Emergency Plans

The following plan covers he handling of emergencies with customers for whom ARISE Mentors, LLP provides support and cover the following kinds of emergencies.

Infectious Diseases

Natural Disasters (Fire, Flood, Earthquake, Extreme Weather)

Plan items related to specific types of emergencies are marked by their appropriate symbols or identifying phases.

ARISE Mentors, LLP (AM) directors and employees shall adhere to the following plans in the event of an outbreak or pandemic of an infectious disease or natural disasters.

The purpose of this plan to maintain the health and safety of each individual we serve and that of our employees. The following strategies are not optional for company leadership and direct support professionals (DSPs). These plans are divided into sections depending on the circumstances and locations of activities. Whenever the details of this plan are inconsistent with directions from the Office of Developmental Disabilities Services (ODDS), the State of Oregon, or any state or federal law, those directives prevail.

Contact your lead for updated guidelines from governmental authorities.

Company Offices

While any “stay at home” order is in effect, company offices are closed except for a minimum management staff required to run the office. Wherever possible, directors and leads should telecommute and work from home. The Office is considered “closed” and visitors are not allowed, including DSPs and customers. Physical distancing should be practiced whenever the circumstances make it necessary for management staff to be in the office.

During a natural disaster within 20 miles radius of a company offices should be closed except for a minimum management staff required to run the office if it can be done so safely. Wherever possible, directors and leads should telecommute and work from home. The Office is considered “closed” and visitors are not allowed, including DSPs and customers.

In-Home Services

Preparation

Before an emergency occurs, the following preparation should be made with each individual, with the individual’s consent:

1. 1. Obtain a release of information for DSP to contact and coordinate with health professionals.
   2. Either post the following in the individual’s home or make sure that every DSP that provides services to the individual has:
      • The phone number for medical advice related to the individual’s health insurance system.
      • The individual’s membership or health record number.
      • The name of the individual’s primary care physician and other frequent healthcare providers.
   3. (Infectious Disease) Make sure that the DSP has access to Personal Protective Equipment (PPEs), including masks and gloves.
   4. (Infectious Disease) Make sure that the customer has access to PPEs.
   5. Where financially possible, make sure that the individual has extra food staples and personal-use supplies, such as toilet paper and hygiene products.
   6. For individuals that live alone, assist the individual understand how to call for aid, i.e., 911, family members, and support staff.

Direct Support Professional

For services that are delivered to individuals in the individual’s home, all planning of services must be done in advance. The DSP will ask the following questions and choose the option related to the answer.

Prior to leaving to visit the individual, ask “How am I feeling?” “I’m feeling well.” Proceed to the next question. “I’m feeling ill or uncertain about how well I feel.” Call the lead DSP (the lead) and report that you will not be able to provide services because of feeling unwell or uncertain. Tell the lead what you and the individual were planning and any other relevant issue related to your planned visit. Contact the individual and report that you aren’t feeling well. If appropriate, try to reschedule for another time. Prior to leaving to visit the individual, interview the customer about symptoms and how the individual feels. Listen for symptoms that the customer may not be willing or able to share. Ask, “How is the individual feeling?” “The individual reports feeling healthy and has no obvious symptoms.” Keep the appointment with the individual, and proceed to question 4. “The individual reports feeling unwell or has obvious symptoms.” Proceed to question 3.  Prior to leaving to visit the individual, ask, “Do I have any conditions or circumstances that put me at a higher risk of infection?” “Yes” Call the lead DSP (the lead) and report that you will not be able to provide services to the individual because of your own personal status as “high risk” and that the individual reports feeling unwell or has obvious symptoms. Tell the lead what you and the individual were planning and any other relevant issue related to your planned visit. Tell the individual and report that you are not able to provide services at this time. If appropriate, try to reschedule for another time. Proceed to the next question. Re-interview the individual about how the individual is feeling and ascertain if there are any symptoms that the individual did not report at the initial contact. “The individual feels well and is not showing any visible symptoms.” Proceed with delivering services as planned. “The individual reports feeling unwell or has obvious symptoms.” Maintain physical distancing at the distance recommended. Safely assist the individual to contact a healthcare provider and report symptoms. Follow the directions given by the healthcare provider. If the healthcare provider directs, leave the individual’s home. Repeat these steps if any changes in your status or the individuals status are observed. If at any time you feel unsafe to continue working with an individual, contact your lead.

Prior to leaving to visit the individual, attempt a phone call or text message. Can the individual be reached? “Yes.” Check on the individual’s status. Prior to leaving to visit the individual, ask “Is there a safe route to the customer’s home that avoids restricted areas?” “Yes.” Proceed to the next question. “No.” Call the lead DSP (the lead) and report that you will not be able to provide services because of emergency restrictions. Tell the lead what you and the individual were planning and any other relevant issue related to your planned visit. Contact the individual and report that you cannot keep your appointment because of emergency restrictions. If appropriate, try to reschedule for another time. Prior to leaving to visit the individual, ask “Is there an essential reason for keeping the appointment that cannot wait?” (Urgent medical appointment, etc.) “Yes.” Proceed with delivering services as planned. “No.” Reschedule with the individual after the disaster has been resolved. Prior to leaving to visit the individual, interview the customer about symptoms and how the individual feels. Listen for symptoms that the customer may not be willing or able to share. Ask, “How is the individual feeling?” “The individual reports feeling healthy and has no obvious symptoms.” Keep the appointment with the individual, and proceed to question 4. “The individual reports feeling unwell or has obvious symptoms.” Proceed to question 3.  Prior to leaving to visit the individual, ask, “Do I have any conditions or circumstances that put me at a higher risk of infection?” “Yes” Call the lead DSP (the lead) and report that you will not be able to provide services to the individual because of your own personal status as “high risk” and that the individual reports feeling unwell or has obvious symptoms. Tell the lead what you and the individual were planning and any other relevant issue related to your planned visit. Tell the individual and report that you are not able to provide services at this time. If appropriate, try to reschedule for another time. Proceed to the next question. Re-interview the individual about how the individual is feeling and ascertain if there are any symptoms that the individual did not report at the initial contact. “The individual feels well and is not showing any visible symptoms.” Proceed with delivering services as planned. “The individual reports feeling unwell or has obvious symptoms.” Maintain physical distancing at the distance recommended. Safely assist the individual to contact a healthcare provider and report symptoms. Follow the directions given by the healthcare provider. If the healthcare provider directs, leave the individual’s home. Repeat these steps if any changes in your status or the individuals status are observed. If at any time you feel unsafe to continue working with an individual, contact your lead.

Lead Direct Support Professional

In the event that a DSP calls you to report any of the above situations, contact the individual and determine the individual’s needs. Ask the following questions:

1. 1. “Has a healthcare provider been contacted and approved further contact with the individual?”
      • If not, no other DSP may be assigned to substitute until that has happened.
   2. “Would another DSP be able to provide the services that day or in the near future?”
      • “Yes, another DSP is available.”
        • Contact the other DSP and arrange the substitution. This DSP should follow the above steps for DSPs.
      • “No, another DSP is not available.”
        • Inform the customer that no other DSPs are available.

If indirect supports have been approved by the case-management entity, continue to provide approved supports.

One-on-One Services Occurring in the Community

Preparation

Make sure that the individual is approved for being in the community by a healthcare provider and follow all guidelines issued by government authorities, ODDS, and case management entities.

1. 1. Have on hand the following:
      • The phone number for medical advice related to the individual’s health insurance system.
      • The individual’s membership or health record number.
      • The name of the individual’s primary care physician and other frequent healthcare providers.
   2. Have on hand for the DSP, Personal Protective Equipment (PPEs), including masks and gloves.
   3. Make sure that the customer has on hand any needed PPEs.

Direct Support Professional and Leads

Follow all of the steps above under “In-Home Services”.

Facility-Based Day Support Activities

All facility-based day support activities at AM facilities are cancelled during emergencies.

Community-Based Day Support Activities

If limited community-based day support activities are approved for individuals, company-sponsored community-based day support activities may proceed under the following conditions:

Preparation

Make sure that every participant in community-based activities meet the criteria for one-on-one services outlined above.

Unless a lower limit exists by mandated guidelines, all community based DSAs may have no more that four total participants, including DSPs and individuals.

Services Occurring in Customer’s Place of Employment

Preparation

Before an emergency occurs, the following preparation should be made with each individual, with the individual’s consent:

1. 1. Obtain a release of information for DSP to contact and coordinate with health professionals.
   2. Either post the following in the individual’s home or make sure that every DSP that provides services to the individual has:
      • The phone number for medical advice related to the individual’s health insurance system.
      • The individual’s membership or health record number.
      • The name of the individual’s primary care physician and other frequent healthcare providers.
   3. Make sure that the DSP has access to Personal Protective Equipment (PPEs), including masks and gloves.
   4. Make sure that the customer has access to PPEs.
   5. Have access to the customer’s employer’s emergency plan and infectious disease-related policies and procedures.

Direct Support Professional

For services that are delivered to individuals in the individual’s place of employment, all planning of services must be done in advance. Check the employer’s infectious disease-related policies and procedures.

Employment related services that occur in the individual’s place of employment may only be delivered when the individual is scheduled and allowed to work according to the employer’s policies and procedures.

The DSP will ask the following questions and choose the option related to the answer.

1. 1. Prior to leaving to visit the individual, ask “How am I feeling?”
      • “I’m feeling well.”
        • Proceed to the next question.
      • “I’m feeling ill or uncertain about how well I feel.”
        • Call the lead DSP (the lead) and report that you will not be able to provide services because of feeling unwell or uncertain. Tell the lead what you and the individual were planning and any other relevant issue related to your planned visit.
        • Contact the individual and report that you aren’t feeling well.
        • If appropriate, try to reschedule for another time.
   2. Prior to leaving to meet the individual, interview the customer about symptoms and how the individual feels. Listen for symptoms that the customer may not be willing or able to share. Ask, “How is the individual feeling?”
      • “The individual reports feeling healthy and has no obvious symptoms.”
        • Keep the appointment with the individual, and proceed to question 4.
      • “The individual reports feeling unwell or has obvious symptoms.”
        • Proceed to question 3.
   3.  Prior to leaving to visit the individual, ask, “Do I have any conditions or circumstances that put me at a higher risk of infection?”
      • “Yes”
        • Call the lead DSP (the lead) and report that you will not be able to provide services to the individual because of your own personal status as “high risk” and that the individual reports feeling unwell or has obvious symptoms.
        • Tell the lead what you and the individual were planning and any other relevant issue related to your planned visit.
        • Tell the individual and report that you are not able to provide services at this time.
        • If appropriate, try to reschedule for another time.
        • Proceed to the next question.
   4. Re-interview the individual about how the individual is feeling and ascertain if there are any symptoms that the individual did not report at the initial contact.
      • “The individual feels well and is not showing any visible symptoms.”
        • Proceed with delivering services as planned.
      • “The individual reports feeling unwell or has obvious symptoms.”
        • Maintain physical distancing at the distance recommended.
        • Safely assist the individual to contact a healthcare provider and report symptoms.
        • Follow the directions given by the healthcare provider.
        • If the healthcare provider directs, leave the individual’s home.

Repeat these steps if any changes in your status or the individuals status are observed. If at any time you feel unsafe to continue working with an individual, contact your lead.

Emergency Room Visits

Visiting customers who have been admitted to the hospital is not billable. Employees may accompany customer to the emergency room for the sake of expressive and receptive communication with emergency room staff. When a decision is made between releasing the customer or admitting the customer to the hospital, but employees must end services if the customer is to be admitted.