5 minute read

Despite careful return-to-work planning, COVID-19 workplace outbreaks are still happening. Even though we are six months into this pandemic! To protect their businesses, employers are searching for ways to keep sick employees from coming to work.

Are you in the process of bringing your workforce back? Do you have successful return-to-work strategies? This may help: WorkforceHUB employee timekeeping can present a symptom survey at clock-in.

How does WorkforceHUB screen for COVID-19 symptoms?

As the administrator, you create custom prompts in WorkforceHUB. When employees punch in, the clock-in screen presents a short health survey. The survey asks the employee if they are experiencing specific symptoms.

The CDC lists the following as possible symptoms of COVID-19 (note the additional symptoms added after the initial guidance was issued):

  • Fever
  • Chills
  • Cough
  • Shortness of breath
  • Loss of taste or smell
  • Sore throat
  • Congestion or runny nose (appeared on CDC website May 13)
  • Nausea (appeared on CDC website May 13)
  • Diarrhea (appeared on CDC website May 13)

Before the employee clocks in for their shift, they answer Yes or No to each symptom individually. You can present the survey in the WorkforceHub web-based clock-in portal or in the prompt screen on the TimeWorksTouch hardware clock.

Supervisors or admin staff review the answers in their manager portal. Employees and administrators can access WorkforceHUB from any connected device. A web-based system is the safest way to handle clock-in regardless of whether you present a health survey.

This is how WorkforceHUB presents a health survey at clock-in:

return-to-work strategies

 

Add a useful tool to your infection control toolkit

U.S. employers are retooling their operations to prevent COVID-19 outbreaks. You are probably using some combination of these successful return-to-work strategies:

  • Encourage frequent hand washing by making soap, water, and sanitizer readily available
  • Clean and sanitize frequently–especially common areas and high-touch items
  • Support physical distancing with occupancy limits, traffic flow floor markings, staggered schedules, plexiglass barriers and reconfigured workstations
  • Require masks and proper respiratory etiquette
  • Check employee temperatures before entering the workspace
  • Maximize work-from-home job roles
  • Use virtual meetings where possible
  • Screen employees for COVID-19 symptoms before they enter the workspace
  • If an employee is found to have contracted the virus, perform contact tracing and notify coworkers who could have been exposed

You may wonder why COVID-19 lab testing is not on this list. While some healthcare organizations and essential businesses are doing nasal swab tests, as of this writing, there are relatively few non-healthcare U.S. industries that are testing on a large scale.

return-to-work strategies

It would be helpful if every employer could provide free testing to their employees. But even if that were possible, it wouldn’t negate the need for putting the other measures in place. Testing, like the other tools in your toolkit, is not a magic bullet on its own. Whether used with or in the absence of testing, employee symptom surveys can support your other measures.

return-to-work strategies

As the coronavirus continues to infect more people, one of the biggest problems has been the lack of widespread testing. The COVID-19 test shortage means there’s very little definitive information about how the virus is making its way through communities. And while many corporations have already asked all employees who are able to work from home to do so, some others—such as grocery stores, factories, and other businesses tied to the supply chain—depend on in-person work, which makes monitoring people’s health critical. Fast Company

Why screen if COVID-19 can possibly be spread by people without symptoms?

Public health experts suspect that COVID-19 can be spread by people without symptoms. Scientists don’t yet know how much (if any) of the recent uptick in cases is due to asymptomatic spreaders. But we know for certain that people with active symptoms are a clear and present danger. Clock-in symptom surveys won’t completely prevent the virus from entering your workplace. But screening for active symptoms is the best way to prevent sick employees from working. If you prevent sick employees from interacting with coworkers, you minimize the risk of an outbreak of any type of infectious illness at your business.

What if employees lie about symptoms?

As discussed, a symptom clock-in survey is one tool in your safety toolkit. As with all successful return-to-work strategies, you must train your staff and continually reinforce the training.

First, you identify your return-to-work safety policies. One of your hard-and-fast rules is that you forbid sick employees from coming to work. Period.

You want this policy to be crystal clear for your workforce. Make it front and center in your employee handbook. Teach it to new hires during onboarding. Remind employees every day in your HR portal. Instruct managers to continually reinforce safety practices with their teams.

Successful return-to-work practices should be standard operating procedures

Incorporate safety practices in job responsibilities and workflows. Employees are less likely to lie or forget about the rules when they are integral to job roles individually, team projects, and company-wide business operations. In short, your safety rules become part of your company culture.

How can I motivate employees to tell the truth?

First off, comply with the Emergency Paid Sick Leave Act. Make sure your employees understand that they will be paid if they miss work because they are sick. As discussed previously, use all avenues of communication to educate your team about your safety measures, including how to use sick leave.

Does your company culture discourage taking time off?

In the U.S., we have a hard-driving workaholic culture. Even though many companies offer generous PTO, actually taking a vacation is frowned upon. Employees regularly come to work even if they have a cold or (non-coronavirus) flu.

If that is the case in your organization, emphasize that COVID-19 is unlike the common cold or seasonal flu. A ‘just push through it’ mentality is not admirable when it comes to a deadly new disease for which there is no treatment or vaccine.

A global pandemic is a once-in-a-century event. If you have employees who dismiss the seriousness of the disease, remind them that they could infect a coworker who is at a higher risk of severe complications or death.

Fight the misconception that missing work threatens job security

Employees who conceal symptoms at work may believe it will help keep their job secure. It actually could have the opposite effect. If an infected employee interacted with coworkers, it could trigger an outbreak. This, in turn, could force the company to close until the outbreak was under control. A government entity could order the closure even if the business owner wanted to stay in operation.

return-to-work strategies

It’s time for leadership to lead

Commend employees who report symptoms and stay home. Show that leadership is united behind the safety measures. Have each member of the executive team address your staff in a virtual meeting. It wouldn’t hurt to have members of the C-Suite speak to your workforce every couple of weeks.

Though we hear it every day, it bears repetition: we’re all in this together and everyone has a part to play.

Emphasize that preventing the spread of COVID-19 trumps the importance of any individual job responsibility. Even if productivity suffers in the short term, it is better for employees to stay home than risk infecting coworkers.

Screening workers and others entering the workplace for symptoms of COVID-19 and body temperature is a critical component of preventing transmission and protecting workers. Workers who are symptomatic upon arrival at work, or who become sick during the day, should immediately be separated from others. They should be sent to their home or a health care facility, as appropriate, and referred for further evaluation and testing in consultation with the state, territorial, or local health departments or through occupational health providers. Centers for Disease Control

New processes are most successful when combined with an existing workflow

If you have hourly employees who clock in and out for shifts, you may use some kind of time clock. Whether it’s a physical or web-based clock, each employee interacts with it at least twice per shift–when clocking in and clocking out. Add two more interactions if they have to punch out for lunch.

You may not need new software to automate symptom checking

If you already have a timekeeping system that is customizable, you may be able to use it for symptom checking.

It makes sense to use your existing technology. As discussed previously, when a new process is combined with an established workflow or tool, employees are quick to adopt it. In this situation, your employees couldn’t avoid it if they tried. They are already clocking in for their shift. The clock-in function prompts them to monitor how they feel and confirm they are symptom-free.

Still using paper timecards?

If you use paper timecards, consider upgrading your process to a cloud-based system like WorkforceHUB. It’s an inexpensive HR solution designed for SMBs in essential and non-essential industries. WorkforceHUB is uniquely suited for both old and new management challenges. Offsite employees can track their hours as if they were onsite. Contractors and freelancers can use it to log billable hours per client. Since WorkforceHUB is cloud-based, it prevents employees from congregating at a shared physical time clock at shift changes. Each employee can punch in on a smartphone,  tablet or company-owned computer.

In conclusion

Employers are expected to do all in their power to keep employees safe. You only have so many tools in your infection-prevention toolkit. A clock-in symptom survey works in tandem with your other successful return-to-work practices.

Keep in mind that WorkforceHUB is a unified HR solution. Employees can check their schedule, approve their timecard and request vacation time whether they are working at home, in the office, or somewhere in between. But those are topics for another post.

For more information on how WorkforceHUB can support successful return-to-work strategies, visit our Business Recovery Resource Center. The team at SwipeClock wishes you success as you bring your employees back to work.

 

NOTE: Check the CDC website frequently for COVID-19 symptom updates and successful return-to-work strategies. CDC guidance on when a quarantined employee can return to work can be found here:

 

Content strategist and corporate blogger (2000+ posts). Her work has been featured on G2's Learning Hub, Human Resources Today, CloserIQ, Better Buys and over 500 business websites. She plays bluegrass mandolin and enjoys hiking in the red rock wilderness of southern Utah. Connect with me on LinkedIn
Liz Strikwerda