Scheduling Screening Appointments

Written By CDL Rapid Screening Consortium (Super Administrator)

Updated at March 1st, 2021

The key metric is to increase the number of people regularly screened at a pilot site; this level of traceability and screening throughout will help reduce the spread of COVID and keep workplaces safe and employees healthy. Public Health recommendation for screening frequency is every 72 hours and it is important to keep to this schedule as much as possible. Some flexibility might be needed to ensure we have the most people participating; testing more or less frequently than every 72 hours may be more convenient.

Screening Frequency

Based on employees being screened every 72 hours, the following table can be followed and shared with employees. At organizations where employees work weekends, screening may need to be provided seven days per week to accommodate everyone’s schedules. Based on the recommendation of 72 hours it may mean that employees are tested on different days each week. Your organization may choose to schedule the days and times for the employees or give the responsibility to the employee to ensure they stay on schedule. 

Day of First Screen

1st Option for Day of Second Screen

2nd Option for Day of Second Screen

Monday

Thursday

Wednesday or Friday

Tuesday

Friday

Thursday or Saturday

Wednesday 

Saturday (if available)

Friday or Sunday (if available)

Thursday

Sunday (if available

Saturday (if available) or Monday

Friday

Monday

Sunday (if available) or Tuesday

Screening time per day should be determined based on the employees work schedules that are participating in the pilot. Initially, it might be best to schedule longer screening hours and to revisit the schedule after the first couple of weeks. If there is a clear distinction in peak times, adjustments to the screening hours might be required to ensure that employees schedules are accommodated as much as possible and they remain in the pilot.

Communications

Key information to share with employees

  • Maintain 72 hours between screens as much as possible. If necessary, screenings can be done 48 hours or up to 96 hours apart but this is not advisable
  • If a screen is missed, employees should be encouraged to be screened as soon as possible and shift their screening schedule based on the new screening day. 
  • If an employee has to miss a screen completely they can still stay in the pilot. If they continue to not be screened they can be removed from the pilot. 
  • Employees may need to come in to be screened even when they aren’t working but ultimately it is up to them. Our goal is to identify infectiousness early enough to mitigate transmission to other people and therefore regular screening is important but also voluntary. Your organization should make it clear whether employees will be paid for attending a screening during non-working hours.

Audits

The pilot project team should do weekly audits to ensure people are staying on schedule. Pilot Site Managers should be notified of the employee not participating to work with them to see why they aren’t participating and if necessary make accommodations/changes to the schedule to make it easier for the employee to continue participating in the pilot.

Scheduling System

The recommendation for scheduling screening appointments is to use the CDL RSC Data System. Once participants have registered and downloaded the app to their device they can begin scheduling their screening appointments.

When deciding what scheduling system to use the following should be taken into consideration. 

  • Number of people in the pilot
    • The more people in the pilot the more robust and automated scheduling system required.
    • For organizations with over 50 participants in the pilot it is recommended to use the CDL RSC app.
    • Organizations under 50 people participating may choose to also use the app but other options are also possible.
  • Existing systems in place
    • Organizations might already have an employee signup and scheduling system that they are able to utilize including a mobile app.
  • Resources
    • Access to human resources and technology resources to assist with the scheduling system. 
    • Since the CDL RSC app is already developed it is the easiest solution but, if organizations choose to develop their own there is considerable time and technology expertise required to develop.

Alternate Options for Scheduling Systems

  • Excel Sheet
    • Sufficient for small pilots but would be difficult to manage for medium or large pilots with 50 or more employees.
  • Microsoft Bookings
    • Web-based booking signup system and calendar that integrates with Outlook and can be set up to send reminders to the participants. 
    • Works well for small or medium size pilots. 
    • Difficult to use with large pilots with 200+ participants unless able to work with the CDL RSC Data System
  • Call Centre
    • Pilot participants call an internal COVID-19 Screening call centre to book their appointments. This works with small pilots but would be difficult for medium or large pilots with 100 or more participants.

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