COVID-19 Policy for Partners, Clients, and Visitors to BHT's Office

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Visitor Guidelines

Updated March 28, 2022

This is point-in-time guidance for visitors to the BHT office. We will continue to review and revise as appropriate based on current community conditions and public health guidance. Read the guidance for staff at the office here.

A committee of staff members convened to develop COVID safety guidelines based on public health guidance, community case rates, and input from the full staff. The committee made the following decisions regarding guidelines and safety measures for clients, partners, and visitors at the office.

Overview

For those meeting in-person at the BHT office, the following guidelines are in place. We encourage staff and visitors to take the necessary measures for protecting personal wellbeing, including taking advantage of the ability to meet remotely.

Summary of Guidance

Masks and proof of vaccination are no longer required as an organization-level policy. However, those entering the office may be asked to wear a mask or provide proof of vaccination at the request of the staff member(s) they are meeting with.

BHT staff will communicate to visitors about safety guidance in advance.

Note: Anyone showing symptoms of illness upon arrival at BHT will be rescheduled and not permitted to enter the building.

Definitions

Partners - Staff/employees of organizations who come to the BHT offices for business-related meetings. This includes BHT contractors.

Clients - Community members who come to the BHT offices for services, such as meeting with a Navigator or Healthy Kids Together team member.

Personal visitors - Individuals known to BHT staff (e.g., family, friends) who come to the offices for non-business purposes.

Partner Meetings Policy

Starting May 2022, partner meetings can be hosted by BHT at the office following the guidelines below. However, no external organizations may hold meetings held at the BHT office at this time.

Staff may also choose to meet with partners offsite or continue remote-only meetings. If BHT is hosting a meeting offsite, they should follow current public health guidance.

Requirements of BHT staff for partners meetings:

  • BHT staff member must communicate to partners about safety guidelines in advance.

  • Remote participation options must be made available for every in-person meeting for anyone who doesn’t wish to attend in person.

No staff or partners will be required to be in office for meetings if they are not comfortable. Remote participation options will be made available for any in-person meeting.

Anyone showing symptoms of illness upon arrival at BHT is not permitted to enter the building. 

Client Policy

Staff may have client meetings in the office as needed beginning September 1, 2021. However, the intent is to continue operating primarily remotely, with clients receiving services by phone or online. This is subject to change based on state guidelines for Navigator Lead organizations and during Open Enrollment. 

Requirements of BHT staff for clients:

  • BHT staff member must communicate to clients about safety guidelines in advance.

If the client is showing symptoms of COVID-19 or any illness on the day of the appointment or within 72 hours, they need to cancel and reschedule. Anyone showing symptoms of illness upon arrival at BHT will have to reschedule and not be permitted to enter the building.

Navigator Team

The Navigator team will continue to primarily work remotely. Clients may request in-person visits, as needed by individual clients. This is subject to change based on state guidelines for Navigator Lead organizations and during Open Enrollment. 

Healthy Kids Together (HKT) Team

The HKT team will continue to primarily work remotely. Clients may request in-person visits, as needed by individual clients.

Outreach events

For outreach events hosted by BHT or other organizations, it is at the discretion of the relevant team to make planning and participation decisions on a case-by-case basis, based on event environment (location, safety protocols, current community conditions and public health guidance, etc.) and comfort level of staff. Staff can opt-out of attending an outreach event if they do not feel safe.

Personal Visitors Policy

We are continuing to allow personal visitors to be flexible to staff who may need visitors for reasons of childcare, transportation, etc. However, staff are encouraged to keep visitors to a minimum and for as short a time as possible.

Requirements of BHT staff for visitors:

  • BHT staff must communicate to visitors about safety guidelines in advance.

Safety Guidelines and Measures

For those meeting in-person at the BHT office, the following guidelines are in place.

Vaccination

Proof of vaccination is not required at this time as an organization-level policy. However, those entering the office may be asked to show proof of vaccination at the request of the staff member(s) they are meeting with. BHT staff will communicate to visitors about safety guidance in advance.

Note: Proof of vaccination is considered Personal Identifiable Information (PII) and will NOT be recorded or retained specific to any client, partner, or visitor

Masks

Masks are not required at this time as an organization-level policy. However, those entering the office may be asked to mask by the staff member(s) they are meeting with. BHT staff will communicate to visitors about safety guidance in advance.

Social Distancing

We will expect everyone to adhere to social distancing recommendations whenever possible. However, we also acknowledge that there may be instances where that isn’t possible given the layout of our office, size of the meeting, etc.

Additional Safety Measures

  • Clients and visitors should stay home if they are sick or think they may be sick (any illness), using alternative ways to contact staff as appropriate.

  • Standing hand sanitizer stations will be installed at entries and in the downstairs meeting space.

  • Bottles of hand sanitizer will be available in common areas and offices

  • Disposable masks will be available.

  • Staff is expected to disinfect common areas they used before they leave the office for the day. This is a requirement for any staff member in the office – it is not the duty of the operations team to clean up after other staff. Cleaning supplies will be made available.

  • The office will continue to be cleaned once weekly cleaning by an external company.