Policy OCH-002 FAQs

Policy OCH-002 FAQs


The new policy, OCH-002: Occupational Health Screening and Maintenance, requires all UVA Health team members to meet both one-time and annual screening and immunization compliance requirements.

Policy OCH-002 applies to everyone – referred to as team members – who provides clinical, educational, research, administrative, maintenance or other services within or for the benefit of UVA Health.

The new policy became effective on January 1, 2019 and is being implemented in two phases over an 18-month period. Phase A extended from January 1 through June 30, 2019; Phase B runs from July 1, 2019 through June 30, 2020.

During Phase B, the policy effects faculty, staff, volunteers, and contractors who work for the School of Medicine, the School of Nursing and University Physicians Group.

It also includes:

  • UVAHS Development Office

As well as UVA Academic faculty, employees/team members/staff who visit a UVAHS facility while providing a service including groups from the below departments:

  • Engineering (Biomedical and Chemical)
  • Human Resources
  • Facilities Management (Health System Physical Plant, Fire, Elevator Services, etc.)
  • Vice President of Research (Comparative Medicine, Office of Sponsored Programs, and Environmental Health & Safety)

Details about the policy can be found on the website. If you have trouble accessing the website, visit the UVA-WorkMed webpage here and click the provided link. If you still have questions, please speak with your supervisor, manager, or HR representative.

Frequently Asked Questions

  • How is Policy OCH-002 different from existing immunization requirements?

    Adoption of this policy represents a significant and important change for UVA Health. The policy expands immunization requirements and covers all UVA Health team members.

  • What are the objectives of Policy OCH-002?

    1. Avoid outbreaks – Outbreaks of highly contagious diseases have recently occurred at other institutions and impacted the health and safety of patients, visitors and employees. In addition to spreading infection among staff and patients, these outbreaks have increased staff absences and involuntary leave (due to furlough/quarantine requirements), shut-down operations and impacted financial results.
    2. Decrease risks to safety and health - An analysis of team member immunity indicates that UVA Health is vulnerable to experiencing a contagious disease outbreak. For example, before this new policy was adopted, the immunity status of approximately 1 in 5 of our team members was undocumented for two highly contagious diseases – measles and pertussis.
    3. Advance our vision and values – Requiring added immunizations advances our vision of being the safest place in healthcare for patients and team members alike. It also fulfills our commitment to providing efficient and effective stewardship of resources.
    4. Meet the CDC’s recommended guidelines (click this link to learn more). - The new policy enables UVA Health to meet the Center for Disease Control’s recommended guidelines and ensures that team members, patients and visitors are more protected than ever from contracting contagious diseases in our environment.
  • How will Policy OCH-002 be beneficial to UVA Health?

    By expanding immunity requirements, UVA Health is:

    • Providing an extra layer of safety to patients, visitors and team members
    • Avoiding disruptions in patient care operations
    • Preventing the unexpected use of PTO or loss of pay by team members who would be furloughed due to exposure to contagious diseases
    • Eliminating the institutional costs of harm and waste caused by preventable diseases
  • WHAT MAJOR CHANGES ARE ASSOCIATED WITH POLICY OCH-002?

    There are three major changes associated with the new policy:

    PROOF OF MEASLES AND PERTUSSIS IMMUNITY [NEW REQUIREMENT]                 

    All team members, employees, faculty and staff must provide one-time proof of immunity to measles and evidence of a pertussis (whooping cough) vaccination.

    TB SCREENING REQUIREMENTS [REVISED]

    NOTE: TB testing is available free of charge at Employee Health and UVA-WorkMed. Testing can also be obtained from outside providers at team member expense as long as documentation is forwarded to Employee Health.

    • One-Time Screening: All Team Members must meet the one-time requirement of having documentation of a TB screening (typically, via a TB skin test) on file at Employee Health or UVA-WorkMed by June 30, 2020. To be in compliance, all team members with no record of TB screening on file with UVA Health must either complete one-time testing or provide documentation of previous testing.
    • Annual Birth-Month Screening: High Risk Provider Groups are required to undergo annual TB screening during their birth month. Regardless of date of hire, all Tier I pulmonology and infectious disease physicians, nurse practitioners and physician assistants and all respiratory therapists, shall undergo annual Tuberculosis screening (i.e., TST, and/or symptom review, or such other standard as determined appropriate by the Hospital Epidemiologist).  The categories of Team Members requiring such annual screening may be modified from time to time as deemed necessary by the Hospital Epidemiologist.
    • Emergency Screening:  Team Members exposed to TB exposure or who exhibit symptoms of TB are required to undergo screening.
    • Requested Screening: Team members can request a TB test through their employee/occupational health provider. Employees of UVA Health, may contact Employee Health or UVA-WorkMed.

    RESPIRATORY FIT TESTING [REVISED]

    Credentialed LIP’s who require annual RFT testing must complete testing during their birth month. A month before their birthday, LIPs will receive an email notification that their annual RFT testing is due for completion during their birth month. It is expected that team members who need to complete RFT and TB testing during their birth month will receive a single notification email.

    Employee Health and UVA-WorkMed strongly encourage team members to receive their TB and Respiratory Fit Test (RFT), if required, in the early part of their birth month.

  • WHO IS INCLUDED IN PHASE B OF POLICY OCH-002 IMPLEMENTATION?

    Phase B includes everyone – faculty, staff, volunteers and contractors – who work for the School of Medicine, the School of Nursing and University Physicians Group. It also includes:

    • UVAHS Development Office

    As well as UVA Academic faculty, employees/team members/staff who visit a UVAHS facility while providing a service including groups from the below departments:

    • Engineering (Biomedical and Chemical)
    • Human Resources
    • Facilities Management (Health System Physical Plant, Fire, Elevator Services, etc.)
    • Vice President of Research (Comparative Medicine, Office of Sponsored Programs, and Environmental Health & Safety)

    Note:

    • Unpaid students are not covered under policy OCH-002 and are referred to policy HSG-008 for requirements.
    • Contractors who do not have existing contracts in place with Employee Health/UVA-WorkMed are asked to seek services elsewhere.
  • Policy OCH-002 identifies two tiers of team members. What is the difference between Tier 1 and Tier 2?

    Policy OCH-002 distinguishes between two tiers of team members based on their need to be physically present in UVA Health facilities:

    • Tier 1: Team Members whose job-related activities require them to work, enter or otherwise be present in UVA Health Facilities at any time in a given calendar year. Tier 1 team members include, but are not limited to, anyone who is employed at the Medical Center, Fontaine Research Park, NorthFork Research Pak (including 4105 Lewis and Clark Drive), Northridge Medical Park, TCH, outpatient clinics, and main Grounds.
    • Tier 2: Team Members whose job-related activities do not require them to be present in UVA Health facilities at any time in a given calendar year. For example, this category includes a remote coder located in a different state who never enters a UVA Health facility.

    The majority of Tier 1 team members were accountable for meeting the new immunity requirements during Phase A of implementation from January 1 through June 30, 2019. The remainder of Tier 1 team members are included in Phase B, which will extend from July 1, 2019 through June 30, 2020.

  • Why aren’t visitors to UVA Health facilities included in this policy?

    Complying with Policy OCH-002 is a condition of employment for each entity and UVAHS team member. UVA Health team members and those affected by this policy have access to locations and information that visitors do not, increasing the risk of passing a contagious disease. Our visitors are a controlled population with limited access to locations with infrequent visits, lessening the risk of spreading an infectious disease.

  • WHAT ARE THE COMPLIANCE DEADLINES FOR PHASE B?

    • One-Time Requirements: Phase B team members must complete all one-time requirements between July 1, 2019 and June 30, 2020.
    • Annual requirements: Phase B team members must begin complying with annual requirements starting on July 1, 2019.
  • WHAT ACTIONS MUST TEAM MEMBERS TAKE TO BE IN COMPLIANCE?

    All team members are required to complete one-time and annual actions to be in compliance with Policy OCH-002. In addition, certain providers are required to complete annual TB and/or Respiratory Fit testing during their birth month. Here are the details:

    Required actions for all team members (Employees, Faculty, Staff)

    Disease

    REQUIRED ACTION: Provide or ensure that the following documentation is on file at Employee Health or UVA-WorkMed:

    Frequency

    Phase B Deadline

    Measles

    Results of positive measles titer or documentation that a two-shot series of vaccinations has been completed

    One-time action

    June 30, 2020

    Pertussis

    Documentation of Tdap vaccination

    One-time action

    June 30, 2020

    Tuberculosis (TB)

    Results of TB screening (a placement of PPD skin test which has been read within 48-72 hours later.

    One-time action

    June 30, 2020

    Flu

    Documentation that flu shot has been received

    Annually

    During fall campaign

     

    Three ways to comply with one-time requirements:

    Options

    Description

    Provide documentation of previous immunization/s

    Must be original or copies of official medical records and should include your full name and date of birth at a minimum for identification purposes

     

    Have a titer drawn

    If indicated, team members can have a titer drawn to check their immune status for free at Employee Health or UVA WorkMed. Titers can also be drawn at the team member’s expense by a Primary Care Physician, as long as records are forwarded to Employee Health.

     

    Get vaccinated or screened

    Measles and Tdap vaccinations, TB screening and annual flu shots are available for free at Employee Health or UVA-WorkMed. They can also be obtained at the team member’s expense through a Primary Care Physician, as long as records are forwarded to Employee Health.

     

     

    Required actions for at-risk caregivers

    What action?

    By Who?

    When?

    Annual TB testing

    Regardless of date of hire, all Tier I pulmonology and infectious disease physicians, nurse practitioners and physician assistants and all respiratory therapists, must complete annual Tuberculosis screening (i.e., TST, and/or symptom review, or such other standard as determined appropriate by the Hospital Epidemiologist). The categories of Team Members requiring such annual screening may be modified from time to time as deemed necessary by the Hospital Epidemiologist.

    During birth month. Testing is available free of charge at Employee Health and UVA-WorkMed.

    Annual Respiratory Fit Testing

    Everyone for whom FIT testing is a job requirement

     

    During birth month. Testing is available free of charge at Employee Health and UVA-WorkMed.

    Additional policy details:

    • Varicella (chickenpox) evidence of immunity and immunization (if needed) is recommended for all team members.
    • Hepatitis B screening is required for team members at risk of blood-borne pathogen exposures. Vaccination is recommended, but not required.
  • What is a measles titer?

    Titers identify the number of antibodies in a person’s blood and proves immunity to a particular disease. When warranted, Employee Health or UVA-WorkMed can administer a measles titer to determine immunity. If the titer result is negative or equivocal, suggesting insufficient immunity, vaccination will be required.

  • What’s changing about TB screening, and what isn’t?

    Annual TB testing will no longer be required for most team members – In June 2019, the Center for Disease Control announced that it has changed its guidelines for testing and treating health care personnel for tuberculosis. It now recommends that “no routine serial TB testing” is needed at any interval after a baseline test when a “known exposure or evidence of ongoing TB transmission” is absent.

    Due to this change, we have revised policy OCH-002 as of July 1, 2019, and most UVA Health team members will not be required to complete annual TB testing in the future. However, TB testing will still be required for these two groups:

    1. Pulmonology and infectious disease providers including physicians, fellows, nurse practitioners, physician assistants (LIPs) and respiratory therapists. (Requirement: annual testing during birth month.)
    2. All team members who do not have a record of TB screening on file at Employee Health/UVA-WorkMed. (Requirement: one-time testing or provision of documentation by June 30, 2020.)

    Everyone in these two groups will receive notification emails from Employee Health or UVA-WorkMed.

  • What immunization documents will meet policy requirements?

    You can meet policy requirements by submitting originals or copies of official medical records. Acceptable documentation includes:

    • Official medical documentation of either a positive measles titer, one or more measles vaccinations or one or more MMR vaccinations (two doses of vaccine are required to meet compliance for those without a positive measles titer).
    • Official medical documentation of measles (MMR) and pertussis (Tdap) vaccine that includes your full name and date of birth at a minimum for identification purposes. 
  • How do I submit proof of immunization?

    Submit your documentation to Immunize UVA. In the subject line of your email, please indicate “Immunize UVA.”

  • Can Employee Health or UVA-WorkMed retrieve information from my Epic medical record?

    No, that is not allowed. “Patient” records cannot be accessed by an employer’s employee health representative. However, an individual can obtain their immunization records from their provider, or via MyChart, and submit those records to Immunize UVA.

  • How can I use MyChart to retrieve information about immunizations I have received?

    Submit a MyChart Questionnaire through your MyChart Portal. Request that the immunization information be loaded to your MyChart for review. This is considered a release of information where you can download, print or email it to Immunize UVA. If you have any questions about this process, please contact UVA HIS at 434.924.5136.

  • How do you already know my compliance on some of these immunization requirements?

    The Virginia Immunization Information Management System (VIIS) receives immunization records from pediatricians and providers in the state of Virginia. Employee Health/UVA-WorkMed have access to review these records and have the ability to associate them with team members whose name we have. This process has reduced the number of team members who need to meet one-time compliance needs. 

  • I received measles vaccinations but do not have records to verify. What can I do to be in compliance?

    If you don’t have documentation, Employee Health/UVA-WorkMed may elect to check  the status of your immunity to measles by drawing blood for a titer or by offering vaccine free of charge (if your titer does not indicate immunity). Team members may prefer to pay to have their immune status checked and/or receive vaccine through their Primary Care Physician. If this option is chosen, team members are responsible for providing records to Employee Health/UVA-WorkMed for proof of compliance.

  • What if I am not sure if I have received Tdap as an adult?

    If you cannot provide evidence from a medical provider that you have received a Tdap vaccination, you should get a Tdap vaccination. CDC advises that adults who receive 2 tetanus shots in a short time period (within 2 years) were no more likely than adults getting their first Tdap vaccine to have severe side effects.

  • Can I take care of all my compliance needs during one visit to Employee Health or UVA-WorkMed?

    Your ability to complete several compliance requirements during one visit depends on your immunity status.

    • What can completed during the same visit? 
    • Tdap and Respiratory Fit Testing (RFT) can be completed at the same time as one of the two MMR vaccinations that are required for immunity to measles. (Note: Two vaccines are required to meet compliance.)
    • What cannot be completed during the same visit?
      • MMR: Everyone needs two shots of MMR, or immunity to measles, to comply with policy requirements. Completing this two-shot series will require two visits, scheduled at least four weeks apart. 
      • PPD (TB skin test) and MMR: To avoid the possibility of a negative skin test, the PPD must be placed and read before the first dose of MMR is administered. To have a PPD read, team members must return for a second clinic visit within 48 - 72 hours after placement. An MMR vaccination can be given during that second visit. Please be advised:
    1. If MMR vaccine is received first, team members should wait at least four weeks before doing their TB skin test.
    2. Two doses of MMR vaccine are required to comply with policy requirements and should be administered at least four weeks apart.
  • Can I ask a clinician in my office to give me the shots I need?

    For documentation purposes, it is preferable to obtain measles (MMR) and pertussis (Tdap) vaccinations from Employee Health or UVA-WorkMed occupational health clinicians. To facilitate compliance, you can request that an offsite clinical location be set up to perform TB screening for your work group via “to go kits.” Please contact Immunize UVA.

  • Can someone help me check my compliance status?

    You can check your compliance status at any point by calling:

    Employee Health 434.924.2013 or
    UVA-WorkMed 9: 434.243.0075

  • Can I check my compliance status on my own?

    Yes, LMS is the resource for checking your compliance status. Your LMS records will be updated weekly and indicate if you have met your one-time compliance requirements (measles, Tdap) and your annual compliance requirements (TB screening, Respiratory Fit Testing, flu vaccine). To access LMS Net Learning, follow these steps:

    1. Log into Net Learning, typically found as an icon on a UVA Health computer or on knowledglink
    2. After you have logged in, find the “My Folder” tab in the upper left-hand corner on the screen. Click on the drop down arrow.
    3. Select “Completed” where you can view the full report of what immunizations or screenings you have completed. Measles, Pertussis, TB and RFT are noted if the vaccination or screening have fully met compliance. The absence of a record indicates it is not complete.
  • Will I be notified that I have compliance steps to take?

    Yes. On July 15, all Phase B team members will receive a personalized email indicating compliance status regarding measles, pertussis, and tuberculosis.

    Team members with outstanding measles and pertussis requirements will receive periodic reminders through fiscal year 2020, inclusive of flu.

  • Will immunization clinics be offered? If so, where?

    Yes, special catch-up immunization clinics are currently being scheduled for Phase B in outlying clinics and will be listed on the main page of the Immunize UVA site. Team members working at all other areas are asked to visit either Employee Health or UVA-WorkMed to receive this catch-up immunization requirements.

    Flu clinics will be provided in main UVA Grounds during flu season. A schedule will be published on the Immunize UVA site as the start of the season nears.

  • What happens if a team member does not meet compliance deadlines?

    All team members are required to comply with Policy OCH-002. This includes everyone who provides clinical, educational, research, administrative or other services within or for the benefit of UVA Health. If policy requirements are not met by the specified compliance deadline, disciplinary action up to and including termination will be warranted.  Please see your specific entity’s policy to learn the appropriate disciplinary action as it relates to you, or consult your HR Representative.

  • Is it possible to request an exemption from this policy?

    Yes, exemption requests based on religious or medical factors will be considered. The process for obtaining an exemption from measles, pertussis and/or influenza includes the following the steps:

    1. Form access: Exemption request forms will be available on the Immunize UVA website. Forms and accompanying instructions will be available. Employee Health/UVA-WorkMed will provide assistance when translation to other languages is needed. 
    2. Form completion: The requestor will complete the form, include a written rationale for their exemption request and submit it to Immunize UVA.  Please note that a medical exemption request will require a Physician, NP, or other Practitioner to complete a portion of the exemption form.
    3. Review by Oversight Committee: The oversight committee will review all exemption requests and make a determination within 30 days. The committee considers both medical and religious exemption requests. Medical exemption is based on CDC/ACIP contraindications and is reviewed by the medical providers, who are Infectious Disease experts, on the committee. Religious requests are reviewed by the HR-focused committee and decision based on discussion of the rationale provided by the requestor.
    4. Notification of Decision: Once a decision is made, the information is transmitted to Employee Health/UVA-WorkMed, and then to the employee and manager. All team members granted exemptions shall be expected to follow all infection control protocols listed in the confirmation email.
  • Who can answer additional questions about this new policy?

    As a first step, visit the Immunize UVA website to learn more about Policy OCH-002, its implementation, how compliance will be managed, how employees are to seek exemptions, etc. If you have trouble accessing the website, visit the UVA-WorkMed webpage here and click the provided link. If you still have questions, please speak with your supervisor, manager, or HR representative.

Frequently Asked Questions for Managers/Leaders

  • How can supervisors, managers and other leaders support compliance?

    All UVA Health supervisors, managers and leaders have a crucial role to play in explaining the rationale for Policy OCH-002 and setting expectations for compliance. There are three key steps to take:

    • Share our vision of being the safest place in healthcare and fully living our ASPIRE values, including stewardship
    • Communicate your support and expectations to team members. Utilize the downloadable Manager Huddle Points available on the Immunize UVA Project main page.
    • Reiterate the benefits, consequences and call to action messages to team members.
  • What are the one-time compliance requirements that we are asking team members to meet?

    • Measles - Provide documentation of immunity (vaccination or positive titer). To be acceptable, medical documentation must be original or copies of official medical records. Medical documentation must include either a positive measles titer, one or more measles vaccinations or one or more MMR vaccinations (two doses of vaccine are required to meet compliance for those without a positive measles titer).
    • Pertussis (Tdap) - Provide documentation of vaccination against pertussis. Acceptable medical documentation must be original or copies of official medical records and should include the employee’s full name and date of birth at a minimum for identification purposes
    • One-Time Tuberculosis (TB) Screening by June 30, 2020 – Any employee who does not have a record of TB screening on file at Employee Health or UVA-WorkMed will need to either complete one-time testing or provide documentation of previous testing.

    If documentation is not available - Team members should visit Employee Health or UVA-WorkMed to have their immune status checked by drawing blood for a titer (when indicated) and/or by receiving vaccine, free of charge.  Team members may have their immune status checked and/or receive vaccine through their Primary Care Physician. However, you may have to pay for the costs of the vaccines, and to meet compliance those records will have to be provided to Employee Health/UVA-WorkMed.

  • When do annual infectious disease screening requirements go into effect for team members in Phase B?

    • Phase B: July 1, 2019 – All employees, faculty, staff, contractors and volunteers within the School of Nursing, School of Medicine, UPG, Development Office, Claude Moore Library. As well we those who enter the UVAHS facility from the UVA Health Development Office, Facility Team Members, Human Resources, Engineering, and Vice President for Research (Comparative Medicine, Office of Sponsored Programs, and Environmental Health and Safety).
    • New hire screening begins for Phase B in July 2019.  

    Note:

    • Unpaid students are not covered under policy OCH-002 and are referred to policy HSG-008 for requirements.
    • Contractors who do not have existing contracts in place with Employee Health/UVA-WorkMed are asked to seek services elsewhere.
  • During Phase B, how will we help employees comply with one-time immunization requirements?

    • Offsite Clinical Locations: Employee Health/UVA-WorkMed will host catch-up clinics. A detailed schedule and locations can be found on the main page of the Immunize UVA site. These clinics will not include drawing titers.
    • Offsite Non-Clinical Locations: Out of the abundance of caution for our team members’ safety, no offsite catch-up clinics will be offered at locations where a clinical support system does not exist. Therefore, team members who work at North Fork, Hydraulic Rd (old Sprint building) and various other non-clinical locations must receive immunizations at either Employee Health or UVA-WorkMed.
  • What communications will Phase B participants receive about their one-time proof of immunization requirements?

    Compliance status will be communicated via a series of emails:

    • July 15, 2019 – All SOM, SON, UPG and other effected team members will receive personalized, initial reports defining what their Employee/Occupational Health record shows regarding compliance with the new requirements for measles and pertussis immunity. Immunity status also is also populated into LMS Net Learning.
    • October 1, 2019 – Team members who have not yet complied with measles and pertussis (Tdap) requirements will receive a reminder email. Depending on your entity, management and/or human resources will also receive a copy of this report. Note: This will occur in flu season.
    • November 1, 2019 – Team members who have not yet complied with measles and pertussis requirements will receive a second reminder email. Depending on your entity, management and/or human resources will also receive a copy of this report. Note: This will occur in flu season.
    • January 1, 2020 – Team members who have not yet complied with measles and pertussis requirements will receive a third reminder email. Depending on your entity, management and/or human resources will also receive a copy of this report.
    • April 1, 2020 – Team members who have not yet complied with measles and pertussis requirements will receive a fourth reminder email. Depending on your entity, management and/or human resources will also receive a copy of this report.
    • May 20, 2020 – Team members who have not yet complied with measles and pertussis requirements will receive a fifth reminder email. Depending on your entity, management and/or human resources will also receive a copy of this report.
    • June 1, 2020 – Team members who have not yet complied with measles and pertussis requirements will receive a sixth reminder email. Depending on your entity, management and/or human resources will also receive a copy of this report.
    • June 15, 2020 – Team members who have not yet complied with measles and pertussis requirements will receive a seventh reminder email. Depending on your entity, management and/or human resources will also receive a copy of this report.
    • July 1, 2020 – Supervisors and managers will receive a report listing everyone on their team who has not complied with the requirements of OCH-002; executive leadership and human resources will receive a copy of this report.
    • July 10, 2020 – Supervisors and managers will receive a report listing everyone on their team who has not complied with the requirements of OCH-002; executive leadership and Human Resources will receive a copy of this report.
  • How will updates about annual immunization requirements be communicated to those needing RFT and TB in their birth month?

    Each team member’s compliance status regarding infectious disease screenings can be viewed on LMS Net Learning. Ultimately, this information will be migrated over to Workday and will be accessible from that platform.

    During the implementation of Policy OCH-002, all team members will receive a personalized email summarizing what their Employee/Occupational Health record shows.

    On-going, annual communications regarding compliance status will include:

     

    Message

    Timing

    Recipient

    Copy Recipient

    Personalized Compliance Status Report

    July 15, 2019

    Team member

    None

    Reminder Email*

    Month before team member’s birthday

    Team member

    None

    Reminder Email*

    Mid-Month of team members’ birthday

    Team member

    None

    Mid-month status report to leadership*

    15th of month

    An identified recipient from each entity

     

    None

    First notice of noncompliance*

    1st day of month following a team member’s birthday

    An identified recipient from each entity

     

    Dr. Sifri

    Human Resources

    Final notice of noncompliance*

    10th day of month after a team member’s birthday

    An identified recipient from each entity

     

    Dr. Sifri
     

    Human Resources

    Communications following the final notice of noncompliance is performed by HR Employee Relations and the Team Member’s Manager.

    *Reminder – the team member and manager can see noted compliance in LMS Net Learning.

    The Immunize UVA Oversight committee will review compliance status. Clearance for hires will be communicated to HR and/or Clinical Staff Office.

  • What does a manager need to know about the exemption process?

    Any team member is welcome to request medical or religious exemption from being vaccinated against measles, pertussis and/or influenza by following this process:

    1. Online form access: Exemption request forms are available on the Immunize UVA website. Forms and accompanying instructions are available. Employee Health/UVA-WorkMed will provide assistance when translation to other languages is needed. 
    2. Form completion: The requestor will complete the form, include a written rationale for their exemption request and submit it to Immunize UVA.  Please note that a medical exemption request will require a Physician, NP, or other Practitioner to complete a portion of the exemption form.
    3. Review by Oversight Committee: The oversight committee will review all exemption requests and make a determination within 30 days. The committee considers both medical and religious exemption requests. Medical exemption is based on CDC/ACIP contraindications and is reviewed by the medical providers, who are Infectious Disease experts, on the committee. Religious requests are reviewed by the HR-focused committee and decision based on discussion of the rationale provided by the requestor.
    4. Notification of Decision: Once a decision is made, the information is transmitted to Employee Health/UVA-WorkMed, and then to the employee and manager. All team members granted exemptions shall be expected to follow all infection control protocols listed in the confirmation email.

    As a reminder, managers will be made aware of the notification of the decision. Team members who do not receive an approved exemption must still meet compliance requirements. If you have any questions about this process, please email Immunize UVA or consult your HR representative.

  • What is the one-time compliance timeline for Policy OCH-002?

    This policy will be implemented in two phases over an 18-month period:

     

    PHASE B

     

    Timeline:

     

    July 1, 2019  - June 30, 2020

     

    Designated

    Tier

    Balance of Tier 1 and all of Tier 2

     

    Who

    is included in this phase?

    Phase B includes everyone – faculty, staff, volunteers and contractors – who work for the School of Medicine, the School of Nursing and University Physicians Group. It also includes:


    UVAHS Development Office

    As well as UVA Academic faculty, employees/team members/staff who visit a UVAHS facility while providing a service including groups from the below departments:

    Engineering (Biomedical and Chemical)

    Human Resources

    Facilities Management (Health System Physical Plant, Fire, Elevator Services, etc.)

    Vice President of Research (Comparative Medicine, Office of Sponsored Programs, and Environmental Health & Safety)

     

    Note:

    • Unpaid students are not covered under policy OCH-002 and are referred to policy HSG-008 for requirements.
    • Contractors who do not have existing contracts in place with Employee Health/UVA-WorkMed are asked to seek services elsewhere.

     

     

     

    What is required?

    Complete one-time compliance requirements:

    • Measles - proof of immunity (positive titer or vaccination)
    • Pertussis (Tdap) – vaccination
    • TB screening – if no record exists

    Begin meeting annual compliance requirements:

    • TB screening, where needed, during birth month
    • Respiratory Fit Testing, where needed, during birth month
    • Flu shot by annually-set deadline

    Annual compliance requirements:

    • TB screening, where needed, during birth month
    • Respiratory Fit Testing, where needed, during birth month
    • Flu shot by annually-set deadline

     

    What is required?

    Complete one-time compliance requirements:

    • Measles - proof of immunity (positive titer or vaccination)
    • Pertussis (Tdap) – vaccination
    • TB screening – if no record exists

    Begin meeting annual compliance requirements:

    • TB screening, where needed, during birth month
    • Respiratory Fit Testing, where needed, during birth month
    • Flu shot by annually-set deadline

    Annual compliance requirements:

    • TB screening, where needed, during birth month
    • Respiratory Fit Testing, where needed, during birth month
    • Flu shot by annually-set deadline

     

    What is accepted?

    Compliance requires either a positive titer or two doses of measles vaccine (can be MMR vaccine), as well as a record of pertussis immunity through a Tdap vaccine.  Medical documentation must be original or copies of official medical records to be accepted. Acceptable documentation includes:

    • Medical documentation of either a positive measles titer, one or more measles vaccinations or one or more MMR vaccinations (two vaccines are required to meet compliance and those without a positive measles titer).
    • Medical documentation of measles (MMR) and pertussis (Tdap) vaccine that includes the employee’s full name and date of birth at a minimum for identification purposes. 

     

     

     

    Where will the catch-up clinics for Measles and Pertussis (Tdap) occur?

    A detailed schedule and locations found on the main page of the Immunize UVA site.

    UVA-WorkMed will host catch-up clinics at offsite locations only. Team Members are asked to come to Employee Health or UVA-WorkMed for services. 

     

    Will you offer TB clinics? Or Respiratory Fit Testing?

    TB screening will be offered in Employee Health and UVA-WorkMed during regular clinic hours and Walk-ins are accepted.

     

    For team members who work at offsite clinical locations, “to-go TB screening kits” will be offered.


    Respiratory Fit Testing will continue through Employee Health and UVA-WorkMed.