End-to-End Process for Day Care Centre Managers and Workers: Weekly COVID-19 Testing, Lecture notes of Communication

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FEBRUARY 2021

WEBINAR AT-HOME REGULAR TESTING FOR ADULT DAY CARE CENTRES IN ENGLAND

**1. Introduction

2. Summary of the testing process and who’s involved
3. End-to-end process for day care centre managers
4. End-to-end process for day care centre workers
5. Resources and Q&A Agenda** Receive UON via email and orders test kits online Identify number of eligible day care centre workers Share UON with day care centre workers Take delivery of kits and arrange for workers to pick up Register centre on Self-Referral Portal Collect monthly supply from centre Test at home (Thurs – Sun) Register online same day Receive results + repeating testing weekly Return kits same day

How am I involved? A “day care centre manager” You are the manager of a day care centre, responsible for a team of day care centre workers or you have been delegated responsibility for testing by your organisation Your key responsibilities are to:

1. Attend a webinar to understand the process 2. Register your centre on the Self Referral portal and obtain centre’s Unique Organisation Number (UON) 3. Order test kits for day care centre workers for every 28 day testing cycle 4. Communicate your UON to day care centre workers so they can register kits online 5. Distribute test kits to day care centre workers 6. Encourage and support your day care centre workers to complete weekly testing. This must happen between Thursdays and Sundays A “day care centre worker” * Workers include full-time, part-time, volunteers, specialists and private transport drivers. You are a worker within a day care centre and you work with adults with vulnerabilities. Your key responsibilities are to: 1. Collect 4 test kits from your day care centre every 28 days 2. Conduct tests weekly between Thursdays and Sundays 3. Register tests same-day, and as soon as you have completed your weekly test, register it online through the 'organisation' registration route using your day care centre’s Unique Organisation Number (UON) 4. Return your test kits at least one hour before the last collection at a Royal Mail priority post box on the same day that you take the test 5. If you test positive: self-isolate immediately, NHS Test & Trace will be in touch for contact tracing. 6. Regardless of your result, continue following all IPC measures such as wearing PPE, washing your hands and socially distancing where possible

We are aware that some staff and service users may have already been offered a first dose of vaccination. There should be no change in recommended behaviour and IPC measures both pre and post vaccination, until we have a better understanding of the vaccination programme and its effects. Day care centres should therefore continue to test staff regularly. Any changes in IPC policy, including the use of testing and PPE will be communicated out and published in our online guidance.

For more information please refer to:

https://www.gov.uk/government/publications/priority-groups-for-coronavirus-covid- 19 -

vaccination-advice-from-the-jcvi- 30 - december- 2020

Testing during vaccine rollout

Day care centre manager identifies the number of day care centre workers Day care centre manager receives Unique Organisation Number (UON) via email and orders test kits Day care centre manager shares UON with the day care centre workers Day care centre manager takes delivery of the kits and arranges for day care centre workers to receive them Day care centre worker picks up four kits from the centre Day care centre worker takes their own swabs using test kit Day care centre worker registers test kit online, providing the UON from their day care manager Day care centre worker receives results via email and text message (SMS) Repeats process every week Day care centre worker returns test kit on the same day of testing via their nearest royal mail priority post box Summary: Testing for day care centre workers Day care centre manager registers the eligible centre on the Self Referral Portal *your application will be reviewed within 7-10 working days by Local Authorities to ensure eligibility

Unique Organisation Number (UON) Day care centre managers will need to register their day care centre on the self referral portal to receive a UON for their centre: https://request-onboarding.test-for- coronavirus.service.gov.uk/ Your application will be reviewed to ensure eligibility. Once accepted on our system, day care centre managers will receive their UON via the email address they enter into the self referral portal. Please make sure that the person who receives these emails understands the importance of this message and knows who to contact. The referral UON to gain access to the portal is 99915258. Please note this is only a referral code, this is not the code used to order your test kits. What is a UON How to receive a UON There are two UON’s involved in this process:

1. The referral UON – to gain access to the self referral portal 2. Your day care centres UON – The UON you will be granted once you are accepted on our system (the UON used to order test kits) Day care centre managers will need to use the UON for:

• Ordering test kits at https://request-testing.test-for-coronavirus.service.gov.uk Day care centre workers will need to use the UON for:
• Registering completed test kits to make sure they will receive their results https://gov.uk/register-organisation- tests

Organisations which run multiple day care centres at various locations will need to register each centre

separately and receive multiple UONs, even if the contact details for each of these are the same.

Self-Referral Portal

Register Centre on Self-Referral Portal The day care centre manager is responsible for registering your organisation on the GOV.UK self-referral portal at https://request-onboarding.test-for-coronavirus.service.gov.uk/ Order kits STEP 1 : Referral UON (99915258) STEP 2 : Select Adult Day Care Centre STEP 3 : Enter your organisation details including the *local authority of the centre Do not leave this blank Include all workers (I.e. full and part-time staff, volunteers, specialists, transport drivers) Enter the estimated number of people who attend your centre monthly only for our records

Ordering test kits

Ordering test kits

The day care centre manager is responsible for ordering test

kits for the day care centre workers in the team

Each day care manager must order test kits using this link

(https://request-testing.test-for-coronavirus.service.gov.uk)

In order to apply, you will need:

1. Your Unique Organisation Number (UON), not the referral

UON

2. The total number of day care centre workers for testing

When ordering you will be asked to enter the number of

residents or non- staff. Enter the estimated number of

people who attend your centre monthly. *This will not impact the

number of test kits you are sent as we are only sending test kits to your staff, however this information will be used only for our records.

Once you have placed and order, the you will receive a

confirmatory email from the following address:

organisation.coronavirus.testing@notifications.service.gov.uk

Order kits Screenshot of entering a UON

Communicating to your day

care centre workers

Communicating to your day care centre workers

The day care manager is responsible for communicating key information that day care centre workers will need to

successfully conduct testing.

We encourage day care managers to use existing communication channels that are best suited to your team.

The activities which need to take place are:

Communication When to do this? Recommended form of communication 1 Share your location’s Unique Organisation Number (UON) with day care centre workers in the team Before test kits are delivered, day care centre workers will need the UON to register their kits Send an email to all day care centre workers including the UON 2 Make the team aware of the process Before the test kits are delivered Email relevant links to the team 3 Share all relevant support materials Before testing begins Email relevant links to the team 4 Inform the team that the kits have arrived, and distribute them or arrange collections As soon as the kits are delivered Most appropriate channel for your team, e.g. Microsoft Teams channel Communicate

Distributing test kits

Once the kits are delivered to the registered address, it is the day care manager’s responsibility to distribute them to

day care centre workers.

The day care manager should inform their team that the kits have arrived. They can either distribute the kits, or advise

carers to collect four test kits each as soon as possible.

You will know best how to handle the distribution process for your team but below are some suggestions used by other

organisations who receive test kits:

1. Day care centre workers can pick up kits during their shifts or at the same time they pick up other materials (e.g.

PPE)

2. Day care centre managers or supervisors can hand out the kits to the group at daily/weekly meetings

Ensure each day care centre worker receives 4 kits every 28 days so that weekly testing can continue without

interruption

Each test kit should include a pink individual Royal Mail return label.

Please check that there is one in each bag provided.

Distribute

Encouraging participation