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As part of its commitment to a maintaining a safe workplace, Optimum Healthcare IT, LLC (“Optimum”) has developed and implemented this Infectious Disease Outbreak Response Plan (the “Plan”) to aid and organize employer and employee actions during an infectious disease outbreak. Employees must read and become familiar with this Plan. Understanding and following these policies and procedures can help to minimize the risk of negative consequences during an infectious disease outbreak.

Outbreak Response Team

The following individuals, or their successors, make up the Outbreak Response Team (“ORT”):

  • Jason Jarrett, Chief Executive Officer (“CEO”)
  • Susie Morgan, Chief Human Resource Officer (“CHRO”)
  • Sheryl Bushman, Chief Medical Information Officer (“CMIO”)

In the event of an infectious disease outbreak, the ORT will check for updated information from the federal Centers for Disease Control and Prevention (“CDC”) and state and local government agencies to determine if the Plan should be activated. The ORT will consult with healthcare professionals as needed, for advice regarding the Plan.

The ORT shall:

  • Oversee activation of the Plan.
  • Work with clients to implement client-specific plans for continuity of operations.
  • Manage communications between Optimum, clients, and vendors, as appropriate.
  • Determine whether there are any special high-risk workplace requirements.

General Precautions

During an infectious disease outbreak, all employees are encouraged to:

  • Stay home if they are sick.
  • Regularly wash their hands with soap and water or use hand sanitizer.
  • Avoid touching their noses, mouths, and eyes.
  • Cover their coughs and sneezes with a tissue or their arm.
  • Wash their hands or use hand sanitizer after coughing, sneezing, blowing their noses, or coming into contact with others.
  • Avoid close contact with coworkers and customers by keeping a distance of at least six feet.
  • Avoid shaking hands.
  • Refrain from using other employees’ phones, desks, tools, equipment, or workstations.
  • Lead a healthy lifestyle, including good nutrition, exercise, and smoking cessation, to maintain a better immune system.
  • Avoid face-to-face meetings in favor of video or teleconferencing.
  • Hold meetings in large, well-ventilated areas where employees can maintain a distance of at least six feet from each other.
  • Keep unnecessary visitors, family members, and other members of the general public from visiting the workplace
  • Maintain annual influenza vaccinations.

Human Resources

Optimum Healthcare IT will maintain a list of duties that employees can perform from home, as well as any equipment (such as computers) that may be necessary to perform those duties. Supervisors can then draw on this list to have those duties performed by employees from home should it become necessary.

Optimum shall recommend a sick leave policy to be adopted in the event of a pandemic. The policy is to be non-punitive and require employees who have been exposed or who exhibit symptoms of the illness to remain at home.

The ORT will establish the following policies and procedures in the case of potential pandemic:

  • Flexible work hours, including staggered work hours and telecommuting
  • Restricting employee travel to affected areas
  • Guidance for employees returning to the United States from affected areas
  • Counseling services for all employees and their families, particularly those affected by illness
  • Special procedures/accommodations for employees and customers with special needs or disabilities

Optimum will update employees as necessary, to ensure continuity of operations.

Plan Activation

In the event the ORT determines the Plan should be activated, Optimum will take the following actions, as appropriate:

  • Work with clients to implement client-specific plans for continuity of operations.
  • Encourage customers and potential customers to use remote facilities. The staffing of these services is to be adjusted to ensure that individuals using them receive prompt service and response, at Optimum’s sole discretion.
  • Employees with job duties that can be accomplished by telecommuting will be encouraged to work from home.
  • The emergency sick leave policy shall be implemented.
  • Team members will contact their managers to determine the impact of the outbreak on their project and its effects on our ability to perform our functions, and they will communicate the results to the Chief Human Resources Officer.
  • Optimum, with the assistance of team members, will monitor staffing levels at all locations and assist supervisors in finding ways to maintain critical operations in light of any staffing shortage.
  • Optimum will use commercially reasonable efforts to ensure clients and vendors are informed of any changes that affect their transaction of business with us.

Contact

Should you have any questions regarding this Plan, please contact Susie Morgan, Chief Human Resource Officer, via email to smorgan@optimumhit.com.

Effective: March 1, 2020

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