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Tips & Tricks for Deploying the COVID-19 Health Survey

A round-up of frequently asked questions and best practices to help you with a successful deployment of the HotSchedules Health Survey
Health surveys have become standard practice during the COVID-19 pandemic. However, there are still many questions out there about how to implement and ensure the full participation of your teams. We have been tracking successful rollouts of the HotSchedules health survey and compiled a brief guide of FAQ’s and best practices to support you in these efforts. Available on all mobile and web apps, this short health survey enables your team to communicate their health status before entering the workplace, unlike POS alternatives.

Frequently Asked Questions

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How is the data protected?

The Health Survey data is stored separately from other HotSchedules systems, and the information is encrypted at rest. To ease our customer’s concerns about the data vulnerability, we recently employed a third-party security testing service to conduct a penetration test, which we passed with flying colors.

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Who can see the responses to the survey questions?

​The answers to the survey questions are not shared with anyone. Managers only see if an employee is safe to work, not safe to work, or did not provide their consent with the icons shown here. That information is also available when evaluating shift approvals – convenient when you need to fill a shift at the last minute.
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Is the Health Survey available in multiple languages?

Users can set their language and currency in HotSchedules to either English, Spanish, or Portuguese. All HotSchedules features, including the Health Survey, are presented in the user’s chosen language.
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How do you reset the survey if you answered a question incorrectly?

While admins can reset the consent question, you can’t change an answer to a survey question once it has been submitted. Customers have tracked this survey inaccuracy by putting a note in the staff journal, thereby having documentation of the employee’s actual wellness answer.
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Can we change the questions on the survey?

While the questions are not customizable, we regularly update the questions based on CDC guidance.

“Before implementing the HotSchedules health survey, we experienced a bottleneck when checking in employees and having them fill out a daily health questionnaire. At the senior level, we find peace of mind knowing that we are proactive when it comes to the safety of our team and guests, keeping their information confidential, and can easily access reports for contact tracing.”

AUDREY BENET

Cuba Libre Restaurant

Best Practices

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Ensure Company-wide Participation

Schools and businesses are starting to use COVID dashboards to keep everyone posted on their students’ and co-worker’s health. While you don’t necessarily need to build a dashboard, it is essential to keep everyone posted on how survey participation is going and, generally, how staffing is going during these troubling times. Some of our health survey users hold town hall meetings so employees can ask questions on changing procedures directly to leadership, provide feedback on the execution and adoption of new protocols.

 

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Preparing Teams for the Survey

Broadcast messages are the most convenient way to let your teams know about an organization-wide change in procedure. Several HotSchedules customers have used this feature to let their teams know in advance when the Survey would go live.

VIEW EXAMPLE MESSAGE
Here’s an example that you can edit for your use:

To protect the health of our teams and guests, we are implementing the HotSchedules Health Survey. You will start seeing the daily survey delivered via HotSchedules mobile and web apps (date). Please fill this out before you arrive each day you are scheduled. Rest assured that the answers are confidential and are stored securely. If you have any questions, please speak to your manager. Thank you for giving this your full attention and helping us keep our teams and guests safe.

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Keep an Open Feedback Loop

Schools and businesses are starting to use COVID dashboards to keep everyone posted on their students’ and co-worker’s health. While you don’t necessarily need to build a dashboard, it is essential to keep everyone posted on how survey participation is going and, generally, how staffing is going during these troubling times. Some of our health survey users hold town hall meetings so employees can ask questions on changing procedures directly to leadership, provide feedback on the execution and adoption of new protocols.

 

Ready to Adopt the Health Survey?

We are excited to see many of our customers using the new Health Survey to check in with their teams and ensure that it is safe for them to come to work. If you would like to implement the HotSchedules Health Survey for your team, look at this collection of articles to learn how. Get started with one store or your whole organization – it’s up to you.

VIEW ARTICLES

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Learn more about our New HotSchedules Health Survey feature.

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