Contingency Plan- Covid-19

The present contingency plan is a written document, prepared in accordance with legal requirements and national and international recommendations, which refers to the procedures adopted by QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR, in order to guarantee the control of a process or specific procedure.

The document describes the main steps in QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR are considered to establish a Contingency Plan in the context of infection by the Coronavirus SARS-CoV-2, causal agent of COVID-19, as well as the procedures to adopt for risk assessment and early detection to be applied in the first contact with Customers and before a worker with symptoms of this infection.

This Document, constitutes a reference support to ensure the control of the dangers that are significant for safety with regard to Covid-19.

It is essential that all employees of QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR comply with the Plan's guidelines and foster the spirit of application of the procedures.

It is the responsibility of each of the employees with leadership responsibilities, in their area of expertise, to comply with and enforce the procedures, being responsible for the means and the development of the contingency plan.

In this promulgation, the Administration reiterates its responsibility and involvement in the Contingency Plan, ensuring compliance with the procedures in force at QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR.

The administration

1.1. Initial considerations

It was prepared based on the legal requirements in force and national and international recommendations.

Among these procedures, QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR previously implemented the following:

Practices for regular hand hygiene and disinfection;
Personal protection practices for employees
Cleaning and disinfection operations applied to a specified standard;
Good Handling Practices.

1.2. Objective of the Contingency Plan

The Contingency Plan aims to respond to:

- What effects can the Covid-19 infection of workers have on QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR;

- What to prepare to face a possible case of infection by Covid-19 in QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR;

- What to do in case of suspected infection by Covid-19 in QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR.

1.3. Contingency Plan Content

The contingency plan allows to increase the confidence and security of QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR employees and customers. It refers to the procedures to be followed, in order to guarantee the control of a specific process or procedure, in order to ensure the control of the dangers that are significant for safety, in the services and products considered.

1.4. Management and Codification of the Contingency Plan

The management of the Contingency Plan is of fundamental importance for a correct performance of the application of the specific procedures, as it itself objectively defines the QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR and their tasks to obtain their designs.

1.4.1. Elaboration, Verification and Approval

It is the responsibility of the person responsible for the Contingency Plan, having as reference the guidelines and criteria defined by Management, and supported by all employees, the preparation, verification, updating, elimination and archiving of this document.

It is also responsible for filing the original of the Contingency Plan.

The Management of QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR, used a service provider to assist in the preparation of this Plan.

1.4.2. Codification of the Contingency Plan

This document has the following rules for its preparation:

Include the QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR logo, in the left corner of the sheet;
In the upper right corner there is the name of the document - “Contingency Plan” and internal coding.
The date of the last edition is shown at the bottom of the pages.

When the Contingency Plan changes, these should be referenced in Table 1, where the issue number, date, author and reason for the change should be placed.

Each new edition corresponds to a new approval and a new date.

QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR ensures the maintenance of a contingency plan file, which includes both the originals of the updated versions and the obsolete originals. This file will be identified and classified.

The training of all people involved in the implementation of the contingency plan is essential for the success of this system and is planned for its implementation.

Teamwork is very important because it encompasses a diversity of knowledge, skills and experiences, allows the resolution of a variety of problems, recommendations are accepted and implemented more easily, the volume of work can be shared and an enabling environment is created for question existing practices.

It is important that the team includes people who are directly and daily involved in the process, as they are more familiar with the operations under study and their limitations.

1.4.3. Codification of the Contingency Plan

Table 1. Codification of the Contingency Plan

CODIFICATION	DESCRIPTION
Procedures The document encoding is placed in the upper right corner.	PHACCP.SX.PYZZ PC - Contingency Plan SX - Roman number of the corresponding section P - Procedure ZZ - State of Edition

CODIFICATION

DESCRIPTION

Procedures

The document encoding is placed in the upper right corner.

PHACCP.SX.PYZZ

PC - Contingency Plan

SX - Roman number of the corresponding section

P - Procedure

ZZ - State of Edition

All documentation has the following rules for its preparation:

Include the QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR logo, in the upper left corner of the sheet;
Title or designation of the documentation in the header;
In the case of procedures, work instructions and plans, at the bottom of the pages it conveys the validation of the document by those who prepare and approve them and the date of the last edition.
In the case of the models, in the lower right part of the page it only shows the date of the document.

The first edition of the Contingency Plan is referred to as Edition: 1, with a new edition being issued, whenever profound changes arise in most sections and / or when the number of revisions in one of the sections reaches nine.

The revision of the Contingency Plan may or may not lead to the updating of one or more sections of it. When updated, the affected sections are reviewed in the number of revisions in one unit, up to a maximum of 9 (the 10th revision implies a new edition of the complete contingency plan).

The update of all or part of the Contingency Plan will be indicated in Table 1 - List of PC Revisions, where the edition number, the date, the author and the reason for the change must be placed.

2. Introduction

The new coronavirus, called SARS-CoV-2, will have appeared in December 2019 in China, in the city of Wuhan. Although never identified in humans before, it has been identified as the cause of several cases of pneumonia, with an epidemiological link to a market located in the city of Wuhan.

The disease associated with this new coronavirus is called COVID-19 .

2.1. Signs and symptoms

People infected with NEW CORONAVIRUS may show signs and symptoms of an acute respiratory infection, such as fever or cough or difficulty breathing .
In more severe cases, it can lead to severe pneumonia, acute respiratory failure, kidney and other organ failure and eventually death.

DEFINITION OF CASE AND NEXT CONTACT (based on available information and date)

Suspected case

Clinical criteria

AND

Epidemiological criteria

Acute respiratory infection
(fever or cough or difficulty breathing) requiring hospitalization or not

Travel history to areas with active community transmission in the 14 days before the onset of symptoms

Contact with a confirmed or probable case of SARS-CoV-2 / COVID-19 infection, within 14 days before the onset of symptoms

Health professional or person who has been to a health institution where patients with COVID-19 are treated

2.2. Transmission of infection

It is considered that COVID-19 can be transmitted:

- By respiratory droplets (particles larger than 5 microns);

- By direct contact with infectious secretions;

- By aerosols in therapeutic procedures that produce them (less than 1 micron).

The current knowledge about the transmission of SARS-CoV-2 is supported by knowledge about the first cases of COVID-19 and about other coronaviruses of the same subgenus.

Person-to-person transmission has been confirmed and is thought to occur during close exposure to a person with COVID-19, through the spread of respiratory droplets produced when an infected person coughs, sneezes, or speaks, which can be inhaled or landed in the mouth, nose or eyes of people who are close.

Contact of the hands with a surface or object with the coronavirus, and then contact with the oral, nasal or ocular mucous membranes (mouth, nose or eyes), can lead to the transmission of the infection. To date, there is no specific vaccine or treatment for this infection.

2.3. Responsible for compliance with the Contingency Plan

QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR appointed a person responsible for supervising compliance with the specific procedures described in this contingency plan. The person responsible for the Contingency Plan will have the function of:

- Coordinate the work of the QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR team, ensuring that the pre-established plan is fulfilled;

- Establish mechanisms so that decisions are communicated to the organization, representing the Team before Management.

2.3.1. Functions of Employees with Control Responsibilities

They must be involved;
They must have authority;
They must be able to make decisions;
Be motivated and be responsible;
Have knowledge of the operation of the various equipment;
Know what to control, how and when to control.

2.3.2. Employee Roles Without Control Responsibilities

Motivation and responsibility;
Knowledge of the contingency plan;
Be aware of the importance of cleaning and disinfection;
Know what you do, how you should do it and when you should do it.

3. PREVENTIVE MEASURES ADOPTED IN QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR

3.1. General considerations

Compliance with the procedures described here is extremely important for QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR, which is why the administration:

- Provided all personal protective equipment for its employees, as well as providing an internal strategic reserve for them;

- Maintains a stock of hygiene and disinfection products necessary for proper compliance with hygiene procedures;

- Provides dispensers with alcohol-based antiseptic solution (SABA) at strategic points (eg at the entrance to: hotel, restaurant, elevator, etc.);

- Provided all employees with specific training on the Contingency Plan in force;

- Keeps all employees informed of updates to the Contingency Plan.

The specific procedures by section in force at Quinta Penha de França are described below.

3.1.1. RECEPTION

Employees at the reception of QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR wear protective masks and disinfect their hands regularly (every 30 minutes) and, whenever possible, perform hand hygiene with water and detergent. The uniforms of the reception staff are higienized in QUINTA PENHA DE FRANÇA, for exclusive use in the unit.

Once at the reception, customers are invited to disinfect their hands with SABA and, if they do not have a protective mask, QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR has a protection kit for sale.

In the Check in process, the service employee presents to the customer the rules in force at QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR, namely mandatory use of a mask in the circulation areas, compliance with the safety distance in force in the various areas, mandatory to disinfect hands in the various areas of the unit (eg reception, restaurant, etc.) and keep QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR informed of any suspicious symptoms.

In order to reduce the stay of customers in the reception area to wait for the check in process, QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR encourages its customers to proceed to pre check in on line.

Regarding the procedures for cleaning and disinfecting the reception area, the following applies:

- areas of frequent contact by customers (eg. counter) cleaned at least 6 times a day;

- utensils and equipment that the customer touches, disinfected after use (eg payment terminal);

- WC cleaned at least 3 times a day;

- Floor sanitized at least twice a day;

Customers' luggage is subject to disinfection even outside the reception area with its own chemical agent.

3.1.2. ROOMS

Employees who clean rooms and bed linen and toilets in clients' rooms use a non-sterile mask and gloves. The employees' uniforms on the floors are cleaned at QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR being the same for exclusive use within the unit.

Notwithstanding the obligation to use gloves:

- hand hygiene is mandatory at the end of each room's cleaning activities.

- hand disinfection with SABA is mandatory before cleaning activities in each room.

In a room in a suspicious or confirmed case, employees additionally use a gown, disposable cap and glasses, this room being the target of intervention at the end of the shift so that the employee proceeds to a full change of clothes with a full bath in the QUINTA dressing rooms. QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR.

Since the change of bed linen generates aerosols, this is carried out by a collaborator designated exclusively for the purpose, and between this task and the actual cleaning of the room, a period of time between 2 to 3 hours is given.

As a way of minimizing the constraints of waiting by customers when checking in, QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR encourages customers to remove their clothes and towels from the room for their own bag made available for that purpose in the room during the recommended period and at Check-out.

When removing bedding and towels:

- do not shake the bed linen;

- remove it without shaking it, rolling it inwards towards the inside making a “wrap”; ´

- do not touch clothing against the body;

- put the clothes in the bag and close it.

When checking out a room, the curtains are disinfected.

The cleaning of clothes, towels and curtains is carried out in the QUINTA PENHA DE FRANÇA laundry, being subjected to chemical and thermal treatment (at least 60ºC for 30 minutes or 80 to 90ºC for 10 minutes). The laundry circuit is determined so that there is no crossing between dirty clothes and clean clothes.

Room waste is removed from the bag in each waste container and closed properly and placed in a second bag.

After removing the linen from the beds, towels, curtains and waste, the cleaning of the furniture, room equipment and all objects of frequent contact by the customer begins.

After fulfilling the previous point, the toilet is cleaned, starting with the walls, followed by the taps, washbasins and drains, followed by furniture, bath or shower, toilet and bidet. The shower head is unscrewed and washed and disinfected.

The sanitizing of the toilet occurs as follows: the sanitizing product is applied leaving it to act for the period of time recommended by the supplier. With the help of the toilet brush, the interior of the toilet is scrubbed and at the end of this stage the flushing flush is carried out with the toilet brush still inside the toilet. While the toilet brush runs off, its support is sanitized and the toilet brush is then placed on it.

The external part of the toilet is sanitized with the help of a clean cloth containing the sanitizing agent, for exclusive use for this purpose, starting with the top (the least dirty), followed by the top part of the toilet and all parts outside. After washing with the cleaning product, pass hot water and let it dry naturally.

Finally, the bedroom and toilet floor is sanitized by opening the window to allow it to air dry naturally.

3.1.3. F & B

Employees who work in the F & B department of QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR wear a protective mask. The uniforms of direct customer service employees are cleaned at QUINTA PENHA DE FRANÇA, the same for exclusive use within the unit.

In this department, the following procedures apply by area:

Goods receipt

Suppliers have access to the goods reception area and the use of a protective mask is mandatory. At the entrance to the goods reception area, the supplier has a dispenser with SABA for disinfecting hands.

QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR suppliers were asked to provide a declaration regarding compliance with the guidelines of their contingency plan.

Restaurant and bar

The entrance to the QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR dining room and bar is available with a SABA dispenser for customers to disinfect their hands.

QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR appointed an employee to control customer access to the restaurant and bar, taking into account the maximum capacity of seated customers with compliance with the legal requirements of social distance in force (information posted at the entrance of area). Members of the same family can sit face to face or side by side.

The employee assigned to control access to the restaurant and bar asks customers to disinfect their hands with SABA available in a dispenser located at the entrance of each area.

All QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR employees are attentive to the behavior of customers inside the restaurant, proceeding, whenever necessary, with disinfection actions (eg after sneezing a customer to disinfect the entire area).

Before customers sit down the table and chairs are subjected to disinfection and, for customers who have no means of reading the QR code, the menu is disinfected before being delivered to the customer.

Cutlery, glasses, plates, etc. are arranged on the table after the customer is seated.

In cases where a meal service takes place through a Buffet, an employee is appointed to perform the customer service, thus preventing customers from touching the utensils and foodstuffs.

In the dining area, all the elements that circulate (Employees and customers) wear a mask during this period. Customers seated eating are without a mask.

Changing the table layout by customers is not permitted.

The surfaces of regular contact by customers are disinfected at least 6 times a day (eg handrails, door handles, etc.), while critical equipment is disinfected after use (eg ATM terminal).

The sanitary facilities located in the dining area and bar are cleaned at least three times a day.

The WC`s are equipped with a hand washing sink properly equipped with soap dispensers and paper for washing and drying hands.

3.1.4 EMPLOYEES

QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR employees comply with the following recommendations:

Avoid close contact with patients with respiratory infections;
Wash your hands frequently, especially after direct contact with sick people, with the frequency of cleaning every 30 minutes for 40 to 60 seconds with hot water and soap.

If hot water and soap is not available, SABA is used, covering all surfaces of the hands and rubbing them until they are dry.

It adopts respiratory etiquette measures: all service employees wear a mask, which is cleaned daily.
Employees wash their hands whenever they blow.
Comply with social conduct, ex. change the frequency and / or form of contact between workers and between them and Customers - ex. avoid handshake.
They comply with the legal requirements regarding social distance, whenever possible in the performance of their duties.
If they have symptoms of this disease and have returned in the last 14 days from an area with active community transmission, they do not show up for work, or if the symptoms appear during the work period they move to the isolation area and call the SRS line Madeira: 800 24 24 20.
They use the Personal Protective Equipment (PPE) provided by QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR according to the guidelines presented in the training action they attended.

3.1.5 LEISURE AREA

The employees responsible for the QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR pool area use a protective mask. The uniforms of these employees are cleaned at QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR being the same for exclusive use within the unit.

The circulation area around the pool is cleaned at least three times a day and the sunbeds after use.

Social distancing is ensured through the provision of sun loungers, with the possibility of changing the arrangement of sun loungers for cohabiting people and, consequently, their gathering.

The pool water is subject to disinfection with Chlorine according to a specific procedure for that purpose under the legislation in force.

3.1.6 TRAINING / INFORMATION

All QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR employees attended specific training on the contingency plan implemented as well as being duly informed when the Contingency Plan is revised with changes to internal procedures.

3.1.7 INSULATION AREA

QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR has an isolation area which is room 15 located in Quinta Penha de França and room 101 in Penha de França Mar. The particular selection of these room (s) it is due to the fact that the access to the exterior is direct and quick, thus avoiding embarrassment with the guests present at QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR, as well as the possibility of adding adjoining rooms for any needs.

The isolation room has bottled water, non-perishable food, disposable gloves, masks, SABA, thermometer, tissues, garbage bag as well as a toilet with a hand washing point equipped with a soap dispenser and disinfectant to wash the hands. hands and paper for drying.

4. EMPLOYEE RESPONSIBILITIES AND ACTION IN CASE OF WORKER WITH SYMPTOMS

All workers report to their direct manager, a disease situation classified as a worker with symptoms and epidemiological link compatible with the possible case definition of COVID-19;

Whenever a situation of worker with symptoms is reported, he informs the direct manager (or someone designated by him).

In situations where the worker with symptoms needs monitoring (eg difficulty in walking), the worker designated by QUINTA PENHA DE FRANÇA AND PENHA DE FRANÇA MAR accompanies and / or provides assistance to the patient while waiting for assistance from health authorities .

The worker who accompanies / provides assistance to the worker with symptoms, puts, moments before starting this assistance, disposable mask and gloves, in addition to the compliance with the basic infection control precautions regarding hand hygiene.

The affected worker is provided with a mask and is asked to disinfect his hands before and after putting on the mask.

Suspicious workers are placed in the “isolation” area to prevent other workers from being exposed and infected. Its main objective is to prevent the spread of the communicable disease in the company and in the community.

In the area of “isolation” in the face of the suspected case of COVID-19, the SRS Madeira line is contacted : 800 24 24 20.

After the arrival of the health authorities, the guidelines given by them will be followed, being the fourth target for general thorough cleaning.

5. action to be taken by the service worker in case of a client with symptoms

When the customer enters, if the employee finds that he / she has signs and symptoms of an acute respiratory infection, such as fever or cough or breathing difficulty , he / she should immediately contact his / her Head in order to evaluate the actions to be put into practice.

The worker and / or the Head of Service asks the Client, if the answers indicate risk, it needs an additional assessment by a health professional. In this case, immediately contact the support line SRS24 Madeira - 800 24 24 20.

Immediately notify your Manager to monitor not only the case of the suspicious Client as well as the worker who had contact with him.

The presence of the designated worker is requested to accompany and / or provide assistance to the suspicious Client while waiting for assistance from the health authorities.

The worker who accompanies / provides assistance to the suspected Customer with symptoms, puts, moments before starting this assistance, disposable mask and gloves, in addition to the compliance with the basic infection control precautions regarding hand hygiene, after contact with the Customer suspect.

The suspicious Customer is placed in the “isolation” area, which aims to prevent other Customers or Workers from being exposed and infected. Its main objective is to prevent the spread of the communicable disease in the company and in the community.

Once in the “isolation” area, follow the instructions given by the health line.

After the arrival of the health authorities, the guidelines given by them will be followed, being the fourth target for thorough general cleaning.

Sources:

Information Circular 54-2020 of the Regional Secretariat for Health and Civil Protection

Circular nº 006/02020 dated 02/26/2020 - SARS-CoV-2 infection (COVID-19) - Prevention, control and surveillance procedures in hotels

Circular nº 008/02020 dated 03/10/2020 - SARS-CoV-2 infection (COVID-19) - Prevention, control and surveillance procedures in companies

Circular nº 014/02020 dated 03/10/2020 - SARS-CoV-2 infection (COVID-19) - Cleaning and disinfection of surfaces in public service establishments or similar

Circular nº 023/2020 dated 05-08-2020 - Procedures in restaurants and beverages establishments.

Resolution No. 326/2020 of May 14, 2020