accommodation meeting

Introduction

  • Participants introduced themselves during the meeting.

  • Rodora Osborne introduced as the director of Organizational Equity at Johns Hopkins Health System, emphasizing the importance of creating an equitable workplace.

  • The meeting focused on discussing accommodations following a centralized process initiated on January 1, which involves gathering interactive discussions to address employee needs.

Meeting Structure

  • The meeting outlined the process for discussing accommodation requests thoroughly, ensuring clarity in how discussions will be conducted.

  • It was established that no medical diagnoses would be disclosed during the discussion to protect privacy.

  • Restrictions already reviewed by occupational health based on medical necessity were to be presented by Lydia, who oversees accommodation requests in order to maintain confidentiality.

  • The goal of the discussion is to identify reasonable accommodations that meet employee needs without causing undue hardship to the institution and to ensure that all stakeholders are aligned.

Participants and Roles

  • Rodora Osborne: Director of Organizational Equity, facilitator of the discussion, committed to ensuring employees feel heard.

  • Maya Yearwood: Certified pharmacy technician at Howard County, requesting accommodation due to her unique needs associated with her work responsibilities.

  • Lydia: Case manager at occupational health, discusses accommodation requests and provides insights based on medical reviews.

  • Rachel Walter Meyer: HR business partner at Howard County Medical Center, ensuring policies align with HR standards.

  • Darren Gullen: Director of pharmacy, discusses management's responses to accommodation requests and their impact on operations.

Accommodation Requests Presented by Lydia

  1. Access to Drinking Water:

    • Permission to have drinking water at all times during the work shift to maintain hydration.

    • Employees can carry or keep personal water bottles while working.

    • Assigned to areas where keeping a water bottle is permitted, promoting well-being.

  2. Gum Chewing:

    • Permission to chew gum as needed during shifts to aid with focus and anxiety reduction.

  3. Limitation of Exposure:

    • Avoid exposure to strong chemicals, odors, or harsh smells, especially in the IV Room during cleaning to promote health.

  4. Additional Breaks:

    • Request for three additional fifteen-minute breaks in addition to regular scheduled breaks to ensure sufficient rest.

  5. Duration of Accommodations:

    • Duration for accommodations proposed until July 19, 2026, offering a long-term solution for the employee's needs.

    • Maya's Confirmation: Confirmed all requests were communicated clearly during the meeting.

Concerns Raised by Darren Regarding Accommodation

  • Key issues discussed regarding the essential duties and requirements:

  1. IV Room Responsibilities:

    • Working in the IV Room is essential for all technician staff, including cleaning at the beginning and end of every shift, which has significant implications on service delivery.

    • The cleaning process cannot be avoided, and the associated chemical smells are an issue impacting operational feasibility.

  2. Breaks Impact:

    • Proposed additional breaks would lead to a drastic reduction in actual working time, resulting in six working hours when breaks are accounted.

  3. Cross-Training:

    • Employees must cross-train for shifts, especially during times when staffing is low, complicating the accommodation process due to the need for flexibility.

  4. Construction Implications:

    • Ongoing construction in the department that requires immediate flexibility in staffing and further complicates requests.

Maya's Perspective on Challenges

  • Work Schedule:

    • Varied hours depending on scheduling—could work from 6:00 AM to 2:30 PM, or rotate evening shifts starting from 12:00 PM, 1:00 PM, or 2:00 PM, ending at 8:30 PM, 9:30 PM, or 10:30 PM, leading to uncertainty in planning breaks and accommodations.

  • IV Room Cleaning Exposure:

    • Concern about cleaning chemicals making her nauseous and requesting not to work in the IV Room during cleaning times; cleaning occurs twice daily—at shift start and end, with additional cleaning around 1:00 to 2:00 PM during the evening shift, complicating compliance with accommodation.

  • Need for Breaks:

    • Emphasized the need for meal breaks every hour as per physician recommendation but suggests flexibility in scheduling to maintain productivity.

Discussion on Proposed Accommodation Solutions

  • Nausea from Smells:

    • Maya indicated that she does not want to be completely exempt from the IV Room but wants to be excused during cleaning, advocating for a balanced solution.

  • Darren's Position:

    • Expressed concerns about adjusting rotations without compromising service efficiency, emphasizing the need to maintain clinic standards.

  • Trial Accommodation:

    • Suggested a trial period of thirty days to test the effectiveness of proposed accommodations without altering essential services, allowing for reassessment of impact after the period.

  • Monitoring:

    • Need for appropriate monitoring to ensure accommodations are utilized correctly without abuse and to maintain a record of the impacts on service provision.

  • Interaction with Legal and HR:

    • Confirmation that HR and legal will be consulted regarding fairness and handling of the situation, particularly around splitting breaks or adjusting working hours, ensuring adherence to organizational policies and protecting employee rights.

Alternative Ideas for Breaks

  1. Alternative Break Structure:

    • Proposal to split a 30-minute break into shorter breaks to maintain coverage, preventing disruption in workflow.

    • Suggestion for increasing the total break count into four or more shorter breaks, addressing both employee needs and operational constraints.

  2. Hydration Accessibility:

    • Agreement that everywhere else outside the IV Room should allow for water access, supporting hydration needs.

    • Discussion about potential modifications to accommodate Maya's needs without imposing undue hardship on the institution.

Wrap-Up Actions

  • Determining final accommodation decisions involving team input and following up on legal implications for workplace policies and scheduling, ensuring all perspectives are considered.

  • Rodora indicated next steps including consultation with legal to finalize the accommodation decision form post-discussion and ensuring legal compliance.

  • A follow-up is planned to document any modifications based on trial period findings and monitor the impact on operations and employee needs comprehensively.

Clarifications Needed

  • Clarification pending regarding any existing FMLA protections related to Maya’s situation, understanding her rights to request accommodations.

  • Discussion about how potential staffing changes from FMLA would influence accommodation feasibility and monitoring practices to ensure smooth operations.

Conclusion

  • Emphasized the commitment to reasonable accommodations while discussing operational feasibility and employee wellness, attempting to balance both organizational and employee needs effectively.

  • Confirmation that all participants would receive documentation of accommodation decisions and next steps following the legal review, fostering clear communication.

  • Appreciation expressed for everyone’s participation and collaborative effort toward finding a solution, reinforcing positive relationships among team members.