COVID-19 Frequently Asked Questions

April 15, 2020 | 5:00 p.m.

I’m being IVO’d in my own position, but being asked to work somewhere else. Do I have to?

Answer: As we progress through the phases of Disaster Preparedness, staff may be re-assigned to other areas of competence as patient care needs dictate. Training to a new area will be provided through the Manpower Pool, and re-assignments will be scheduled. During Phase II of a Disaster, staff will be required to report to their assignment. At this critical time in the care and treatment of our patients/residents, refusal to accept an assignment, or report to the assignment, will be considered a form of patient abandonment and result in a written corrective action on the first occurrence. The second refusal or failure to report will result in a suspension, and the third will result in termination.

The work volume in my department is slow right now. Can I take a personal leave of absence if I want to work a job at another employer during this time?

Answer: A personal leave of absence for this reason would require the department leader’s approval depending on anticipated staffing needs at Riverside. As we move to higher levels of this disaster, it is likely that requests for personal leave will not be approved. If you are seeking assignments, please have your department manager refer you to the Manpower Pool where you can be assigned training and deployed elsewhere in the organization as needs arise. If a personal leave of absence has already been approved, an employee may be recalled from the approved leave of absence early. Depending on the nature of the other employment, there may be a need to quarantine for up to 14 days after leaving the temporary job and prior to returning to work at Riverside.

Do I have to use all of my ET while I’m on IVO? If I don’t use my ET, will I be able to keep my benefits?

Answer: The IVO policy states employees have the option to take their IVO Unpaid or use accrued Earned Time. If you don’t have enough regular hours to cover your deductions, you may want to use Earned Time. If you don’t want to exhaust all of your ET, you could choose to use ET for only part of your IVO. For example, if you are getting 72 hours of IVO in a pay period, tell your manager you want 12 hours to be paid IVO-ET and the rest to be IVO-Unpaid. That way, the premiums can come out of your ET pay. If you don’t use ET, the premium deductions will go into arrears and will come out of your check once you return to work. Remember, you will accrue ET on your IVO hours. Please review the IVO Policy for details.

When should I apply for a Family Medical Leave of Absence?

Answer: If your medical provider certifies that you have a medical condition that requires you to be off work for a continuous or intermittent period of time, you should complete a Request For Leave of Absence form, and have your medical provider complete a Medical Certification form (both forms are available on PolicyStat or in Human Resources). Upon receipt of the required paperwork, eligibility for FMLA will be determined, and you will be notified if FMLA has been approved.

What if I have a medical condition that puts me in a high-risk category, and I feel I would be best to stay home at this time?

Answer: If your provider does not indicate a medical reason to be off, or if it is stated that it is the employee’s request, the leave would most likely not qualify as FMLA. However, in that case, we will place the employee in a personal leave status as an accommodation.

Will my position be held for me if I take a personal leave of absence?

Answer: At this time, we will not be moving forward to replace individuals on an approved personal leave of absence. However, should staffing become such that our patients or organizational operations may be in jeopardy, we may have to notify the individual on leave of the need to replace the position. Should this occur, the employee on leave will have the first opportunity to return prior to beginning the replacement process.

What happens to my medical benefits if I go on a personal leave?

Answer: Generally, employees on an approved personal leave of absence are held to their FTE and associated benefits through the completion of one full pay period while on leave. At the beginning of the next pay period, the individual’s status is changed to TR, at which time accrued ET is paid out, and benefit continuation would be through COBRA. During this declared pandemic, we have received approval to keep the FTE status of individuals on personal leave of absence intact which will allow for ET balances to remain in the employee’s bank, however, employees will be required to pay 100% of insurance premiums after the employee has completed one full pay period on a personal leave of absence.

Can I take a leave of absence if I’m worried or too anxious to come to work?

Answer: At this time, we are suggesting that employees who do not have a medical condition that has been certified by a medical provider, complete a request for leave of absence and select the option for Personal Leave. At this time, we are making every effort to accommodate these requests, however, may need to re-evaluate previously approved personal leaves should the need arise.

I am afraid that if I apply for unemployment, it will jeopardize my job. Is that true?

Answer: No. If an employee chooses to apply for unemployment, that is done directly with the State of Illinois on their website – IDES@Illinois.gov. Once Riverside receives notice of an unemployment claim, responses are required to be submitted to validate the claim. Unemployment eligibility is determined by the State of Illinois, and is sent directly to the employee. Employment at Riverside is not determined upon the submission of an unemployment claim.

If I apply for unemployment, will I lose my Riverside benefits?

Answer: Unemployment claims have no bearing on an employee’s Riverside benefit status.

I’m worried because I’m in a category of high risk (age, medical condition, pregnancy), but do not have any symptoms. Can I stay home?

Answer: If your medical provider is stating that you are not able to work, you must apply for FMLA. You will be notified if your FMLA has been approved. If your medical leave of absence is approved, you will be placed on FMLA. You will have the option to use your ET or be unpaid. Short Term Disability benefits will be administered if applicable. If FMLA is not approved, the employee may be given the opportunity to take a personal leave of absence.

If you are not authorized off work by a medical provider and do not have a reason to be off work per quarantine protocol, you may apply for a Personal Leave of Absence. Personal Leave of Absence Requests will be reviewed on a case-by-case basis. If approved, you will be required to use your available ET or be unpaid up to a maximum of 90 days. Employees on a personal leave of absence will be changed to TR status after completing one full pay period on personal leave. At that time, employees will be notified of their option to continue benefits under COBRA if applicable.

I’ve been ordered by employee health to quarantine for a non-work related potential exposure. How will I get paid?

Answer: Employees who meet quarantine criteria will be placed on an FMLA. Documentation from Employee Health will be provided to HR and will serve as the medical certification. Employees will have the option to use their available ET to be paid during the quarantine period. If an employee develops symptoms that require them to be off work beyond the quarantine period, the employee must provide a medical certification from their personal provider. If the employee is eligible for short term disability, those benefits will be administered according to policy.

I’ve been exposed to COVID-19 at work and have been told to quarantine by employee health – what now?

Answer: In the event that an employee is exposed to COVID-19 at work, a VERGE incident report should be completed. Employees who are determined to be off work for quarantine or sickness will be required to submit FMLA paperwork to Human Resources. Employee will be paid their regular pay for up to two weeks.

I’m being IVO’d – how will I get paid?

Answer: As departments need to make staffing adjustments based on lower volumes, the Involuntary Time Off policy will be followed. Employees will have the choice whether to use their available ET or be unpaid.

I’m being IVO’d and need to continue my benefits – how can I pay for them?

Answer: Regular premiums will come out of your earned time pay. If you have exhausted your ET balance, the premium deductions will go into arrears and will come out of your check once you return to work. The IVO policy states employees have the option to take their IVO Unpaid or use accrued Earned Time. If you don’t have enough regular hours to cover your deductions, you may want to use Earned Time. If you don’t want to exhaust all of your ET, you could choose to use ET for only part of your IVO. For example, if you are getting 72 hours of IVO in a pay period, tell your manager you want 12 hours to be paid IVO-ET and the rest to be IVO-Unpaid. That way the premiums can come out of your ET pay. If you don’t use ET, the premium deductions will go into arrears and will come out of your check once you return to work. Remember, you will accrue ET on your IVO hours. Please review the IVO Policy for details.

Can we apply for unemployment to cover unpaid IVO?

Answer: Yes. If an employee chooses to apply for unemployment, that is done directly with the State of Illinois on their website – IDES@Illinois.gov. Once Riverside receives notice of an unemployment claim, responses are required to be submitted to validate the claim. Unemployment eligibility is determined by the State of Illinois, and is sent directly to the employee. Employment at Riverside is not determined upon the submission of an unemployment claim.

I am afraid that if I apply for unemployment, it will jeopardize my job. Is that true?

If I apply for unemployment, will I lose my Riverside benefits?

Answer: Unemployment claims have no bearing on an employee’s Riverside benefit status.

If I get sick with the flu, or have a concern I’ve been exposed to COVID-19 not at work – what now?

Answer: If you’re sick, stay home! Contact the Employee Health Nurse (Susan Doran, ext. 4028) to be evaluated for quarantine protocol. Riverside is currently suspending any attendance consequences (points) for COVID-19/flu-related illnesses during this national emergency. Follow the guidelines for taking a leave of absence.

How do I protect myself?

Answer:

Follow Riverside's universal mask-on protocol for all employees
Wash your hands often with hand gel or soap and water for at least 20 seconds, especially after blowing your nose, coughing, sneezing, going to the bathroom and before eating and preparing food
Avoid touching your eyes, nose, and mouth with unwashed hands
Stay home if you are sick
Cover your cough or sneeze with a tissue, then throw the tissue in the trash and wash your hands
Stay six feet away from others and avoid handshaking, kissing and hugging

What if I need to call-off?

Answer: Given the unprecedented situation and the fact that our communities look to us for care, it is extremely important that you make every effort to come to work when you are scheduled. Generally speaking, we will follow our “Attendance and Punctuality” policy. However, should Employees become ill as a result of a communicable disease exposure outside of the course of their work, they will be instructed to self-quarantine for 14 days. Time off work during this time requires a medical leave of absence and applicable policies will be followed relative to FMLA, STD, etc. Attendance consequences, if otherwise applicable will be waived.

Work-related Exposures

If reasonable evidence exists that the exposure occurred in the course of work while following the Infection Control Precautions for Suspected COVID-19 policy, a VERGE must be completed. If the employee is placed on a quarantine, and is otherwise well, telework options will be evaluated. If policy was strictly adhered to and telework options are not feasible the employee will be placed on a paid administrative leave for up to 14 days. (This paid leave will not be charged against the employee’s earned time balance.) The employee will be required to follow work restrictions and follow-up procedures as instructed. If the employee fails to follow the procedures as directed, the employee may become ineligible for the paid administrative leave. For healthcare workers and first responders, Workers Compensation policies and provisions may govern the employee’s pay status, but at no time shall the employee’s compensation and benefits be decreased as a result of contracting the virus through their work.

How are we handling hospital visitors?

Answer: Currently, we are not allowing visitors across the Medical Center. In the case of pediatrics and expectant mothers, one support person is allowed to be with them. This person is to remain within the facility at all times. If they leave hospital property, they will not be allowed to return.

Riverside Senior Life Communities represent high-risk population. In order to protect them, we are following the recommendations of the Illinois Department of Public Health (IDPH) and are not allowing any visitors.

What should be done about group therapies, i.e., Rehab, Orthopedics and Behavioral Health?

Answer: Group therapies should be held for now. Look for alternatives consistent with social distancing, i.e. six feet distance between individuals and use of telehealth. We have also started screening patients prior to scheduling appointments. Screening includes questions of travel, symptoms of cough, fever and shortness of breath. Patients who respond in the positive will receive further instructions.

Are we allowing elective surgeries?

Answer: We have suspended all elective surgeries in an effort to conserve resources.

How are we handling outpatient visits?

Answer: Outpatients will still be seen at physician offices and outpatient departments.

What happens if I am IVO'd and choose to work in a Hot Spot?

Answer: As employees become IVO'd if you choose to travel to known COVID-19 hot spots to work as a contract employee, you may be required to be quarantined for fourteen days before being able to return to work for Riverside Healthcare.