With borders opening as of Monday 13th December, we need to be more vigilant than ever when it comes to keeping everyone safe. As a result, Fertility Solutions will be implementing the following as of 13th December 2021 until further notice:
Generic Information
• Sunshine Coast Clinic to have front door propped open, Bundaberg not required to do this due to potential safety issues.
• QR check-in sign to be placed on front door of both buildings, and everyone entering the clinic must check-in using the QR Code. The check in is to be confirmed by a member of the administration team.
• Except for scientists (who will thoroughly wash their hands), everyone entering the clinic must hand sanitize and then be taken to a consultation room where they will have a consult with a nurse with at least 10 minutes elapsing from hand sanitizing to being taken to a procedure room.
• Everyone entering the clinic must be wearing a mask for the duration of their time at the clinic where social distance cannot be maintained. If they do not have a mask, one will be provided by reception.
• Reception will be tracking everyone who enters the clinic’s recording hand sanitisation, and check-ins.
COVID-19 Vaccination Certificates
Employees, contractors, medical reps and students must be double vaccinated to be able to enter the clinic and must show proof of vaccination by supplying an electronic or hard copy to be kept on file as follows:
• Staff certificates – to be provided to clinic manager and scanned into employee file
• Patients and partners certificates – to be provided to administration and placed in patient file.
Exemptions from providing a COVID-19 vaccination certificate are:
• Those who have medical contraindications and can show proof of their exemption via a medical certificate from the Australian Immunisation Register;
• A person entering in an emergency situation to provide emergency services;
• A child who is under the age of 16 years of age.
• Unvaccinated visitors including support people, will not be granted access to the clinic – unvaccinated patients will be able to access treatment when adhering to information below.
• Staff who can work from home should i.e., consultants
Appointments and Procedure Requirements
o All Meet n Greets – to be over the phone/zoom
o Initial Follow Ups (patients only no support person if face to face):
▪ Vaccinated patients encouraged to have a phone/zoom consult. If they need a face-to-face appointment – to arrive at the clinic 15 minutes earlier than appointment time to have a Rapid Antigen Test administered by a Nurse.
▪ Unvaccinated patients encouraged to have a phone/zoom consult. If they need a face-to-face appointment are required to have a *PCR Test 48-72 hours prior to appointment. Request to be provided by a nurse with the result being checked by a nurse the day before the scheduled appointment.
o Subsequent Follow Ups – to be over the phone/zoom.
o Scans – (patients only no support person)
▪ 1st Scan vaccinated and unvaccinated patients – to arrive at the clinic to have a *PCR test 48-72hours prior to appointment. Request to be provided by a nurse and the result is to be checked by a nurse the day before the scheduled appointment.
▪ Subsequent scans vaccinated patients – no requirements other than normal PPE, hand sanitising and QR check in.
▪ Subsequent scans unvaccinated patients – to arrive at the clinic 15 minutes before their appointment time and are required to have a Rapid Antigen Test administered by the Nurse.
o OPU’s /Embryo Transfers (fresh & frozen)/Semen Preps/Semen Freeze/Surgical Sperm Collections – to have a *PCR Test 48-72hours prior to appointment/procedure. Request to be provided by a nurse and the result is to be checked by a nurse the day before the scheduled appointment.
o Insemination and Embryo Transfers –irrespective of vaccination status patient and partner to have a *PCR Test 48-72hours prior to appointment/procedure. Request to be provided by a nurse and the result is to be checked by a nurse the day before the scheduled appointment.
PCR COVID TESTS
Sunshine Coast Testing Locations
Location: Drive through at Kawana at the Kawana Sports Precinct
Hours: 8am – 12midday 7 days per week excluding Christmas Day
Test Performed: COVID PCR
Turn Around: ~24 hours
Cost: Bulk Billed if pathology request provided
Bundaberg Testing Locations
Location: Bundaberg Fever Clinic
Hours: 8am – 3.30pm 7 days a week
Test Performed: COVID PCR
Turn Around: 24- 48 hours
Cost: Bulk Billed if pathology request provided
Other Wide Bay testing clinics can be located using the following link
https://www.health.qld.gov.au/widebay/html/covid-19/fever-clinics-information
For all other clinic locations in Qld use the following link
https://www.qld.gov.au/health/conditions/health-alerts/coronavirus-covid-19/stay-informed/testing-and-fever-clinics
RAPID ANTIGEN TESTS
Patients requiring RAT are to be placed in a room in the clinic where a Nurse will administer the test. Patients to wait in this room until results known (10-15 minutes):
➢ Negative Result patient re-directed to another consult/procedure room.
➢ Positive Result patient asked to leave the clinic immediately and instructed to contact their GP and a thorough clean of the room is to be performed.
It is anticipated that this policy will change on a regular basis to align with any changes to relevant state and federal legislation. Updates will be released accordingly.
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FULL POLICY
As COVID-19 evolves, Fertility Solutions management team will continue monitoring the situation and will update preparedness, prevention and response protocols as the situation changes. We will provide updates in case additional advisories are required and eventually to let all staff and patients know when the advisory is rescinded.
Basic Protective Measures and Infection Control
All staff must be familiar with basic information on the novel coronavirus and how to prevent the spread of the COVID – 19 virus by reviewing and completing the following:
• All staff to review content contain within this link from the World Health Organisation – https://www.who.int/emergencies/diseases/novel-coronavirus-2019/advice-for-public
• All staff must complete the Department of Health Infection Control training for COVID-19. Certificate of completion must be sent to HR for recording – https://covid-19training.gov.au/ Content covered in the Infection Control training can be found with this link – Coronavirus_elearning_reference – Department of Health.pdf
• All staff required to complete annual handwashing techniques training
Risk minimisation policy for COVID–19
The following standards and policies are to be actioned to prevent or reduce the risk of spread and transmission of COVID-19 between, patients, staff and the community as a whole.
1. Repeatedly sanitize high traffic surfaces which are touched by multiple people
• All departments to be responsible for cleaning their own areas daily. This will be wiping down surfaces and areas with a laboratory approved cleaning agent.
• Work areas must be wiped down at the finish of each day when a single person is working from a designative work station or area.
• If the work stations is shared by multiple staff, staff must wipe down the area prior to commencing work and at the finish of each day.
• High traffic areas such as front door handle, front counter and EFTPOS machine should be cleaned regularly.
• Procedure room cleaning will remain as per nursing policies with the addition of procedural chairs and working surfaces to be wiped down with soap and water/or neutral detergent wipes between patients.
• Procedural room appointments spaced to allow sufficient time for cleaning and ventilation.
• Additional cleaning practices implemented within the laboratory for high traffic areas, multi-use equipment and Andrology men’s room – see Laboratory Manual.
• All reusable material coverings to be replaced with single use disposal options for the procedural rooms.
• Consult rooms to be cleaned after each patient appointment.
• Lunchroom to be clean after each person’s use.
• Admin staff responsible for patient consultation rooms, lunchroom (end of day) and front waiting areas.
2. Avoid use of multiple use equipment with significant infection transmission risk
• Use of ceramic cups and glass drinking vessels will be washed on a hot (65 deg C) dishwasher cycle. Disposable paper/plastic with disposable stirrers are available on request.
• Removal of magazines, pens, toys and lolly bowls.
3. Avoid or minimise use of shared work spaces (i.e. computers, phones and microscopes)
• Hot desking is to be avoid when possible. Workstations to be allocated to individuals and if a staff member needs to access another staff member’s work station it is cleaned prior to and after use. This includes keyboards, telephone receivers and work desks/stations.
• In order to minimise possible cross contamination and additional cleaning, laboratory staff will attempt (if possible) to allocate tasks based on individual microscope and equipment usage (e.g. fert & embryo check person to do ICSIs, clinic OPU person to do ETs, one person to work on sperm for the day, etc.).
4. Increasing personal hygiene for both staff and patients
• Exercise frequent handwashing for at least 20 seconds with soap and water; use an alcohol-based hand sanitizer when soap and water are not available.
• All staff with the exception of the scientists, to sanitise their hands when arriving to the clinic and before and after patient contact.
• All patients* and support persons are encouraged use the sanitizing station when entering the clinic. Patients to allow at least 10 minutes after applying sanitizer before being taken to a procedure room*.
• *Patients having operative procedures (Egg collections, TESA, Embryo transfers, Sperm collection) should not use hand sanitizing stations prior to procedures. They will be taken to a wash basin to wash their hands if requested. If the area or room with wash basin is occupied, they are to wait in the waiting room until it is free. The reason for this process for procedural patients is to reduce the VOC during clinic procedures.
• All staff, including specialists to be up to date with handwashing. Hand washing training to be completed by all staff and certificate supplied to HR.
• Display posters promoting hand-washing and use of hand sanitizers – refer to documents (hand-washing) and (hand sanitizers).
• Promote and display posters promoting good respiratory hygiene. Such as cover your mouth and nose with a tissue or sleeve (not hands) when coughing or sneezing.
• Avoid touching your face.
5. Staff and patients must notify the clinic of any travel plans to state government issued hot spots, intrastate, interstate or overseas.
• All patients and staff should be aware that they may be required to isolate themselves at home or in a government facility for 14 days if they have travelled intrastate, interstate or overseas.
• Based on the individual circumstances the Medical Director and Clinic Manager will determine if a patient proceeds with treatment if they are, or the clinic is at risk, from themselves or others traveling to government issued hot spots, intrastate, interstate or overseas.
• All staff to follow the COVID travel and leave policy and discuss any matters with their manager.
6. All staff business travel should be avoided and greater use of teleconferencing used if practical
• Clinic manager to approve any business travel for staff both intrastate and interstate.
7. Staff and patients/partner/support person who are unwell must not present to the clinic
• Anyone feeling unwell should call the clinic to discuss their symptoms and a risk assessment will be made by the management team based on symptoms and risk of exposure. Additionally, if a staff member or patient/partner (support person) comes in close contact with a person known to have coronavirus they must not come to the clinic until they have discussed their individual case and a risk assessment is made by the management team.
• Staff and Patients/support person must not present to the clinic if feeling unwell.
• Staff to observe patients and their partner/support person for signs of COVID-19 such as flu-like symptoms like coughing, sore throat, fatigue and shortness of breath. If staff have any concerns with a patient’s health, they are to report this to the clinic manager.
• Sneeze screens to be placed at the front counter of each clinic in the event a systematic patient or staff member present to the clinic.
8. All staff are encouraged to have the recommended Flu and COVID-19 Vaccination
• All staff are recommended to have the flu vaccination. The WPS committee will issue notification regarding the flu vaccination.
• All Staff are recommended to have the COVID vaccination and will be issued a letter confirming eligibility if required.
9. Reduce traffic through clinics and potential exposure/transmission
• All patient appointments and procedures must be entered into Genie for track and tracing. This includes patients collecting medications or drop ins. Patient coming from doctors’ rooms to make an appointment are not required to be entered as long as their presentation to the clinic is less than 5 mins and they remain behind the sneeze screens and have maintained social distancing.
• Only patients and one partner/support person for scans or embryo transfers are permitted into the clinic. A patient’s partner/support person must wait in their car, if the clinic experiencing high levels of traffic, during any appointment or procedure and will be phoned when the patient is ready for collection.
• All non-essential visitors are not permitted to enter the clinic with out the clinic managers approval, i.e. visits from family or friends, medical reps.
• All essential visitors who are required to be in the clinic must be approved by a manager. i.e, IT support or servicing teams are considered essential if work cannot be done remotely. A 1.5m social distancing rule must apply during all meetings with essential visitors.
• Visitor contact information for contact tracing purposes must be kept for a period of 56 days, unless otherwise specified. This information must include: full name, contact number, temperature (if required by government directive), company (if applicable) and the date/time period of patronage. If requested, this information must be provided to public health officers. The information should be securely stored, not used for any other purpose and deleted after 56 days.
• All patient appointments can resume to face to face appointments however a phone or skype/Zoom option is still available on patient request.
• Patient scans to be performed within 10 minutes (if possible) to minimise any risk of exposure to the virus.
• Semen samples to be produced off site and at home (where possible).
• No children are permitted to accompany patients for any appointments. In the situation a patient arrives with a child, the child must remain in a pram or sit on the partners/support persons lap.
• All courier drop off or collections will continue to be recorded in the courier log book with the addition of noting the persons full name, contact number and couriers name for any required tracking and tracing of persons in the clinic on certain days.
10. Use of PPE by staff and patients
• Masks will be made available for all staff, patients and partner/support when they attend the clinic.
• The use PPE will be governed by the current advice or mandatory ruling by the state government.
• Masks, goggles and gowns/plastic apron* must be worn by staff for embryo transfers.
• Masks, goggles and gowns/plastic apron* must be worn by all staff for OPU’s and TESA’s procedures.
• Masks and goggles must be worn by all staff when handling bodily fluids or equipment that has come in contact with bodily fluids.
• All staff must don and remove PPE appropriately as per the reference document.
• (If wearing) A masks should be changed when they become moist or soiled. Masks should not be touched or adjusted after fitting. Mask can be worn for a maximum of 4 hours. Masks that are removed or touched following donning must be discarded immediately into the bin.
• If staff scrubs become soiled, they should be removed immediate and replaced with clean items. Soiled scrubs should be bagged and laundered separately using the hottest wash cycle. Bleach product such as nappy san should also be added to the wash cycle. All staff should bring a change of scrubs in the event they become soiled.
• Masks and goggles should be used by laboratory staff when cleaning specimen collection rooms and laboratory.
11. Social distancing exercised (1.5 meters) at both Sunshine Coast and Bundaberg clinics
• All staff, visitors, partners/support people and patients must aim to achieve and maintain 1.5 meters social distancing where possible.
• No non-laboratory staff to enter the lab unless asked to witness ID checks.
• Communication with other staff who are not in your immediate area will be done over the phone when possible.
• Zoom or Teams will be used for all meetings, i.e. management, department and staff meetings.
• Patient waiting areas to not be used if possible but if unavoidable please space seating at 2 meters.
• Where possible patients’ appointments should be spaced to avoid multiple patients in the clinic at once and allow for cleaning of spaces in-between patients
• If appointments cannot be spaced to avoid multiple patients in the clinic, admin staff must call patients prior to their scheduled appointment and informed to call the clinic on arrival to notify that they have arrived and instructions given to the patient when they can proceed to the clinic for their appointment.
12. Stock checks to be done regularly at both clinics
• For the Sunshine Coast, nurse assistant and nurse co-ordinator to work closely to monitor stock and clinic procedures to ensure stock levels are maintained.
• For Bundaberg, nursing staff to monitor stock levels and procedures to ensure adequate supply.
• Stock issues and back orders to be item agenda for management meeting to oversee any risk to operations.
• If staff monitoring stock have concerns with stock levels and clinical procedures planned the clinic manager is to be notified immediately.
13. Clinic Procedures
• During clinic procedures (OPU and TESA) only the patient, specialist, scientist and scrub to be in the room when possible.
• Scout nurse should only be in the room when they are assisting or supporting the patient or staff.
• All staff participating in clinic OPU or TESA should wear PPE including goggles, gowns and masks.
14. All patients who commence a cycle must have informed consent regarding treatment during COVID-19 pandemic
• All patients who commence a cycle must have a consultation with their specialist to discuss the associated risks with undergoing treatment and possible pregnancy during the COVID-19 pandemic.
15. Minimise transportation of gametes and/or embryos during times of border closures
• Any patient who request to transfer embryos or gametes into or out of the clinic are required to speak with their specialist regarding the risk associated with transportation during the COVID-19 pandemic.
16. All staff and specialist to monitor the mental health and social consequences of a case of COVID-19 in the workplace and with patients and offer information and support as required
17. Patient cycles will be treated accordingly
• If a patient has recently travelled (or been exposed to someone who has travelled) to a Queensland Government declared hot spot or contact tracing area, their individual circumstances will be discussed with the Medical Director to determine if they proceed with treatment.
• All patients (male and female) who are already in a cycle who develop upper respiratory tract symptoms will need to be discussed with the Medical Director to assess if they proceed with treatment.
• Patients undergoing active treatment and are tested positive for COVID-19 will have all treatment ceased and cycle cancelled until they are disease free.
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