COVID-19 Coronavirus Protocol-Level 1

COVID-19 Coronavirus Protocol-Level 1

Effective from 09.03.2020-until further notice

We do not currently have any identified cases of Coronavirus at any PJ Care sites in either staff or residents and this protocol is to reduce the likelihood of infection and transmission.

If you have any concerns that you, or someone you know may be infected, call 111 immediately for advice.


There are two stages to the COVID-19 protocol.

  1. Preparation-Level 1
  2. Prevention-Level 1
  3. Containment-Level 2




  1. Information about COVID-19 is contained in Appendix 1.  Please read this information, which is the guidance from NHS England.


  1. An outbreak of COVID-19 for the purpose of PJ Care’s action planning is one confirmed case in either a member of staff or a resident. A Level 2 Protocol will be issued if an outbreak occurs.


  1. All non-essential travel between Milton Keynes and Peterborough sites will stop until further notice.


  1. All meetings that involve staff from multiple sites will be held via video conferencing using Teams and you will receive invitations to these meetings via email and instructions how to log in.


  1. Relatives may still visit their residents on all units at this time but will be required to complete a screening questionnaire on entering the building.  See point 15 below.  They must wash their hands on entering the building. Visiting times will be restricted so that no visitors will be admitted to any building after 8pm.  Mallard House reception will be staffed from 8am-8pm, Monday to Sunday, to ensure all visitors can be screened as detailed in point 15 below.


  1. The cleaning of door handles, switches and buttons has been increased across all sites with two hourly cleaning now taking place.


  1. All non-essential visits to all PJ Care sites from non-PJ Care staff should stop.  These would include showing visitors the residential units.  Care reviews can still take place, but people attending the meetings must not be allowed to enter the residential units.


  1. We are prepared for cases of COVID-19.  We have Personal Protective Equipment (PPE) in the form of face masks and clothing for staff should any cases be diagnosed. Staff who are providing direct care to residents will be issued with PPE if a confirmed case is diagnosed.


  1. We are aware of all staff holidays that have been booked through Careblox.  All staff will be asked to update their managers on the location of their holidays if they are travelling outside of the country. We will follow the Public Health England guidance on quarantine for at risk staff, and managers will speak with any staff who have travelled from ‘at risk’ countries on a case by case basis. The Head of Joy and Wellbeing will work with managers in speaking to staff regarding their holiday destinations and on return from holiday to screen for symptoms.


  1. Staff who are working in other areas of the company other than care, but who hold the Care Certificate, may be asked to cover shortfalls in care staff rather than bringing in outside agency workers.


  1. Registered Nurse safe staffing levels.  We will always maintain safe staffing levels of Registered Nurses at all sites.  The competencies and experience of Registered Nurses with PJ Care’s policies and procedures needs to be considered when maintaining safe staffing levels.  It is at the discretion of managers of the services and units to decide whether the available nurse is suitably experienced to be within the safe minimum staffing level numbers.  More than the minimum safe numbers will likely be available across all areas of the service


The following numbers are the safe minimum Registered Nurse staffing levels across the sites. It is likely that we will have higher numbers of staff than the safe minimum numbers below. It is not safe to operate below these numbers and the safe minimum must be maintained at all times. The definition of minimum staffing relates to fully competent, experienced nurses as assessed by their respective manager.If the minimum safe numbers cannot be maintained, these can be filled with overtime from the experienced nurses or agency nurses who are known to us as experienced in our policies and procedures.


-Bluebirds minimum Registered Nurse level 1 nurse day, 1 nurse night.


-Mallard minimum Registered Nurse level for the building is 3 during the day, 2 at night.


-Eagle Wood minimum Registered Nurse level is 7 for the building during the day, 5 at night.


  1. Team Member-care safe staffing levels.  We will always maintain safe staffing levels at all sites.  However, with immediate effect, staff sickness will only be covered by overtime or agency after the first 2 members are off sick on any one shift. This is to reduce the possibility of agency care staff being required which increases the risk of cross contamination.


  1. Team Member-Housekeeping staffing levels must remain at 2 per unit as they are instrumental in preventing the spread of infection.


  1. Team Member-catering safe staffing levels will be determined by the Catering Manager based on the daily needs of the units and mix of chefs and assistants available.


  1. Every visitor must fill out the attached questionnaire every time they enter any of sites on any given day. It is the responsibility of the receptionists to give out the questionnaires, read the answers and take the actions as detailed below.  The questionnaire is a symptom checklist and asks for details of any recent overseas trips. There are two different actions to take depending on the answers to the questions.  If a visitor refuses to complete the questionnaire, they must be asked to leave the building.


  • If a visitor reports high temperature or fever, non-productive cough, headache, muscle pains, and difficulty breathing or shortness of breath they should be asked to leave the building, self-isolate and call 111.


  • Visitors who have recently returned from a Category 1 or Category 2 country, whether they have symptoms or not, should be asked to leave the building, self-isolate and call 111. It is likely that other countries will be added to this list.  Current Category 1 countries are Wuhan city and Hubei Province (China), Iran, Daegu or Cheongdo (Republic of Korea), Italy. Current Category 2 countries are Cambodia, Hong Kong, China, Italy, Japan, Laos, Macau, Malaysia, Myanmar, Republic of Korea, Singapore, Taiwan, Thailand, Vietnam.


  • The completed questionnaires should be given to Jon Olsen at Eagle Wood, Anna Lesniak at Mallard House and Colleen Brothers at Bluebirds.



  1. Additional mobile sink units have been purchased for all reception areas and we expect delivery and installation within the next 7 days. The mobile sink and questionnaires will be sited in the airlock at Bluebirds to prevent visitors entering the main building until they have been screened.  Outside of reception time, the nurse in charge must screen the questionnaires and give the appropriate advice.


  1. All staff entering all PJ Care sites are to wash their hands on entering the building and use alcohol gels before entering and leaving distinct areas e.g., Units etc.


  1. All staff must report to their manager any symptoms of COVID-19, which are high temperature or fever, non-productive cough, headache, muscle pains, and difficulty breathing or shortness of breath, before they leave home for their shift.  They will be advised by their manager with regard to the steps to take.  Staff may be swabbed by Public Health England to determine whether they have COVID-19.


  1. Staff can only carryout overtime shifts within their building.  Bluebirds staff cannot take overtime shifts at Mallard House or Eagle Wood.  Mallard House staff can only take overtime shifts on Oakley and Brunel and cannot travel to Bluebirds or Eagle Wood.  All Eagle Wood staff can only take overtime shifts at Eagle Wood units and cannot travel to any Milton Keynes sites.


  1. All visitors entering all PJ Care sites are to wash their hands on entering the building and use alcohol gels before entering and leaving distinct areas e.g., Units etc.


  1. All staff who work on the residential units are to come to work in their own clothes, bring their uniforms with them and then get changed at work. At the end of your shift, change back into your own clothes and bag your uniform for transport home and wash it.  This includes all Registered Nurses, Team Members in care, housekeeping, maintenance and catering staff. This will reduce the likelihood of carrying an infection between home, transport and work.


  1. Our residents are a high-risk group if they contract COVID-19, but are most likely to contract it from staff who become infected.  People most at risk of serious illness or death have underlying health conditions, such as respiratory problems and diabetes, which many of our resident suffer from.


  1. Residents must be encouraged to maintain good standards of personal hygiene including handwashing before and after meals and use of the toilet and staff must offer facilities to enable this. Residents with symptoms of high temperature, non-productive cough, headache and difficulty breathing should be cared for in their room until it has been established whether they are infected with COVID-19. Advice will be sought from dialling 111 on any phone.


  1. Resident activities off site need to be reduced to limit potential exposure to the virus.  This should be in consultation with Regional, Service and Clinical Managers.  No agency staff are to be booked to cover external activities to reduce visitors to the units and activities may have to be cancelled as a result.


  1. Staff members with symptoms of high temperature or fever, non-productive cough, headache, muscle pains, and difficulty breathing or shortness of breath must not be at work and should stay at home whilst being tested for COVID-19 for 14 days.  Advice regarding return to work will be given on a case by case basis, depending on the outcome of testing.  Staff should follow the company reporting procedure for sickness and keep their manager informed. The Head of Joy and Wellbeing will keep in contact with all staff who are off work to assist in monitoring and guiding them about next steps.


  1. The current guidance from Public Health England is that anti-bacterial gels are effective as COVID-19 is a virus rather than a bacteria, which is affected by the alcohol in the anti-bacterial gels.  Hand washing with soap and water is still the most recommended activity to reduce the transmission, followed by drying thoroughly.


  1. There will be a daily update communication to pjcare-everyone so that all staff are kept up to date with the status of COVID-19.


Appendix 1

Information about COVID-9 from NHS England