Updates for employees
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The Lexington-Fayette Urban County Government (LFUCG) is committed to the safety of our employees and the citizens we serve to minimize the negative impacts related to the coronavirus.
In order to help with the challenges employees are experiencing associated with the COVID-19 pandemic, federal legislation was recently passed to assist employees that provides for emergency sick leave and expanded FMLA leave. Our local government will follow the requirements of the Families First Coronavirus Response Act (FFCRA) effective April 1, 2020, through December 31, 2020, or as otherwise may be directed by law. This legislation covers full-time and part-time employees subject to the eligibility requirements set forth in the law.
- Tip Sheets—We put together 3 different tip sheets for easy reference to assist in explaining the requirements of the new law. These tip sheets explain:
- Forms to Request Leaves
Here is information on how to report time.
Additionally, here is an Employee Rights poster from the Department of Labor. The law requires this poster to be displayed in “a conspicuous place” at your location. Please ensure that employees working from home also receive a copy of this poster.
You will be receiving a spreadsheet from Payroll to assist you with calculating the regular rate of pay for employees as well as how to compute 2/3 rate as required under certain circumstances.
You can contact HR or Payroll if you have any questions.
To our Valued Patients of the LFUCG City Employee Pharmacy:
Effective Monday, March 30, 2020, the LFUCG City Employee Pharmacy will ONLY be offering curbside service for all prescriptions. All patients requesting prescriptions will need to follow the curbside pick-up procedures below.
- Call the pharmacy (859) 367-4990 before you depart your location so that we can make sure your prescription(s) are prepared. At this time you may also ask for Over-The-Counter items to be placed with your order.
- Call the pharmacy upon arrival to the Samuel Brown Health Center parking lot.
- Provide payment over the phone using a debit or credit card. If you must pay with cash, exact change in an envelope will be accepted.
- The pharmacist will provide counseling over the phone if there are questions about medications
- Wait in your car for the pharmacy personnel to deliver your prescriptions to your car.
Please be aware that we are exploring mail order options in the near future to assist those patients with refill maintenance medications. This is NOT available yet. Please stay tuned for future communications.
We apologize for the inconvenience this may cause. Our aim is to keep our patients, our staff, and our community as safe as possible while continuing to deliver the highest level of care possible.
Thank you for the privilege of serving you and your families during this difficult time. Thank you for your support and understanding as we seek to minimize risk to you, our patients, as well as our staff and the entire community.
LFUCG Pharmacy Staff
Financial assistance options available for MECU members affected by COVID-19
The Coronavirus (COVID-19) has caused a great deal of disruption in our world. If you are dealing with financial distress due to COVID-19, MECU wants to help. Below are resources they are offering during this time:
COVID-19 Loan and VISA Card Deferments (Skip payments)
If you or your family have been negatively impacted financially by the virus, please email us at email@example.com or call 859-258-3990, option 1 and then option 2 to request to have your loan payments deferred.
COVID-19 Relief Loan
MECU has options for members that need help paying bills, purchasing medicine, groceries, or any expense that may arise. If you have been financially impacted by COVID-19, please reach out to the loan department firstname.lastname@example.org or call 859-258-3990, option 1 and then option 2 to see how they may be able to assist with the financial burden that your family may be facing.
The City Pharmacy has suspended deliveries to the Government Center. Please call the pharmacy at (859) 367-4990 if you have any questions.
LFUCG essential personnel working downtown can park in the Phoenix lot. Parking is first-come, first-served basis. The drop arm has been placed in the upright position for any and all personnel/visitors.
In office appointments will be limited.
To ensure the health and safety of their patients, as well as the clinical staff, the Samuel Brown Health Center (SBHC) is temporarily changing how they will provide treatment. SBHC will now be available for free telephonic medical and heath coaching appointments.
As a reminder: if you have respiratory symptoms, flu-like symptoms, or potential symptoms of COVID-19 (fever, cough, shortness of breath), please do NOT come to the health center. Instead, call the health center to discuss your symptoms with a provider. For additional information, please visit the CDC website.
**The Samuel Brown Health Center is not able to do COVID-19 testing at this time**
If you already have an onsite appointment scheduled to take place in the coming weeks, the SBHC team will be contacting you to either proceed with your appointment telephonically or reschedule if necessary. Telephonic appointments will take place during normal clinic operating hours.
How to Schedule Your Free Telephonic Appointment
Please call the Samuel Brown Health Center at 859-425-2555. Your call will be routed to a provider who will triage your symptoms via the telephone. If one of our providers is not available to take your call, please leave a clear message indicating your name, date of birth, and phone number where you can be reached and someone will get back to you as soon as they are available.
How to Request RX Refills Online
You may submit refill request through the Marathon eHealth Portal for medications that were previously prescribed by a Marathon Health provider. Once a request has been submitted, please allow the provider 48 hours to contact to the pharmacy.
To submit a request, log into the eHealth Portal > open the ‘My Health Record’ tab at the top of the page > select ‘Medical History’ in the drop-down menu. Once a refill has been requested the button becomes disabled and reads, “Refill Pending.” If you don’t know your Marathon eHealth Portal login credentials, please utilize the “Forgot Username” or “Forgot Password” links on login screen.
Monday/Wednesday/Friday 8 a.m. – 5 p.m.
Tuesday/Thursday 8 a.m. – 7 p.m.
Saturday 8 a.m. – 12 p.m.
*Reminder that there is a temporary “no walk-in” policy in effect.
The Samuel Brown Health Center is here to help with all your healthcare needs during this time.
Effective Monday, March 23, 2020, the Lexington-Fayette Urban County Government will be restricting access to all visitors to City buildings in order to further promote and add to initiatives already taken to prevent the spread of COVID-19. Walk-in visitors will not have access to our buildings, but the services we provide will remain in place.
Accordingly, with respect to all employees, we have initiated social distancing, telework, and other sanitizing measures. We understand that during this time, employees may wish to stay home and not work. You will need to get permission from your supervisor, and use personal leave time. In the event no such leave time is available, employees can borrow from anticipated future sick leave accruals.
We are dedicated, not only to making our work environment as safe as possible, but also to providing our citizens with the services they rightly expect and deserve. Thank you for all you do in service to our citizens.
A Message from Ashley Stewart, RPh
To our patients and their families,
As we learn more each day from our leaders and top medical professionals regarding the spread of COVID-19, we want you to know that your City Pharmacy is working to be as proactive as possible to continue to treat and care for our patients, while also working to prevent the spread of this virus.
Effective immediately, the City Pharmacy will follow the precautions for sick and non-sick patients until further notice:
SICK PATIENTS (DO NOT ENTER PHARMACY)
If you are currently experiencing any of the following symptoms: fever, cough, congestion, shortness of breath, and need a medication filled, please contact the pharmacy and arrange a pickup time and payment for the prescription. Patients must call upon arrival to the parking lot so that they can be counseled on the medications being picked up prior to the prescription being brought out to the patient. By following this process, it will limit the contact sick patients will have with pharmacy staff and other patients.
Occupancy within the pharmacy will be limited to one patient at a time. The waiting room, in accordance with appropriate social distancing recommendations – the CDC defines it as keeping a distance of 6 feet between you and another person – can accommodate two patients at a time.
The City Employee Pharmacy is asking that patients call the pharmacy prior to arriving to ensure their prescription(s) are ready. Also, if there is a need for the over the counter medicine, please request the item is placed with your completed order for pick-up.
The Pharmacy is also wanting to limit cash transactions when possible. Card transactions are the preferred method of payment; however, we understand and will accept cash payments when necessary.
Upon arrival, if the occupancy of the pharmacy and waiting room area is greater than previously stated, please practice appropriate social distancing by waiting in other areas such as the clinic waiting area or hallway.
We know that these precautions may seem dramatic in nature, and while our hope is that we are being overly cautious, our ultimate priority is to minimize the spread of the virus the best we can.
Our goal is to continue to serve our patients and their families throughout this illness. With your help, we can make sure our patients still receive the best treatment in the safest environment possible.
Please feel free to call the pharmacy with any questions or concerns at (859) 367-4990.
The Lexington-Fayette Urban County Government has already begun issuing a number of initiatives to keep our employees as well as the general public safe and reduce the chances of spreading the COVID19 virus.
In this regard, the Mayor has encouraged a social distancing initiative not only within LFUCG but also throughout our city. Hand washing and social distancing are the two most important things that can be done to help prevent the spread of COVID-19. If you have been diagnosed with the coronavirus, in close contact with someone who was diagnosed, or otherwise have symptoms associated with the virus, stay home from work. If you think your job could allow you to work from home, ask your supervisor to do so. If you cannot work from home, you may take any available personal leave (vacation, holiday, or sick leave) you have earned to ensure your safety and that of your fellow employees. You may also borrow from future sick leave accruals if you run out of leave time.
We have developed a number of policies that have already been posted and please find attached to this memo a list of recently developed “frequently asked questions” that address some issues and questions that have come forth in the last week. Also, we have included a file of Health and Safety FAQs, whereby you can access information from our website, the state’s website, and the Center for Disease Control’s website so to stay appropriately informed. Please know this situation is extremely fluid and changing day by day, so communication and staying informed is a key component to successfully navigating us through this emergency.
We have many employees who have been working tirelessly to ensure we have the proper systems in place to help our employees stay safe and, at the same time, continue to provide the needed services our citizens expect and deserve.
If you have any questions about our policies related to this, you may contact your supervisor or the Division of Human Resources.
Below are listed some information and further clarification of policy questions that have arisen since LFUCG issued guidelines for full, part-time, and seasonal employees related to Emergency Operations and Closures. Due to the wide range of services provided by the city, each division has an operation plan specific to their needs and to ensure the citizens of Lexington are appropriately served. The questions below are designed to respond to LFUCG operations in general, however specific questions regarding division operations should be referred to that division and department leadership.
- What happens if an employee comes to the workplace with virus symptoms?
LFUCG employees who have been exposed to COVID-19 or who otherwise exhibit the symptoms of COVID-19 should not come to work. Instead, these employees should utilize any available personal leave time and after exhausted may borrow leave time from future sick leave accruals as recently allowed due to this emergency. If an employee has been exposed to the virus, they will be asked to self-isolate for 14 days (to include up to ten (10) working days) and monitor for any symptoms of illness. Visit the CDC website for symptoms.
- Can we allow employees to telework?
Yes. The respective Commissioner in consultation with the Director, may allow employees to telework on a case-by-case basis as determined by the operational needs and in accordance with the telework guidelines previously issued. Employees must follow their department or division’s instructions when performing telework and all time worked shall be recorded.
- How will LFUCG deal with school closing?
Parents who feel they need to take time off in order to provide care for their children may use any available leave. Once all leave time is exhausted, borrowing sick leave time from future anticipated accruals is permitted in accordance with the Emergency Operations Guidelines regarding borrowing sick leave. Employees will not be allowed to bring children into the workplace.
- Should employees wear a face mask at work?
Healthy people do not need to wear a face mask in their day-to-day activities. Face masks are recommended for people who are sick because the mask creates a barrier from germs being spread due to coughing/sneezing. Wearing a face mask is recommended for health care providers who are on the front lines of treating people who are sick. We need them to stay healthy to be able to do their jobs.
- What options do employees have if they choose to stay home from work because of concern about exposure to the coronavirus?
Some employees may need to stay home because they are part of a high-risk health category or otherwise request time off for issues that affect them related to the COVID-19 virus. We are committed to work with them on a case-by-case basis to see if telework is an option. If that is not an option they may use any paid personal leave category (vacation, holiday, sick, comp time), to cover their absence. Additionally, if they have exhausted their available personal leave, they are able to “borrow” sick leave from anticipated future accrued leave. Division leadership must work closely with these individuals. Additionally, the employee relations section of the division of Human Resources can assist with questions.
- If an employee has exhausted all leave time, can they borrow from future anticipated sick leave accruals?
- Is a doctor’s note required upon returning to work?
We are recommending that departments/divisions not require doctor’s notes. As we prepare for the possibility of COVID -19 becoming widespread, we are encouraging employees to seek medical attention when necessary and not as a requirement of furnishing proof of illness.
- For those employees in job classifications that are restricted from work due to closures, will such employees be paid?
Yes. Employees, will be paid if LFUCG shuts down their area and this includes part-time and seasonal employees that are otherwise scheduled to work but cannot work due to the closing of another agency. The code EMRG for reporting such pay should be used.
- How are we handling travel on behalf of LFUCG?
We are restricting ALL in and out of state travel until further notice. If there are any questions about travel needs, contact the Office of the CAO.
- Are we allowed to continue with interviews?
Yes. The Division of Human Resources has released guidelines that include social distancing initiatives for purposes of in-person interviews. However, divisions are encouraged to conduct phone interviews, skype, video conference, or other technology where possible. The division of Human Resources can assist with this initiative.
- Will new employees still be attending NEO?
Yes. The Division of Human Resources is expanding the number of NEOs in order to reduce the number of attendees to very small groups and/or individual orientation. Additionally, HR is rescheduling to larger venues with higher seating capacity to provide for social distancing.
- How will future information be disseminated?
Not all LFUCG employees utilize email. Notices will be sent to payroll coordinators and will be posted on LexLink and the City's website.
- How should departments/divisions manage sanitation and hygiene?
Each division should practice social distancing as is possible. Contact Facilities about questions regarding keeping workspaces and communal areas clean and sanitized.
- How should employees notify LFUCG of their need to be off work due to sickness or isolation need?
Employees should contact their supervisor or designee about their condition and the need to miss work.
- An employee tells you they want to wear a mask and will be providing their own N95 dust mask/respirator; or if you see an employee wearing a mask at work whose job doesn’t require one; what do you do?
The federal government (OSHA) requires an employee to be properly trained on the use of a respirator, including putting one on and removing it, and any limitations regarding use and maintenance. See 29 CFR 1910.134. If you have this situation, contact the Division of Risk Management for further information to ensure compliance with OSHA regulations.
- Where can I get the facts about COVID-19?
• Kentucky Department for Public Health
• City's website
• COVID-19 Hotline 1-800-722-5725
- Where can I get posters/fact sheets?
The CDC website.
- I don't have soap and water available, what should I do?
This video answers important questions about hand washing and hand sanitizer.
- Here is another video that demonstrates proper hand washing.
- Is our facility clean? How do you know our facility is clean?
The Lexington-Fayette Urban County Government is following CDC guidelines as outlined in the cleaning and disinfection protocol. For disinfection, diluted household bleach solutions, alcohol solutions with at least 70% alcohol, and most common EPA-registered household disinfectants should be effective.
Diluted household bleach solutions can be used if appropriate for the surface. Follow manufacturer’s instructions for application and proper ventilation. Check to ensure the product is not past its expiration date. Never mix household bleach with ammonia or any other cleanser. Unexpired household bleach will be effective against coronaviruses when properly diluted.
Prepare a bleach solution by mixing: 5 tablespoons (1/3rd cup) bleach per gallon of water or 4 teaspoons bleach per quart of water
EPA List N are expected to be effective against COVID-19 based on data for harder to kill viruses. Follow the manufacturer’s instructions for all cleaning and disinfection products (e.g., concentration, application method and contact time, etc.).
- What are the signs and symptoms of COVID-19? How will I know if what I'm experiencing is just a cold or maybe COVID-19?
Visit the CDC website.
- I think I've been exposed to COVID-19 and I have a fever, what should I do?
See the state's When to seek care.
All in and out-of-state business travel is restricted until further notice. LFUCG employees are still permitted to travel throughout Fayette County.
The City taking steps to protect the well-being of employees and their families, given the spread of COVID-19 (Coronavirus).
We have increased the frequency of sanitizing high touch areas, such as door handles/push bars, elevator call buttons, handrails and restrooms.
Sanitizing wipes have been made available to all divisions and staff for wiping down keyboards, phones and common areas, such as breakrooms. Participation by all employees is critical to reduce the rate of contamination.
Water fountains and ice machines will be turned off, effective Thursday, March 12. We encourage employees to bring their water and ice from home:
- Employees can use the hands-free bottle filler on our water stations.
- Employees can bring their own drinking water, either using personal reusable bottles or commercial bottled water.
- Vending machines operators will be encouraged to make water available for purchase.
- For City events, use only bagged ice purchased from stores, and dispose of at the end of the event.
- For individual use, employees can bring ice with them from home in small portable coolers.
- Use refrigerators to cool bottled sodas and water.
The health and safety of you, your families, and our citizens is a top priority. We are working diligently to track public health developments and workplace best practices.
Thank you for all you do for our City.
Anthem recommends that members use their telehealth provider, LiveHealth Online, when possible, especially when symptoms seem consistent with conditions that could be contagious in nature, such as COVID-19.
By utilizing a telehealth provider you can help prevent the spread of contagious viruses within waiting rooms or doctors’ offices by contacting a doctor via smart phone, tablet or other devices.
This service is offered by our Anthem health insurance plans (subject to deductibles, coinsurance, out-of-pocket cost) and registration is quick and easy. Visit their website to register and have your Anthem ID available.
LiveHealthOnline is a convenient way to interact with a U.S. board-certified doctor via live, two-way video on your computer or mobile device 24 hours a day, seven days a week. Doctors can ePrescribe to local pharmacies as your state allows.
The cost for an online doctor visit is the same as the copay for an office visit under you PPO Medical Plan or $59 on you HSA Medical Plan.
Each section will secure disinfectants and cleaning supplies for a minimum of 120 days. The importance of maintaining a minimum inventory level is crucial for sustaining a heightened level of effort. Items include:
- Hand soaps
- Sanitizing solutions (premix and concentrate)
- Sanitizing wipes
- Other consumables
Sanitizing wipes will be made available to divisions and staff for wiping down door handles, keyboards, phones and common areas such as breakrooms. Participation by ALL employees is critical to reduce the rate of contamination.
In areas where there is extensive interaction between the public and employees, hand sanitizer dispensers must be installed and maintained for use by visitors and staff. Examples of such areas:
- Police Headquarters, Main Floor
- Government Center Security Desk
- Revenue, 2nd floor of Government Center
- Building Inspection
- Code Enforcement
- Council Chambers
- Senior Citizens Center
- Community centers and event venues
- Increase the frequency of sanitizing all areas. Clean:
- Doors handles/push bars
- Water fountains
- Elevator call buttons and handrails
- Bathrooms, especially faucets, dispensers, stall hardware and flushers
At this time, we recommend you use the hands-free bottle filler on the water station.
Each group must anticipate the potential for the reallocation of available resources (labor, equipment and material) in order to allow for increases in sanitization services.
The janitorial contractors at the Wellness Center will be asked to increase/adjust their services under the direct supervision of the Clinic management on daily basis.
Mayor Linda Gorton and Commissioner of Health Dr. Kraig Humbaugh announce Lexington’s first case of COVID-19 (2019 novel coronavirus). Health officials are working with the Kentucky Department for Public Health (KDPH) to identify and speak with all those who may have come in close contact with the person. These individuals will be monitored for fever and respiratory symptoms. There are four confirmed cases in Kentucky.
Additional details about the person cannot be provided because of medical privacy laws.
“We can, and we will, get through this," Mayor Gorton said. "We need to take care of the elderly, pay attention to basic hygiene, and remember there's no need to panic. Just use common sense and be prepared. We will make sure you stay informed."
The health department offered these tips to prevent the spread of COVID-19:
- Wash your hands often with soap and water, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
- Avoid close contact with people who are sick.
- Avoid touching your eyes, nose and mouth.
- Stay home when you are sick.
- Cover your cough or sneeze with a tissue, then throw the tissue in the trash.
- Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.
The virus is thought to spread mainly from person-to-person:
- Between people who are in close contact with one another (within about 6 feet).
- Via respiratory droplets produced when an infected person coughs or sneezes.
- These droplets can land in the mouths or noses of people who are nearby or possibly be inhaled into the lungs.
Senior adults and those with chronic health conditions are at higher risk for complications of COVID-19. The CDC recommends the following for people over the age of 60 and anyone with heart, lung or kidney disease, cancer or diabetes:
- Stay at home as much as possible.
- Make sure you have access to medications and supplies in case you are advised to stay home.
- When you go out in public, keep away from others who are sick, limit close contact and wash your hands often.
- Avoid crowds.
COVID-19 is an emerging disease and the health department is staying up-to-date on the latest information.
To help answer the community’s questions about COVID-19, the Lexington-Fayette County Health Department is operating a call center for members of the public. Questions can be asked by calling (859) 899-2222 or emailing COVID19@lfchd.org. Additional information, including frequently asked questions, can be found at lfchd.org and on the LFCHD social media accounts. Find them on Facebook, Twitter and Instagram.
In an effort to reduce the risk of the spread any infectious diseases including CODVID-19, also known as the Coronavirus, the Samuel Brown Health Center will begin pre-screening patients.
The Samuel Brown Health Center has already begun taking precautionary measures as recommended by the Center for Disease Control (CDC) to screen patients with respiratory symptoms and/or fever prior to scheduled appointment time, if possible. Patients will be screened as follows:
- Patients scheduling appointment by phone will be screened while on the phone.
- Patients self-scheduling appointments online will be contacted by the Samuel Brown Health Center prior to their appointment time to be screened.
- Patients who walk-in to be seen will be screened at the time of sign-in
Samuel Brown Health Center continues to monitor the CDC to ensure they have the most up-to-date information and to ensure they are following the recommendations as provided by that agency and consistent with best practices.
This is just an update for your information and we will continue to update you as any additional information becomes available.
- Borrowing sick leave during emergency operations
- Emergency operations and closures - Information for full-time employees
- Emergency operations and closures - Information for part-time and seasonal employees
- Dr. Samuel Brown Health Center
Everbridge - Employees can sign-up to get important government notifications through their phone, email and/or text through Everbridge. Staff will receive notifications about closings or delayed openings as soon as they are made by the administration. To sign up, contact the payroll coordinator for your division. You do not need to sign up again if you have previously enrolled. More information about Everbridge.