It’s hard to envision freezing temperatures and blowing snow in September but now is the time to take precautions for the coming winter months. In this article we will review some of the most common winter related risks that you face as the practice and building owner.

Let’s first take a walk around your property on the outside and then look inside for some common winter related concerns that can affect you and your patients.

Outside your office the most common winter related risk is snow and ice. Some office practices utilize their own maintenance staff for snow removal. If you use your own staff to plow your parking lot, shovel sidewalks and spread rock salt/sand, consider what triggers their response before, during, and after normal business hours. Some individuals contact staff if the snow accumulates greater than 2 inches and some contact staff if the local weather reporter predicts a measurable snowfall or ice storm. The key is to respond to the hazard and then document your efforts. This documentation should indicate when snow removal commenced, what materials were used (i.e., 100 lbs. of rock salt) and what follow-up has occurred since the initial removal began (i.e. additional plowing/shoveling and/or salting/sanding). Remember because of normal thawing and refreezing these must be on-going efforts.

Some individuals utilize the services of a contract snow removal company for parking lots and sidewalks. If you utilize a snow removal company you should require them to provide you with a current certificate of insurance and ensure they provide workers’ compensation coverage to their employees. Have them provide a receipt of the work that they completed at your practice. In addition you should consider the following questions and have protocols in place to address them within a written contract with the snow removal company.

• Is the contractor going to survey your property during a snow storm or is it your responsibility to request their services?  
• What are the contractor’s plans for a major snow storm that may involve stacking snow in the office parking lot or removing snow from your property?   
• Will they shovel snow off sidewalks and spread de-icing materials/sand on the walking surfaces?  
• Is the contractor going to stage or store his snow removal equipment on-site?  
• Is the contractor planning to stage or store pieces of snow removal equipment containing flammable liquids next to your building or, inside your building?
• Is the area surrounding the building’s natural gas meter, oil fill pipes, water meter, or the nearest fire hydrant identified to prevent damage by contractors?  If the fire hydrant is on your property take the time to keep it clear of snow.

Whether or not you utilize your own staff or an outside company for snow removal, you also need to consider the following:

• Does the state or local community plow snow onto your parking places, sidewalk and driveways?   If this is the case you may be able to determine what time the snow plows will be coming through your area and plan accordingly for reopening driveways and sidewalks.

• Remember that secondary means of egress out of office and building must also be maintained free and clear especially in inclement weather in case of emergency use. Your staff entrance is no different than an apartment entrance (if located above your practice) and the rear parking spaces.  The fire escape steps leading down from the 2^nd or 3^rd floors should also be maintained.

• What materials are being used to prevent slips/falls?  Note that de-icing materials and/or salt should not be utilized on concrete or stone surfaces, only on asphalt.  These materials deteriorate the concrete/stone causing cracks and holes in the surface leading to potential slips/falls all year round.  Sand should be utilized on these surfaces instead.

Winterizing, Page 2