Incorporating Infectious Disease into Your Safety & Security Program
The COVID-19 crisis brought many issues to light. While most people were focused on overtaxed healthcare systems and inadequate protective equipment for healthcare workers, those of us focused on Safety & Security (S&S) programs for international NGOs and other global organizations were reminded of the long-standing complexities of addressing infectious disease in security programs for staff.
Other infectious diseases like malaria, tuberculosis, and yellow fever have been addressed by solid global S&S programs for decades, which have then been amended to incorporate relevant information for fast-moving epidemics like Ebola and pandemics like COVID-19. However, not every organization has a formal Safety program or plan — and even when they do, they do not always incorporate infectious disease. Today, it’s easy to see why that’s a mistake. And in this post, we will offer some tips to ensure your plan has all the bases covered.
Why you need a comprehensive Safety & Security program
Before we dive into the details of including infectious diseases in your Safety & Security program, let’s take a minute to talk about the “why” of it all. At a basic level, Safety programs are designed to address the dangers presented by the environment: fires, earthquakes, unrest, and, increasingly, infectious disease. If employees contract a serious disease while abroad, it can have a significant impact on business — both with regards to productivity and that person’s ability to return to work, as well as on your benefits as a whole.
Many organizations choose to react to these “what ifs” through human resources and medical benefits — but taking proactive measures with an S&S plan can help avoid most potential problems. Having a separate S&S program in place allows your organization to think about proactively educating employees in advance of travel and to support them in making informed decisions about how they mitigate their own risk.
When education fails — often due to new and novel risks, like COVID-19 was just a few years ago — there must be a plan to address the crisis. Simply put, anything that requires an urgent response benefits from the dedicated availability of staff 24/7. Now, let’s explore a few considerations that are relevant for all staff as you review your Safety & Security program’s approach to infectious disease.
Have a written Safety & Security policy in place for local guidance and regulations
It’s important for all staff to follow guidelines and regulations for the locations in which they live, work, and travel. Ideally, this expectation should be explicit in written and verbal content — but is commonly overlooked in Safety & Security policies and other documentation.
Additionally, public health guidance varies from country to country and by disease. Some countries require vaccinations or prophylaxis that are specific to the infectious diseases present within their borders or specific to high-risk activities. Staff should follow local public health guidelines in all cases, though short-term business travelers may need more support in ascertaining and meeting those guidelines. Any provision of informational resources should be prefaced by a clear statement of the expectation that staff research, understand, and meet all relevant health requirements in advance of travel and/or employment.
If you use an Assistance vendor to support business travel, make sure you’ve provided a full summary of their services (and methods of contact) in all relevant material. Some vendors may be capable of providing country-specific pre-travel information related to epidemics, while some may not update public health information in a timely enough manner to be useful.
Understand barriers to staff compliance and clearly communicate solutions
Some health insurance policies do not provide coverage for required vaccinations. For example, yellow fever vaccinations, which are required in advance of travel to some countries, may require out-of-pocket payments. Likewise, some health expenses related to travel clinics may not be covered. These caveats are why it’s essential to understand where and when your staff is facing barriers that may complicate compliance with your policies related to infectious disease.
If your organization addresses barriers in access to vaccines or prophylaxis (like reimbursing costs directly), agree with relevant Finance staff on the most effective procedure for obtaining and documenting those expenses and then clearly state your policies and procedures in written documents related to both Safety & Security and Finance.
Clarity and completeness should be your focus — not concerns regarding redundancy.
Discuss your needs with vendors, including relevant brokers and carriers
If you discover weaknesses related to infectious disease in your insurance policies — including exclusions for epidemics and pandemics, which are fairly common restrictions — speak with your insurance broker or carrier. You may save resources and time by looking for a systemic solution. At Allegiant Global Partners, we do not accept policies that exclude epidemics and pandemics from coverage — and your organization does not have to either.
Include infectious disease in every country-specific resource for staff
The COVID-19 pandemic has highlighted the long-standing need to proactively address infectious diseases in Safety & Security programs. Do not ignore practical, context-specific information related to well-known risks like malaria and yellow fever as you reassess your preparedness for the next pandemic.
Clearly identify points of contact in your content
Infectious diseases and the illnesses they lead to can straddle three (often distinct) operational areas:
Safety & Security to address the immediate need for medical care on an emergency basis
Finance for questions related to routine reimbursements for preventative care and prophylaxis
HR for longer-term considerations, including Workers' Compensation and return to work considerations
Providing clear contact information for easy staff reference will help protect the privacy of staff members seeking support. In order to avoid having to regularly update these materials, use contact information — such as email addresses and phone numbers — that will not change or expire.
The value of a comprehensive Safety & Security program
No one wants to think about the day when an employee may need to be evacuated due to an Ebola outbreak or other crisis, but being prepared is integral to ensuring success when the unthinkable happens. Every evacuation has its own challenges, but what makes it manageable is having the right pieces in place from the beginning.
At Allegiant Global Partners, we recognize the essential role that a Safety & Security program serves in empowering staff to meet your organization’s global mission — and the crucial relationship between S&S protocols and insurance programs. That’s why our team offers a full range of complimentary Assistance & Security Consulting for all clients at no additional charge.