standard operating procedure for prevention of covid-19 in

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Cholamandalam MS Risk Services Ltd.

Address:- 234, Dare House, NSC Bose Road, Beach Rd, Parry's Corner, George Town, Chennai, Tamil Nadu 600001

Telephone: - 044 3044 5620 Email: - [email protected]

Website:-http://www.cholarisk.com

“Standard Operating Procedure” For Prevention of COVID-19 in DMC Operations

http://www.cholarisk.com/

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Background

In January 2020 the World Health Organization (WHO) declared the outbreak of a new coronavirus disease

in Hubei Province, China to be a Public Health Emergency of International Concern. WHO stated there is

a high risk of the 2019 coronavirus disease (COVID-19) spreading to other countries around the world.

Government agencies including health authorities are framing out and implementing various strategies to

reduce rapid infection of the SARS-CoV-2 virus which cause the disease COVID-19.

The ongoing outbreak poses a challenge for all the workplaces operations across PAN India.

However, long-term success cannot be taken for granted. All sections of our society - including businesses

and employers - must play a role if we are to stop the spread of this disease.

What is COVID-19 and how does it spreads?

Coronavirus disease (COVID-19) is an infectious disease caused by a newly discovered coronavirus.

Most people infected with the COVID-19 virus will experience mild to moderate respiratory illness and

recover without requiring special treatment. Older people, and those with underlying medical problems

like cardiovascular disease, diabetes, chronic respiratory disease, and cancer are more likely to develop

serious illness.

The COVID-19 virus spreads primarily through droplets of saliva or discharge from the nose when an

infected person coughs or sneezes, so it’s important that you also practice respiratory etiquette (for

example, by coughing into a flexed elbow).

Most of these droplets fall on nearby surfaces and objects - such as desks, tables or telephones. People

could catch COVID-19 by touching contaminated surfaces or objects – and then touching their eyes, nose

or mouth. If they are standing within one meter of a person with COVID-19 they can catch it by breathing

in droplets coughed out or exhaled by them.

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INDEX

TABLE OF CONTENTS

S.No CONTENT PAGE NO

Abbreviations 4

1 Executive Summary 5

2 Introduction 6

3 Scope & Objectives 7

4 Preparedness Prior to Assumption 7

5 Role of Communication 8

6 Area of Disinfection & Sanitizing 9-11

7 On Resumption of Normal Working 12-14

8 Project Methodology 15-22

8.1 One to One Counselling 15

8.2 Defensive Driving Training 16-17

8.3 Tool Box Talks 17

8.4 Random Vehicle Inspection 18-19

8.5 Activity Based Training 19-21

8.6 ESI & Mystery Follow UP 21-22

8.7 Practical Session 22

9 Training for DMC Counsellors 23

10 Annexures 23-24

10.1 DMC Room Checklist 23-24

10.2 Daily PPE Checklist for DMC Counsellors 24

10.3 Daily Health Checklist for DMC Counsellors 24

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Abbreviations:-

The following abbreviations are used in this document:-

Abbreviations Definition

COVID-19 Novel Coronavirus Diseases

DMC Driver Management Centre

DDT Defensive Driving Training

TBTs Tool Box Talks

OS Over speed

CD Continuous Driving

ND Night Driving

RA Rapid Acceleration

HB Harsh Braking

CBU Complete Built UP Unit

NOK Not Ok

POD Proof Of Delivery

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1. EXECUTIVE SUMMARY

The purpose of this COVID-19 guidelines is to highlight additional standard operating procedure and

control measures to be taken by the business management in order to resume our DMC operations PAN

India. It will aimed to promote safety of the drivers during transit PAN India by adopting suitable

prevention and protection measures. The guidance document is aimed at:-

The priority is to scale up the pre checkup of each driver before entry the gate in company

premises.

Self-Examination checklist is mandatory for every driver and should be done by the security at the

time of entry at gate in the company premises.

Each driver should be provided with new face mask along with they should sanitize their hands at

the gate itself.

Aspects like ‘Social distancing’ will have to be adopted in each of the activities of our DMC

operations.

Imparting and sharing of knowledge with the drivers on Do and Don’ts at our DMC workplace.

Providing resources needed to conduct the preparedness level assessment.

Providing minimum guidelines on infection prevention & Control.

During the execution of DMC, the driver has been introduced with the Project Methodologies that has

been defined for elaborating the study along with recommendations. Project Methodologies consists of

the following sub process:-

One To One Counselling with the drivers;

DDT ( Defensive Driving Training);

TBTs ( Tool Box Talks);

Random Vehicle Inspection;

Activity Based Training;

ESI & Mystery Follow UP;

Practical Session.

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2. Introduction

This guideline is prepared to carry out the operation at all the DMC of Chola MS Risk Services, India, after the

lockdown period due to COVID-19. BY following this guideline, the chain of corona spread shall be effectively

broken and normal operations can be resumed safely. All precautionary measures need to be ensured at CMSRS

DMC so that all employees working in DMC along with the drivers feel safe and secure at workplace. Aspects

maintaining “Social distancing” is at most high priority.

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3. Scope & Objectives

The guidelines applies to all CMSRS DMC, India establishments:-

All DMC Premises at project sites location;

4. Preparedness Prior To Resumption

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5. Role of Communication

Communication for obtaining necessary operations from respective bodies for resumption of normal

operations to be made on time;

Communication to all the client on resumption of operations and workforce deployment plans of

DMC;

Display of posters/ Visual communication about COVID-19, its symptoms and how its spreads to be

done at the workplaces.

Display of Information for protection and prevention awareness –“Social distancing” and other

precautionary measures to be taken by the drivers;

Visual posters on Hand wash guidelines should be done at the workplaces;

Cross functional audits of adherence to the instructions of COVID-19 on regular basis;

Visual posters on No spitting within the premises should be done and must be adhered by all of the

drivers.

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6. Area Disinfection and Sanitizing

Spread of SARS-CoV-2 virus from person to person is most frequent by close contact (within 6 feet) by respiratory

droplets. Cleaning of visibly dirty surfaces followed by disinfection is a best practice measure for prevention of

COVID-19. All areas in the premises shall be disinfected completely with the use of appropriate disinfectant

mediums, depending upon type of chemical used and directed on the manufacturer recommended label or

governed by local regulation. If disinfecting is targeted against a microbe causing a specific illness (e.g. influenza,

Norovirus, COVID-19, etc.) then use an EPA registered disinfectant that is certified as effective against that

organism.

Entrance Gate of Buildings, Office;

DMC Room (Tables, Chairs, Desk, Files/ Folders, Curtains, Doorknobs, light switches, Handles/ Handrails,

Printer, Scanner, Laptop/Desktop, CPU, Mouse, lashing belt, stopper, Jig, knob, etc.)

Conference Hall, Canteens;

Open Areas- Staircase, Parking Areas;

Equipment’s having high touch surfaces like office doors, company vehicles, lifts;

Washroom, Toilets;

Walls of Common Places;

Hand Railings, Office Tables, Chairs and Objects (e.g. Laptop, Monitor, Keyboard, Mouse and CPU);

Dustbins should be covered with black plastics cover.

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Appropriate protective equipment’s like Face Masks, Hand Gloves, including appropriate disinfecting equipment

like sprayer, brush, sanitizer, soaps, etc. shall be made available.

Proper Housekeeping should be maintained in the premises as per standard guidelines. Client has to assign a

supervisor for ensuring the proper housekeeping.

The same has to be acknowledge by the DMC Counsellor with the supervisor. Electronic record to be maintained,

avoid physical contact.

Recommended disinfection advice by local regulatory agencies, International Disease Control agency have been

incorporated in the table below:-

Sr.No

Potential

Contact

Area

Example Disinfectant

Application

Recommended application of

Disinfectant Distinct Frequency

1 Hands

Touching Potential

contaminated source, after

coughing, sneezing or using

toilets

Soap and

Water

Soap and Water at least 20

seconds, Hand sanitizer with

minimum 60% alcohol

As frequent

as possible

2 High Touch

Surface

Tables, doorknobs, light

switches,

counter-tops, Handles /

handrails,

desks, Printer / Scanner, files /

folders, phones, toilets,

faucets, sinks, material

handling equipment’s etc.

Mopping /

wipe

using linen or

absorbable

cloth

1% Sodium Hypochlorite, If

above is not suitable use 70%

alcohol, Choloroxylenol (4.5% to

5.5%) – / Benzalkonium Chloride

Once in 4 hours or

as more frequent as

possible if cough/

sneeze observed

3 Indoor

Areas

Entrance gates, lobbies,

canteens, staircases,

escalators, elevators,

security booths, office

rooms, walls

Mop, spray

1% Sodium Hypochlorite, Phenolic based or EPA

Disinfectant specified in ‘list N’. (If above is not suitable use 70% alcohol, Choloroxylenol

(4.5% to 5.5%) – / Benzalkonium Chloride)

Once in 4 hours or as more frequent as

possible

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4 Soft

Surfaces

Carpeted floor, rugs,

drapes, curtains etc.

Surface

cleaning Soap and Water Once in 8 hours

5 Electronics

Tablets, touch screens,

keyboards, remote

controls etc.

Wipe using

linen

or absorbable

cloth

70% alcohol, Choloroxylenol

(4.5% to 5.5%) – /

Benzalkonium Chloride

Once in 4 hours or as

more frequent as

possible if cough/

sneeze observed

6 Quarantine

Area Bed frames, tables etc.

Mopping /

wipe 1% Sodium Hypochlorite

Once in 2 hours or as more frequent as possible if cough/ sneeze observed

7 Toilets

Toilet pot / Commode,

Toilet floor, Sink, Shower

area, Soap dispensers

Surface

cleaning /

deep cleaning,

scrubbing

1% Sodium Hypochlorite, Soap

powder, detergent, warm water

Once in 2 hours or

as more frequent as

possible if cough/

sneeze observed

8 Vehicles Tyres, Vehicle Body Power wash /

Spray 1% Sodium Hypochlorite

Minimum of once in

a day or as more

frequent as possible

if multiple trips

covered

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7. On Resumption of Normal Working

Security Procedures at Main Entry Gates

Floor marking at Entry gates for social distancing during thermal screening to be ensured;

Compulsory one-time self-declaration form to be filled by drivers entering through gate & shall

be submitted to security person;

Compulsory routine screening of all drivers entering through gate shall be done skin temperature

monitoring with -IR thermometer while maintaining social distancing (a distance of 6 Feet) all the

time. Thermal scanning shall be done during exit also;

Any driver identified with fever / cough / sore throat / sneezing / running nose / breathing

problem and details specified in the self-declaration form possess a reason for further need for

evaluation, the same shall be informed to designated management staff immediately. Such

potential driver shall be led to the isolation room;

The isolated driver shall be referred to nearest hospital for preliminary screening immediately;

All drivers entering into gate shall be permitted inside with mask;

Maintain social distancing while in queue;

Avoid gathering when entering and exiting the facility;

Checklist to be filled by security at gate and should obtain seal - without which drivers should not

enter the company premises and the same has to be acknowledge by the DMC Counsellor;

Adequate hand water wash with soap facility to be made available. Alcohol based sanitizer shall

be made available in addition to water wash with soap and not as a replacement.

Floor Markings to Ensure

Social Distancing

Thermal Screening to be

done to all the drivers

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Checklist – For drivers for self-Examination (How to Do)

Self-Examination To Prevent from the spread of COVID- 19

Sr.No Instructions Answers

Yes No

1 Do you have flu like symptoms (Cold, Cough, and Fever)?

2 Does anyone in your home has flu like symptoms?

3 Do you carry a portable bottle of sanitizer with you?

4 Are you in habit of touching your face and eyes?

5 Do you have a protective mask?

6 Do you wash your hands often?

7 Do you sanitize your hands before entering the campus and then again before entering your respective office?

8 Do you disinfect your work-station every two hours?

9 You do touch anyone else's work-station or belongings?

10 Do you know the helpline number of the facility in case you require any information regarding COVID 19?

Sanitization during entry to office premises and DMC

Disinfection of all the drivers entering through the gate;

Hand wash with soap for a minimum of 20 seconds. Hand Sanitizers (alcohol based) shall be made

available in the entrances;

Driver after entry shall sanitize their hands before proceeding to the company premises;

Evaluate feasibility of providing disposable shoe covers while entering the premises or disinfecting

the shoe soles with 1% sodium hypochlorite solution. If disposable shoe covers is used, during

donning-off care should be taken to avoid touching the contaminated base of the used disposable

shoe cover with bare cover.

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Promoting Good Respiratory Hygiene in office premises and DMC Workplaces

Display posters promoting respiratory hygiene. Combine this with other communication measures;

Each driver should be provided with new face mask while entering the company premises;

Ensure for those drivers who develop a runny nose or cough at work, along with closed bins for

hygienically disposing of them.

Promoting disinfection severity in toilets

Special attention be given to wash rooms/ toilets by periodical cleaning, swabbing, disinfecting and

maintaining dry. Non-contact type tap, hand wash and sanitizer, dispensers to be used.

Walls/doors/windows and all fittings in wash rooms shall be disinfected and cleaned throughout at

prescribed periodicity.

Soap solutions/hand sanitizers/Paper towels shall be placed in non-contact type dispensers and

replenished at prescribed periodicity.

New Face Mask to be

provided to drivers

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8. Project Methodologies

The operations being performed in DMC are as:-

8.1 One to one Driver Counselling

One to one counselling with the drivers are based on GPS data and real time scenarios with the drivers on

the trip the respective driver has commenced.

This is the most challenging and important part of a DMC;

We monitor and analyze the violation according to GPS such as OS,CD,HB,ND & NOK POD;

Based on the above records and analysis we counsel them accordingly.

The drivers are being explained about the consequences of each violations they have done in their last

trip.

Key Consideration to prevent or reduce COVID-19 Risks

One to One Counselling requires to maintain social distancing;

This can be done by marking on the ground one meter from the trainer/ counselor;

Chair can be fixed at the point;

One to one counselling can be done with the help of projecting the screen through a projector;

A Screen partition between driver and DMC Counsellor can be more suitable method for the

counselling purpose;

A transparent acraclic sheet (3 mm) can be used as the screen. The screen needs to be disinfected

after regular periodicity.

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8.2 Defensive Driving Training

Defensive Driving is essentially driving in a manner that utilizes safe driving strategies to enables drivers

to address identified hazards in a predictable manner. These strategies go well beyond instruction on basic

traffic laws and procedures.

There is a risk that drivers attending training might be unwittingly bringing the COVID-19 virus to the

training session. Others might be unknowingly exposed to COVID-19. Considering to maintain “Social

distancing” is mandatory at every point in the DMC while Defensive Driving Training say at least one

meter apart.

Key Consideration to prevent or reduce COVID-19 Risks

Before the Training Session:

Check the advice from the client, where to conduct the training sessions. Follow their advice;

Based on the dimension of the room, specify the numbers of drivers can be allowed in training

session following “Social distancing”;

Drivers chairs should be fixed at 1 meter apart from each other;

All drivers are supposed to wear their mask and should enter the training room only after hand

sanitizing.

Actively monitor any driver is not affected by COVID-19. Advise drivers in advance that if they

have any symptoms or feel unwell, they should not attend the training session.

During the Training Session:-

“Social distancing” should be maintained between the DMC Trainer and all the drivers attending

the training session;

The drivers should be given knowledge about the symptoms and preventions action about the

COVID-19 and the measures that organizers are taking for the safety of all the drivers;

Seating arrangements shall be in so order that “Social distancing” is well being maintained in the

training room say at least one meter apart from each other and

Open windows and doors whenever possible to make sure the venue is well ventilated.

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After the Training Session:-

All drivers attended the training session should sanitize/ wash their their hands with the

sanitizer/hand wash available outside the DMC office in order to maintain a good hygiene system.

Precautions to be adhered in the DMC Room:-

A separate place shall be fixed for keeping loose over items;

Sticker system to be made for high touched surface areas i.e. “Palm Shaped Red Stickers” for

high touched points;

Do’s and Don’ts sticker system should be visually displayed.

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8.3 Tool Box Talks A Toolbox Talk is an informal group discussion that focuses on a particular safety issue. These tools can be

used daily to promote department safety culture as well as to facilitate health and safety discussions.

Key consideration post COVID-19, following points to be adhered to and by all drivers

A group of maximum 10 drivers should be taken to conduct the TBTs;

Drivers shall maintained “Social distancing” of 1 meter at all times during TBTs;

A portable mic shall be used by the DMC Counsellor to address the drivers for TBTs;

Daily Tool Box Meeting shall contain the awareness about COVID-19 and measures to prevent its

spread. “Social distancing” must be ensured during this meeting;

No other meetings shall be conducted, where a mass gathering is expected such as JMCP (Joint

Mass Communication Program), Mass Meetings, Line Walk, etc. and

The area should be clean and hygienic.

8.4 Random Vehicle Inspection Vehicle would be inspected as per OEM as well as Road Safety Policy, according to the vehicle Inspection

checklist.

Key consideration to reduce or prevent COVID-19 risks:-

While performing vehicle inspection, trainer/ counsellor must use mask, hand gloves and

maintaining social distancing with the truck as well as driver;

While performing the task, if possible DMC counsellor should not touch any of the parts of the

vehicle;

He can perform the task by maintaining the respective distance of 1 meter;

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The records for the inspection should be done through digital mode of communication i.e. “Tab

based assessment checklist” to be performed the counsellor/trainer;

After performing vehicle inspection, trainer/ counselor as well as drivers needs to sanitize/wash

their hands for 20 seconds as per guidelines.

8.5 Activity Based Training

Training is being also conducted based on the different models of CMSRS. Activity based Training is being

conducted In order to facilitate better understanding regarding the concepts of Road Safety. The different

Training Models are:-

Reaction Time Based Activity Training;

Drunken Booster;

Road Signs Cut Pieces;

Blind Spot Based Training;

Overturning Modules;

Alcohol Test;

Road Condition Map.


After COVID-19, the activity training session shall also be followed with maintaining “Social

distancing”;

The drivers would be sitting at their place and analyze the same from their place;

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Each drivers will be allowed to enter the training room after being sanitized prior to entry with

mask on their face and after getting off from the training, they needs to sanitize/wash their hands

again.

Alcohol test machine should be fixed at a place and it should be disinfected after every use.

Use of cotton/ rubber hand gloves is mandatory while conducting the test;

Separate Straw pipes should be used for conducting the same and the used straw pipe should be

dumped in the dustbin properly.

Methods of wearing a cotton/ rubber gloves

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Methods of Contaminated Glove Removal

8.6 ESI & Mystery Follow Up

ESI & Mystery Follow Up is one of the Greenfield workforce of Cholamandalam MS Risk Services Limited.

The scope of the study included all aspects of the operating ecosystem such as, Inspection of vehicles,

Carrier Conditions, Load Conditions, OEM Policies, CBU Handlings & other consignments and drivers

driving behavior during the transit from source to destination.


The surprise inspector conducting ESI & Mystery Follow Up during the transit of vehicle:-

Should take extra precautions while commencing the work;

Should must always wear mask and hand gloves;

Should frequently use sanitizer during commencing the task;

Pinch and Pull off Glove. Scoop with Finger.

Form beak, pulling glove inside out over all fingers and thumb.

Pinch opposite glove with beaked hand.

Pull glove off.

With ungloved hand, slide finger down inside of glove remove glove.

Dispose of removed gloves into appropriate waste receptacle.

Wash hands with soap and running water.

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Should maintain social distancing with the drivers in the transit;

Must not shake hands with anybody in the transit;

Should not go to crowded place/ markets;

Should sanitize his hands properly after ESI & Mystery Follow Up;

Should not share his pen, mobile with the drivers;

Should do in digital mode of communication;

Should take pics for the acknowledgement of ESI;

Should take care of his health in case of any health related emergency and consult a

doctor;

Should take healthy food only at hygiene Dhaba;

8.7 Practical Session Practical Session is being conducted for the drivers regarding the use of lashing belt and stopper for safe

handling of the CBUs. In addition with this the driver is being explained about the Falka & Pin opening

and closing operations.


The Practical Session should not be carried out with maintaining proper social distancing of 1

meter;

Use of mask and gloves for both drivers as well as the trainer;

After performing the training, drivers as well as the trainer needs to sanitize their hands with

sanitizer.

Lashing belt should be cleaned with using 1% Sodium Hypochlorite before and after the practical

session followed by 15 min. taken to dry up the same;

Stopper needs to be wiped off using disinfectant before and after the practical session.

Social Distancing

is mandatory

while ESI &

Mystery follow up

is being

conducted

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9. Training for DMC Counsellors

Contents of Training

Document understanding Training for COVID-19 should be imparted to the DMC

Counsellors

How to run the DMC operations after COVID-19

Do’s & Don’ts after COVID-19

Frequency of the Training

All the DMC counsellors will be imparted training on the COVID-19 document once

Any amendment in the training module, training to be organized for the counsellors again;

Emergency Preparedness

If DMC Counsellor is suffering from any emergency health related issues, he needs to

inform his reporting manager as well as site location reporting manager immediately and

he should consult to the doctor.

10. Annexures:-

This checklist should be completed by the DMC Counsellor daily while conducting the DMC operations.

10.1 Annexure A- DMC Room Checklist:-

DMC Room Checklist Yes No N/A

1 Is the overall DMC room disinfected and cleaned properly?

2 Are soaps, hand sanitizer and water are kept outside the DMC room?

3 Are the tables, chairs, desk, Handles/ Handrails, curtains, doorknobs

disinfected?

4 Are the light switches, files/ folders Printer, Projector, Scanner wiped off

properly?

5 Are Desktop, CPU, Mouse are sanitized or wiped off properly?

6 Are practical items such as lashing belt, stopper, Jig and knob disinfected well?

7 Is the transparent acraclic sheet disinfected?

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8 Are the posters in DMC are disinfected?

9 Is the dustbin cleaned and disinfected well?

10 Is the dustbin is covered with black plastic cover?

11 Are the High touched points labelled with Stickers?

10.2 Annexure B- Daily PPE Checklist for DMC Counsellors:-

Daily PPE Checklist for DMC Counsellors Yes No N/A

1 Is the DMC Counsellor wearing his mask or not?

2 Is the mask cleaned? Yes or No

3 Is the DMC Counsellor wearing his hand gloves or not?

4 The hand gloves used is new for each respective day?

5 Is hand sanitizer available with the DMC Counsellor?

6 Is wet tissue wipes available with the DMC Counsellor?

10.3 Annexure C- Daily Health check list for DMC Counsellors:-

Daily Health Check list for DMC Counsellors Yes No N/A

1 Is the DMC Counsellor suffering from any sign of flu (Dry cough, cold or

fever?

2 Is the DMC Counsellor body’s temperature normal i.e. Below 100F?

3 Is the DMC Counsellor having a habit of touching is face, nose or mouth

frequently?

4 Is the DMC Counsellor know the emergency contact number in case of any

emergency?

5 Is the DMC Counsellor practice good personal hygiene?

End of Document

standard operating procedure for prevention of covid-19 in

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