AS/NZS 4801 OHSAS 18001 OHS20309 SAI Global Management of suspected exposure to Cercopithecine Herpesvirus 1 (B Virus) Procedure December 2014 TABLE OF CONTENTS 1. PURPOSE .................................................................................................................................... 2 2. SCOPE ......................................................................................................................................... 2 3. ABBREVIATIONS ........................................................................................................................ 2 4. DEFINITIONS ............................................................................................................................... 2 4.1 4.2 5. OCCUPATIONAL HEALTH PHYSICIAN (OHP).................................................................................... 2 VETERINARIAN .......................................................................................................................... 2 SPECIFIC RESPONSIBILITIES ................................................................................................... 2 5.1 5.2 5.3 6. OCCUPATIONAL HEALTH PHYSICIAN (OHP).................................................................................... 2 SUPERVISOR ............................................................................................................................ 3 VETERINARIAN .......................................................................................................................... 3 EMERGENCY PROCEDURES FOR SUSPECTED EXPOSURE ................................................ 3 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10 FIRST AID (APPLICABLE TO PERSONS EXPOSED AND TRAINED STAFF) .............................................. 3 FIRST AID KIT ............................................................................................................................ 3 VIRAL SWABS (APPLICABLE TO PERSONS EXPOSED AND TRAINED STAFF) ........................................ 3 NOTIFICATIONS AND REPORTING ................................................................................................. 3 BASELINE SERUM SAMPLE- DURING WORKING HOURS ................................................................... 4 BLOOD AND VIRAL SPECIMEN COLLECTION AFTER HOURS .............................................................. 4 POST EXPOSURE COUNSELLING .................................................................................................. 5 STORAGE AND SUBMISSION OF SAMPLES TO VIDRL ....................................................................... 5 ADVICE FOR MMC INFECTIOUS DISEASES PHYSICIAN ON-CALL ........................................................ 6 VETERINARIAN ON CALL ............................................................................................................. 6 7. MEDICAL ALERT CARD ............................................................................................................. 7 8. REVIEW OF DOCUMENTATION ................................................................................................. 7 9. RECORDS.................................................................................................................................... 7 10. COMPLIANCE ............................................................................................................................. 7 11. REFERENCES ............................................................................................................................. 7 11.1 MONASH UNIVERSITY OHS DOCUMENTS ....................................................................................... 7 12. DOCUMENT HISTORY ................................................................................................................ 8 13. RESOURCE DOCUMENTS ......................................................................................................... 9 13.1 13.2 13.3 13.4 14. CHECKLIST FOR SUSPECTED B VIRUS EXPOSURE .......................................................................... 9 EMERGENCY CONTACTS PROFORMA ......................................................................................... 10 FIRST AID FLOWCHART............................................................................................................. 11 FIRST AID KIT CONTENTS FOR WORKING WITH MACAQUE MONKEYS ............................................... 12 FREQUENTLY ASKED QUESTIONS ........................................................................................ 13 Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 1 of 13 Date of next review: 2017 06/11/14 1. PURPOSE Thisprocedure sets out the actions that must be taken when a potential exposure to Cercopethicine herpesvirus 1 (B virus) has occurred. Exposure could result from bites, scratches, needle stick puncture or eye exposure when handling Macaque monkeys and even minor exposure can result in fatality. 2. SCOPE This procedure applies to staff, students, contractors and visitors at Monash University. 3. ABBREVIATIONS CITES EAP GP LMO LRH MARP MMC NHMRC OHP OHNC OH&S RMH VIDRL 4. Convention on International Trade in Endangered Species of Wild Fauna & Flora Employee Assistance Program General Practitioner Local Medical Officer Latrobe Regional Hospital Monash Animal Research Platform Monash Medical Centre National Health and Medical Research Council Occupational Health Physician Occupational Health Nurse Consultant Monash Occupational Health and Safety Royal Melbourne Hospital Victorian Infectious Disease Reference Laboratory DEFINITIONS A comprehensive list of definitions is provided in the Definitions tool. Definitions specific to this procedure are provided below. 4.1 OCCUPATIONAL HEALTH PHYSICIAN (OHP) Occupational Health Physician is a highly trained medical specialist and member of Occupational Health and Safety, who provides a wide range of services relating to the health of staff/students. This may encompass prevention, treatment and rehabilitation. 4.1.1 4.2 VETERINARIAN Veterinarians are tertiary trained professionals whose specialty is in diagnosing and treating sickness, disease and injury in all types of animals at Monash University. 5. SPECIFIC RESPONSIBILITIES A comprehensive list of OHS responsibilities is provided in the OHS Roles, Committees and Responsibilities Procedure. The responsibilities specific to this procedure are summarised below. 5.1 OCCUPATIONAL HEALTH PHYSICIAN (OHP) The OHP is responsible for the development of procedures and provision of specialist advice on issues concerning suspected exposure to B virus or any related areas when required. Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 2 of 13 Date of next review: 2017 06/11/14 5.2 SUPERVISOR Supervisors are responsible for carrying out a series of notifications and actions immediately after being advised of a suspected exposure to Cercopethicine herpesvirus 1 (B virus). Refer to section 6.4. 5.3 VETERINARIAN The veterinarian is responsible for the care of the monkeys, specimen taking and liaison with VIDRL, OHP and OH&S. 6. EMERGENCY PROCEDURES FOR SUSPECTED EXPOSURE A summarised version of the procedure is available as a checklist in Section 13. 6.1 FIRST AID (APPLICABLE TO PERSONS EXPOSED AND TRAINED STAFF) Adequate and timely First Aid in the first few minutes following suspected exposure is CRITICAL for prevention of B Virus infection. Wound: massage wound to make it bleed immediately scrub thoroughly with betadine or chlorhexidine for 15 minutes rinse well with water Eye: irrigate with flowing water for 15 minutes 6.2 FIRST AID KIT A dedicated first aid kit for use following suspected exposure to macaques should be available in the immediate vicinity. Contents of the First Aid kit are detailed in Section 11.4. 6.3 VIRAL SWABS (APPLICABLE TO PERSONS EXPOSED AND TRAINED STAFF) Viral swabs must be collected for further testing following a suspected exposure and stored according to 6.8.2. Wound: (FOR ALL INCIDENTS, NO MATTER HOW TRIVIAL) after cleaning as above, swab the wound for viral culture (3-5ml screw top vial with 1- 2ml transport medium) label vial clearly with: - name of patient - date of birth - date and time of sample collection dry and cover with wound dressing Eye: no swab to be taken 6.4 NOTIFICATIONS AND REPORTING The injured staff member/student must inform their supervisor who is then responsible for carrying out the following notifications and actions: Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 3 of 13 Date of next review: 2017 06/11/14 Report incident to the Manager, MARP; Report incident to Occupational Health Nurse Consultant If neither of the above persons are available notify the Manager, OHS; Report incident to Biosafety Officer, MARP; Report the injury using the online Hazard and Incident Reporting System; and Notify the veterinarian on call. 6.5 BASELINE SERUM SAMPLE- DURING WORKING HOURS This section is relevant to treating doctors. Following the administration of first aid and taking of swabs, the injured staff member or student should go immediately to the local hospital or nominated GP or Monash Medical Centre (MMC) for: a) Consultation and counselling; and b) Collection of a serum sample – The doctor will arrange for a 5 ml blood sample using a non-Heparinised serum collection tube. Blood must be spun, serum removed and sample frozen. This provides a baseline antibody level. The staff member or student should take a copy of this procedure with them. 6.5.1 For staff /students taken to the local hospital or nominated GP, the treating doctor must notify the on-call Infectious Disease Physician at MMC and an appointment arranged within 24 hours. A 24 hour service is provided by both MMC and the local Hospital. If for some reason the on-call physician at MMC is unable to contact a senior physician for advice, including particular advice about specimen collection, VIDRL may be contacted through the RMH switch board (phone 9342 7000) 6.5.2 6.6 It is the staff member/students responsibility to maintain follow up contact as advised following initial consultation. BLOOD AND VIRAL SPECIMEN COLLECTION AFTER HOURS This section is relevant to treating doctors. 6.6.1 Where patient specimens have not already been taken, then following the taking of a history and examination, the following should be followed: a) Collect blood sample from patient- (the 5 ml blood sample in a non-Heparinised tube used for the 0.5-2ml baseline serum sample). The blood must be spun, serum removed and sample frozen. b) The patient should be given instructions to attend the Infectious Diseases Unit for follow up. The frequency of Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 4 of 13 Date of next review: 2017 06/11/14 visits may vary depending on individual situation and risk. Repeated tests may be necessary if the patient becomes ill within this period. 6.7 POST EXPOSURE COUNSELLING Counselling of the patient should be offered as soon as is reasonably practicable and may be arranged by the person, supervisor, OHP or their delegate. The University’s Employee Assistance Program is available 24 hours a day on 1800 350 359. 6.8 STORAGE AND SUBMISSION OF SAMPLES TO VIDRL This section is applicable to staff taking viral swabs, doctors and veterinarians. B virus is an orphan disease in that it happens rarely, and as such using a specialty lab is often the most prudent way to handle potential exposures, active cases, and monitoring for recurrent infections. These specialised laboratories are located in the UK (London) and USA (Georgia). 6.8.1 Permits are now required by the Australian Government for exporting blood and viral samples overseas. Early contact with VIDRL helps to expedite this process which can take up to 4 weeks. 6.8.2 In most cases Gribbles Pathology will pick up and deliver specimens to VIDRL. If this is not possible then refer to Section 6.10Veterinarian on call. Note: VIDRL will contact the selected laboratory directly and confirm details for submission of specimens and apply for permits for the transfer of specimens with the Australian Government. 6.8.3 Specimen Storage and transport a) Viral swabs from a staff member or student should be refrigerated (4°C) until ready for dispatch to VIDRL. b) Blood samples should be spun down and serum frozen. Alternatively the serum sample can be refrigerated (2-6°C for up to a week). If refrigeration is not available, whole blood can be stored at room temperature for up to 24 hours. c) For transport to VIDRL place blood sample and viral swabs in a plastic bag, seal and place in small thermally insulated container together with an ice pack to keep chilled. Samples must be labelled with the: Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 patient’s name date of birth list of specimens being submitted date of collection and be addressed to nominated VIDRL contact and labelled B Virus Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 5 of 13 Date of next review: 2017 06/11/14 6.9 6.10 d) Place accompanying paperwork in a separate plastic bag from specimens. e) Seal container and attach address label with strong adhesive tape. f) Arrange transportation to VIDRL as soon as possible. g) Specimens received by VIDRL (human and monkey) will be dispatched as soon as possible to a nominated reference laboratory overseas. h) Follow up contact by the University’s Occupational Health Physician and/or the Veterinarians with VIDRL should be maintained to ensure that any requests for further specimens can be acted upon promptly. i) Viral swabs and blood samples from the macaque monkey will normally be submitted to VIDRL by the on-call veterinarian. ADVICE FOR MMC INFECTIOUS DISEASES PHYSICIAN ON-CALL A patient potentially exposed to the B virus is a difficult clinical problem requiring Senior Infectious Diseases Physicians conversant with up-todate information on the disease. An appointment to be seen within 24 hours of the potential B Virus exposure must be made with the Infectious Diseases Unit Outpatients Clinic. Call MMC (03) 9594 6666 and ask for the Infectious Diseases on-call Registrar. Arrangements will be made at this time. VETERINARIAN ON CALL The Veterinarian needs to attend as soon as possible to collect samples of blood and buccal swabs from the macaque monkey concerned. Also at this time, the macaque is examined for any signs of disease especially oral ulcers or vesicles on any part of the body. Blood must be spun, serum removed and sample frozen. Viral swabs with transport medium must be kept in stock by the veterinarian. Samples need to be sent to VIDRL in Parkville. For Gippsland campus only, Gribbles Pathology in Moe can organize delivery of samples. Hand deliver samples to the Moe office. For contact with VIDRL in Parkville, phone (03) 9342 9654, or the nominated person in the viral or polio laboratory (03) 9342 2607. The nominated VIDRL contact will source a CITES permit and organize World Couriers to transport specimens to national B Virus Resource Laboratory in the Centre for Disease Control at Georgia State University, Atlanta. The process takes 2 weeks to ship the samples and approximately 5 weeks to receive results. VIDRL are in charge of the sample transportation and permit application. In an unforeseen circumstance e.g. where there is a delay in permits being issued, the nominated contact for CITES permits is the Department of Environment and Water Resources, Wildlife Trade Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 6 of 13 Date of next review: 2017 06/11/14 Assessment (ph.02 62741985) should direct contact be needed. The director of the laboratory in Atlanta is contactable on +404 358 8168 7. MEDICAL ALERT CARD Your Supervisor will provide a medical alert card that must be carried at all times by staff and students with a potential for occupational exposure to macaque monkeys. This must be shown to medical staff at the clinic or hospital following any suspected exposure. 8. REVIEW OF DOCUMENTATION All procedure documents, information sheets and risk management plans associated with the use of macaques at Monash University must be reviewed annually by a working group composed of staff from MARP, OH&S and other persons as appropriate. All documentation e.g. flow charts, emergency contact details and B virus first aid information must be reviewed and updated by the supervisor at least annually or immediately following an incident or when a change to the documentation takes place. 9. RECORDS Record to be kept by Occupational Health & Safety (in confidential medical files) 10. Records Medical records including test results To be kept for 100 years COMPLIANCE This procedure is written to meet the requirements of: Occupational Health and Safety Act 2004 (Vic) AS/NZS 4801:2001 Occupational Health & Safety Management Systems – specifications with guidance for use. OHSAS 18001:2007 Occupational Health & Safety Management Systems – Requirements NHMRC - Policy on the Care and Use of Non-Human Primates for Scientific Purposes 2011 11. REFERENCES 11.1 MONASH UNIVERSITY OHS DOCUMENTS Occupational Health & Safety policy Guidelines for the development of safe work instructions OHS Roles, Responsibilities and Committees Procedure OHS Risk Management Procedure Risk Management Program First Aid Procedure Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 7 of 13 Date of next review: 2017 06/11/14 Procedures for hazard & incident reporting, investigation & recording 12. Version number 2 3 DOCUMENT HISTORY Date of Issue Changes made to document August 2012 Procedures for the Management of suspected exposure to Cercopithecine Herpesvirus 1 (B Virus), v2 Management of suspected exposure to Cercopithecine Herpesvirus 1 (B Virus) Procedure, v3 November 2014 1. Definitions- added definition of OHNCOccupational Health Nurse Consultant. 2. In sections 6.1, 6.3, 6.5, 6.5.1, 6.6 and 6.8 added who the instructions are applicable to. 3. Updated phone number in section 6.10 4. Added OHNC as first point of contact in section 13.1. OHNC will then contact the OHP . 5. The emergency contact details in section 13.2 were changed to OHNC contact details. 6. Section 13.3 - Added Flowchart. 7. Local GP deleted. La Trobe Regional Hospital will now be where the injured person will first be seen. 8.11.4 - Added first aid injury reports. Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 8 of 13 Date of next review: 2017 06/11/14 13. RESOURCE DOCUMENTS 13.1 CHECKLIST FOR SUSPECTED B VIRUS EXPOSURE First aid and wound cleaning – CRITICAL that this is timely and adequate! Specimens/Samples taken Human blood sample - collected as close as possible to the time of injury for baseline serum. Macaque blood sample - collected as close as possible to the time of injury for baseline serum. Human viral swab - samples from the wound or exposed area. Macaque viral swab - samples from the buccal cavity, both eyes and genitalia, collected separately in separate media tubes as soon as possible after the injury. Consultation with infectious diseases specialist within 24 hours – contact Monash Medical Centre (MMC) Infectious Diseases Unit physician on-call. Notify Supervisor; MARP Biosafety Officer; MARP Animal Services Manager; OHNC (who will notify OHP); OH&S and; Veterinarian Incident report lodged Follow-up and repeat blood tests (serum specimen) in 3 weeks Label human specimen of blood and viral swab with: Patient’s name; Date of birth; Date of collection; Time of collection. Send specimens to VIDRL (Gribbles Pathology will collect and deliver) Take copy of procedures to hospital Veterinarians to commence permit process with VIDRL Storage of specimens appropriate Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 9 of 13 Date of next review: 2017 06/11/14 13.2 EMERGENCY CONTACTS PROFORMA This proforma must be completed for each local area. MARP Management Director Facility manager xxxxxxxxxx xxxxxxxxxx Veterinarians Drs BH XXX XXXX MMC – Infectious Diseases Unit Head and ID registrar xxxxxxxxxx Local Hospital Emergency Department Address 1 Address 2 VIDRL Contact name 10 Wreckyn St North Melbourne xxxxxxxxxx BH XXX XXXX Mobile XXX XXXX After hours –RMH switch XXX XXXX OH&S Monash University Manager OH&S Occupational Health Nurse Consultant OHS Consultant MARP LMO at Gippsland /Clayton Dr Health Centre Address 1 Address 2 BH XXX XXXX BH XXX XXXX BH/AH XXX XXXX BH Laboratories that perform tests for B virus Contact name Laboratory Address 1 Address 2 Email XXX XXXX XXX XXXX Contact name Laboratory Address 1 Address 2 Address 3 Email XXX XXXX XXX XXXX Monash Employee Assistance Provider XXX XXXX Date: …………………. Date of next Review………………. Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 10 of 13 Date of next review: 2017 06/11/14 13.3 FIRST AID FLOWCHART Bite, scratch or needlestick Eye splash with urine, faeces, blood or secretions Massage the wound to make bleed Rinse eyes immediately with running water Scrub wound with betadine or chlorohexidine for 15 minutes Continue washing eyes for 15 minutes Rinse with water Swab wound for viral culture and complete label details Dry, cover with dressing Report to supervisor and OHNC (OHP) on 990 51014 Clayton: Go to Monash Medical Centre and consult the on-call Infectious Diseases Physician (03) 9594 6666 Gippsland: Go to Latrobe Regional Hospital, Emergency Department (03) 51238000 The treating doctor must contact Monash Medical Centre and consult with the Infectious Diseases Physician on (03) 9594 6666 to arrange an appointment at MMC as necessary Take with you: A copy of these procedures and your medical alert card The viral swab and the blood sample are to be sent via Gribbles Pathology to: VIDRL – attn Senior Laboratory Manager Report incident to Biosafety Officer and/or Safety Officer and complete OHS Hazard and Incident Report Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 11 of 13 Date of next review: 2017 06/11/14 13.4 FIRST AID KIT CONTENTS FOR WORKING WITH MACAQUE MONKEYS Refer to First Aid Procedure Equipment 1. 2. Eye wash facilities to ensure continuous fresh water stream for at least 15 minutes. First Aid kit clearly labeled “First Aid kit – following exposure to macaques". First Aid Kit Contents 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Clean disposable scrub brush .......................................................................................... 2 Basin for soaking large wounds ....................................................................................... 1 Sterile gauze pads (different sizes) for soaking and dressing of wounds ........................ 8 Bottle of betadine or chlorhexidine ................................................................................... 2 Melolin various sizes - .............................................................................................. 4 pads Micropore tape roll ............................................................................................................ 1 Bandages ......................................................................................................................... 2 Eye-wash bottle (Eyestream) ........................................................................................... 2 Surgical gloves ......................................................................................................... 8 pairs Biohazard bags bags…………………………………………………………………………….2 First Aid Injury Reports………………………………………………………………………Book Written Procedures 1. 2. Laminated B virus first aid flow chart (section 13.3) ............................................... 1 copy Cercopithecine Herpes virus 1 (BVirus) .............................................................. 2 copies Specimen Collection And Culture Materials 1. 2. Sterile cotton or dacron swabs (without metal shafts) Screw-top vials (3-5 ml) containing 1-2 ml of virus transport medium Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 12 of 13 Date of next review: 2017 06/11/14 14. FREQUENTLY ASKED QUESTIONS 1. We collected the samples, but then they did not get transferred as scheduled. Are they still acceptable? Virus cultures can be stable in a refrigerator for up to one week. If they are stored at ≤ -60° C, they may be stable for a month or longer. Serum samples can be stable in a refrigerator for up to one week. If they are stored at ≤ -20° C, they may be stable for several months. 2. Why are 2 blood samples taken from an individual who has been potentially exposed to B virus as a result of an injury? Two samples are recommended because the first one represents antibodies you may have at the time of an injury. The second sample is evaluated along with the first sample so that a comparison can be made between the two. 3. Why is it important to promptly swab the monkey associated with the injury? Swabs taken immediately after an incident inform you of whether the macaque was shedding virus at that time. It is recommended that NHP swabs be collected within 4 hours of an exposure. 4. Where can we get Medical Alert cards to carry to alert medical personnel to the fact that we work with macaques? Your supervisor will provide Medical Alert cards to all staff and students who may come into contact with macaques. 5. Why should I carry a Medical Alert card indicating that I have been around macaques? In the past, individuals who have been infected by B virus, but not treated early enough to prevent fatality, have shown up in emergency rooms disoriented, distressed, and unable to provide useful information to medical personnel. These cards will alert health care workers to the fact that you work or have worked with macaques. As a result they can order tests that can quickly rule out whether your symptoms are due to B virus. 6. Blood samples are sent to a specific specialised laboratory overseas. Why don’t other labs test humans for B virus antibodies? B virus is an orphan disease in that it happens rarely, and as such a specialty lab is often the most prudent way to handle potential exposures, active cases, and monitoring for recurrent infections. These specialised laboratories are located in UK (London) and USA (Georgia). Cercopithecine Herpesvirus 1 (B Virus), v3 Date of first issue: September 2009 Responsible Officer: Manager, OH&S Date of last review: December 2014 For the latest version of this document please go to: http://www.monash.edu.au/ohs/ Page 13 of 13 Date of next review: 2017 06/11/14