ reparedness/index.html?CDC_AA_refVal=https%3A%2F%2Fwww.cdc.gov%2Fcoronavirus%2F2019‐ ncov%2Fphp%2Fpandemic‐preparedness‐resources.html Covid‐19 Resource Toolkit – Lee County, FL ‐ https://www.leegov.com/covid‐19/info
- 21. 21 SERBIN MEDICAL BILLING, LLC SUBJECT: CONTINUITY OF BUSINESS PLAN (COVID‐19) (PAGE 1 OF 1) POLICY: 1010 REVISION DATE: PURPOSE: To define SMB’s remote worksite plan to provide uninterrupted service to our clients if the safety of our employees may be compromised by continuing to work in our corporate office. POLICY/PROCEDURE 1. SMB has developed a remote site plan for all employees to access their office desktop from their home computers. 2. IT Partner: Ensure that you have a dependable IT provider as the success or failure of this off‐site venture is dependent on their availability and prompt response. Your IT partner is going to be instrumental in set‐up of connectivity and immediate response to issues encountered during the entirety of the off‐site endeavor. 3. Computer Access: Prior to moving the business to remote locations, and working with our IT provider, SMB used Team Viewer to provide this access. All SMB employees already had internet access. SMB’s IT provider remotely accessed and scanned all employee’s home office equipment for viruses. For those employees who did not have acceptable or compatible office equipment, SMB provided those employees with loaned laptops. 4. Phone Access: Due to the need for expediency, SMB purchased cell phones (with SMB’s or Client’s area code) for collectors. These collectors were responsible for calling their center and/or SMB’s office voicemail three times daily to obtain messages and return the calls. Alternatively, if time permits, an IP‐based phone system may be purchased and installed. 5. Fax Access: Through the use of Ring Central, SMB provided electronic fax service for collectors to be able to provide requested material to payers. 6. Printer Access: Printing folders were established on SMB;’s cloud‐based server for each employee to store items that needed to be printed. Members of management alternated weekly visits to the corporate office to print and disseminate stored printed documents. 7. Mail Access: All SMB’s mail was forwarded to the president’s home address and disseminated to appropriate employees. 8. Inter‐Company Communication: ”Team IM” was used to communicate between employees / management. Weekly calls (group or individual) were established between management and each employee. This method was also used as a social interaction tool for mental health.
- 22. 22 SERBIN MEDICAL BILLING, LLC SUBJECT: RETURN TO CORPORATE OFFICE PLAN (COVID‐19) (PAGE 1 OF 1) POLICY: 1011 REVISION DATE: PURPOSE: To outline SMB’s “Covid‐19 Temporary Hybrid Return to Work Plan”. POLICY/PROCEDURE 1. This hybrid work plan is temporary. Returning to in‐office work will be decided by the President of SMB based on evaluation of safety and federal, state and county guidelines. 2. The following plan allows SMB to continue to provide uninterrupted service to our clients while providing a safe working environment for SMB’s employees by: A. Reducing number of in‐house staff B. Allowing employees to alternate working off‐site and in‐office (hybrid work plan) C. Lessening possible exposure to COVID‐10 during high‐risk timeframes by incorporating in‐office social distancing, mask wearing in common areas and promoting increased hygiene D. Developing hybrid scheduling (see plan below) 3. Employee eligibility requirements for hybrid plan participation are outlined in following plan. Form/Plan: SMB’s Covid‐19 Temporary Hybrid Work Plan
- 23. 23 SERBIN MEDICAL BILLING, LLC COVID‐19 TEMPORARY HYBRID WORK PLAN EFFECTIVE DATE____________________ SMB wants to work with their employees to establish a safe working environment. Thus, SMB has developed the following temporary hybrid work plan. This work plan is TEMPORARY and will be reviewed by management every 30 days. As soon as health officials and the President of SMB determine that it is safe to return to the company corporate office, and that proper social distancing and health guidelines can be observed, SMB will reopen, and all affected employees will be required to perform their duties on‐site. The only exceptions to this mandate are employees who were permitted to perform their duties off‐site prior to Covid‐19 outbreak. This hybrid work plan and participation for each employee listed below will be contingent on meeting the requirements listed below, current workload and performance goals provided by management. Any decrease in workload or failure to meet the requirements may be grounds for loss of participation in this hybrid program and require the employee to return to work on‐site. SMB is providing this hybrid work plan, on a temporary basis, to provide the safest work environment while still fulfilling our obligation to our clients. Employees should consider this plan as a benefit to be earned and not abused. All decisions regarding participation and/or loss of participation in the program will be determined by management and are non‐negotiable. Requirements Employee must not currently be under any performance review, and/or personal improvement plans. Employee must not have had a corrective action plan within the past 90 days. Employee must continue to meet current workload and performance goals provided by management. In order to work off‐site (home) employee must be able to provide internet and basic equipment needs. SMB will only provide loaner equipment if available. If no loaner equipment is available, employee must work on‐site. All equipment loaned to employee by SMB, must be returned to SMB upon return to the office or as requested by management. If employee is using their own equipment, it must be approved and reviewed by SMB’s IT contractor. Employee must have an appropriate HIPAA compliant home workplace area, and equipment must not be shared with non‐employees. To ensure compliance, SMB’s IT contractor will perform random virus screening checks of all personal equipment that is being used for SMB tasks. Hybrid schedules will be developed by management. These work schedules will be consistent and without fluctuation. Employees may not trade on‐site or off‐site scheduled days with other employees. This hybrid work plan and participation for each employee listed below will be contingent on meeting current workload and performance goals provided by management. Any decrease in workload may be grounds for loss of participation in this hybrid program and require the employee to return to work on‐site. Decisions in this regard will be determined by management and are non‐negotiable. Coding ‐ Allow full remote option for all coders until able to safely return to office Charge Posting and Payment Posting ‐ Allow a hybrid remote schedule with 3 days remote and 2 days in the office for printing needs. Insurance Collectors ‐ In office only options with social distancing and mask requirements in common areas. Patient Collectors ‐ In office only option with social distancing and mask requirements in common areas. Management ‐ Remote hybrid option. Employee managers will alternate on‐site attendance to ensure one or the other will always be in the office. Employees not wishing to participate in the remote / hybrid option ‐ These employees can choose to opt out and work in‐office only following safety guidelines described above. Employees wishing to participate in the remote / hybrid option ‐ Management is developing a schedule to ensure there is at least one payment poster / charge poster in the office every day.