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Tutelar Technologies Inc.Tutelar::COVID-19 – Help for ManufacturersUjigami World Class Manufacturing
Tutelar Technologies Inc.
Ujigami World Class Manufacturing

COVID-19 – Help for Manufacturers

Ujigami Safe Access For Employees (SAFE)

Background:

To assist companies in their requirements to monitor and approve each employee’s health clearance for work, Tutelar is deploying a free online "SAFE to Work Certification" cloud application that manufacturers may use at no cost. The application provides a rapid data entry web page for company "screeners" to certify employees who are eligible/ineligible to work based on the company's screening protocol.

“Utilizing the same controls and platform that make our Ujigami PDMS system the best mistake-proofing and quality system in the industry, the ‘SAFE to Work Certification’ application provides a real-time list of employees who are eligible/ineligible to work,” explains Edward Dickson, Tutelar president. “For employees who are deemed ineligible, the system can also apply additional company criteria; for example not eligible for re-evaluation or access for 14 days.”

Most governments are requiring employers to treat COVID-19 under the Employee Health & Safety regulations. This puts specific liabilities on the employer to follow public health guidelines and to document the actions taken to provide a safe work environment. The Ujigami SAFE system helps fulfill these requirements.

Note: For companies using other Ujigami products, the Ujigami SAFE system prevents employees from logging into their work area and starting work if they have not passed the screening process.

Purpose:

Maintain a list of employees who are eligible or ineligible to enter the workplace.

High Level Overview:

Ujigami SAFE is an on-line electronic screening tool that assists companies with:

  • quickly and easily screening employees for COVID-19 symptoms,

  • making decisions to allow employees to enter the workplace or advise the employee to return home/seek medical advice,

  • providing a readily accessible list of employees who are eligible and/or ineligible to work,

  • accessing Ujigami SAFE historical records of employee status for traceability and compliance,

  • complying with government regulations and public health authorities’ requirements and guidelines.

Ujigami SAFE – User Features:

  1. Administrative User(person who originally signs up for the cloud service):

    • Login with user defined identification and password

    • Enter and maintain list of employees:

      • Name

      • Employee Number

      • Other information such as position, work area, etc.
         

    Note: all information is optional. Please see the notes below on Data Security and Employee Confidentiality Requirements.

    • Enter and maintain list of users. There are three types of users:

      • Admin – a user who has complete access to all data

      • Screening – a user who may enter health screening information and view historical screening results

      • View Only – a user who may only view current screening results: eligible, ineligible, or all

    • Configure SAFE operating parameters, such as:

      • Authorization Period (e.g. 24 hours) – specifies the valid time frame for the last Eligible-to-Work result. Ujigami SAFE automatically identifies employees as Ineligible when the authorization period has expired

      • Re-Evaluation Period (e.g. 14 days) – used to notify the screener when an employee presents themself for evaluation prior to expiration of the re-evaluation period

      • ScreeningParameters: eligibility criteria, self screening permitted, new company health and hygiene protocols and practices, employee identification method: name, employee number, Ujigami SAFE number (optional for anonymity)

    • View, enter, and modify all user entered screening data

    • Download all data in a spreadsheet compatible format for backup and other uses

  2. Screening User (as configured by an Administrative user above):

    • Login with administrator-defined user name and user-defined password

    • View employees' current and historical screening results

    • Enter screening results

      • Employee lookup to enter screen results: may use name, ID, or barcode scan; smartphone users may scan the employee badge with their phone

      • Identify employee as Eligible or Ineligible to work and optionally flag for further screening

      • Ujigami SAFE automatically records last check date/time and screener ID

      • Optional: Other screening information such as PPE, externalconsiderations, etc.

  3. View Only User (as configured by an Administrative user above):

    • View a list of employee eligibility on aweb page

      • Eligibility List only includes results within the Authorization Period

      • If an employee does not have an Eligible screening result within the Authorization Period, the screening result will display as Ineligible

      • List can be filtered and/or sorted by position, work area, department when available

  1. Employee Self Screening (optional as configured by an Admin user above):

    • Scan employee badge or special Ujigami SAFE badge to self identify employee to system

      • optional PIN for additional security

      • employees who are not eligible for work are told to return home

    • Review self screening information

      • employee must certify whether they meet the criteria for safely entering the workplace

    • Review new company health and hygiene protocols and practices

      • employee must acknowledge they have read and understand all new procedures


Ujigami SAFE - Privacy Policy

Your privacy is our top concern. All information entered into Ujigami SAFE is considered confidential. We never share information with any third party except as required by law, after notifying you of such request.

How do we protect your information?

We deploy a number of security measures to maintain the safety of your information. All information you supply is transmitted to our secure servers via Secure Socket Layer (SSL/HTTPS) technology to ensure the data cannot be intercepted. Data is stored in a secure database in out secure cloud storage facility that is only accessible by a limited number of persons who have special access rights for maintenance purposes only. The cloud storage facility is fully redundant with a demonstrated availability capability over a five year period >99.99%. Ujigami SAFE data transmission and storage meets and exceeds ADA, HIPAA, and AICPA 2 Type II certification requirements.

For users with additional security concerns, they may elect to record only anonymous data with limited loss of functionality.

A note about Data Security and Employee Confidentiality Requirements

Short Version: Employers have a right, and in this situation, an obligation to collect and store employee health information.

Long Version: Employers' collection and storage of employee health information is covered under the Americans with Disabilities Act (ADA). The ADA states "A covered entity shall not require a medical examination and shall not make inquiries of an employee as to whether such employee is an individual with a disability or as to the nature and severity of the disability, unless such examination or inquiry is shown to be job-related and consistent with business necessity."(emphasis added) Under the ADA, any employment-related documentation containing medical information must be maintained in confidential files completely separate from the general personnel file. That way, medical information won’t be inadvertently shared with individuals who don’t have a legitimate business need to see it.

The Privacy Rule in the Health Insurance Portability and Accountability Act (HIPAA) provisions do not apply for activities by employers. "The Privacy Rule does not protect your employment records, even if the information in those records is health-related. In most cases, the Privacy Rule does not apply to the actions of an employer."

For more information, please visit:

ADA: https://www.eeoc.gov/laws/guidance/enforcement-guidance-disability-related-inquiries-and-medical-examinations-employees

HIPAA: https://www.hhs.gov/hipaa/for-individuals/employers-health-information-workplace/index.html

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