Test and trace is the UK’s way of pulling through the coronavirus pandemic. As public spaces reopened in an effort to keep the economy rolling, the country needed a method to let people go about their day and enjoy their usual activities, all while keeping its people safe.

That’s where the NHS Test and Trace service comes into play. With it, potential virus hotspots can get the word out to visitors, leading to people self-isolating if they need to. But the idea was somewhat dropped on the UK’s businesses. So how can you integrate test and trace into your business effectively?

About NHS Test and Trace

Before we dive into our advice, let’s catch up on what the NHS Test and Trace service is exactly. It was created to let people know they may have come into contact with COVID-19, prompting them to get tested.

By contacting people with positive test results, they can get an idea where they might have gone, contact these venues, and use their track and trace log to get in touch with others. If they do this, they can hone in on potential outbreak spots, limiting their impact and preventing major outbreaks.

It requires people to play their part, with people willingly giving their details and venues taking those details correctly and efficiently. Places that should collect details include:

• Hospitality businesses – pubs, bars, restaurants, and cafes
• Tourism and leisure businesses – museums, cinemas, and bowling alleys
• Public facilities – libraries and leisure centres
• Places of worship

So if you are in charge of one of these businesses, how can you ensure your test and trace solutions measure up?

Train your staff

You won’t always be around to make sure information collection is done right. If you have multiple sites, you can’t be everywhere at once. So it’s important to make sure your staff know exactly what needs to be done.

Train them as soon as you can, ensuring they know how to handle a new customer. They will need to collect certain details, including:

• Their name(s) or that of the group ‘leader’
• Their contact number(s) or that of the group ‘leader’
• Date of when they visited
• Arrival and departure times
• Any relevant location details (if you have certain rooms or areas for groups)

As you can see, you need the exact details to pinpoint when and where they were. This way, when the Test and Trace service contacts you, you can show them exactly who was present. Training shouldn’t be too strenuous as it’s fairly simple; all that matters is that you’re clear with what you expect.

Consider GDPR

As you are collecting personal details, GDPR rules are in effect. You still need to stay compliant and protect their data. The government says you should keep data for 21 days, at which point you should get rid of it safely.

If someone refuses to give you their details, then that is their right as it is only voluntary. Regardless, you should let everyone know that you are collecting their data, assuring them it will only be used in relation to test and trace. Under no circumstances can you use it for your own business purposes, such as marketing.

Make sure data is secure and employees know how to handle it carefully. Physical copies should be locked away and digital copies should be password protected.

Taking details efficiently

Pen and paper might seem like the easiest option but can easily go wrong. What happens if you misplace the details? Can you ensure it’s always safe? And with all physical documents, it can clutter up a space – not great in a pub where drinks might spill on it.

Ideally, you need a digital database. It could be as simple as a shared spreadsheet accessible only by your staff. There are also apps that can help you organise your data collection, along with many other business activities.

Be prepared to communicate

The situation is liable to change quickly. With lockdowns now happening on a local level, and with as little as 24 hours notice beforehand, you have to be ready to communicate with your staff. This ties into training your staff; they need to know any new rules as the situation shifts.

You need any communication to be quick and effective. You need to be able to send out an update to your staff immediately. But, at the same time, you need to also be ready to send it out to just a handful of staff, depending on where they fall in the new geographical lockdown. It ensures you are communicating with the right people; but you should also monitor who has read the relevant information.

Another good idea is to have a single location where they can find all of the latest policies – right at their fingertips.

What’s important is you collect the data in the right way, respectful of others, and can be easily used by the NHS. We all need to do our part to help and this is the role businesses can play. Along with a strict cleaning regime, you can help keep the virus at bay and keep the UK open.

Inform People ticks all of the boxes. Organise staff training, stay GDPR compliant, and organise your data all in one place. If you would like to find out what Inform People can do for you, get in touch on +44 (0)161 713 4104 or via email.