Employers/Managers - Holy Family Memorial

Welcome to Holy Family Memorial's Employee Assistance Program

Did you know that 95% of workplace performance issues are a result of personal problems?

Maybe you have found yourself in a situation where an employee comes to you for help? Perhaps it is a personal problem they want to talk to you about. Maybe they have a drug or alcohol dependency problem, or maybe you have noticed that their work performance has gone down hill. You want to help, but may not have all the answers they are looking for, or are uncomfortable knowing your employees personal situations.

Now imagine that your company has an Employee Assistance Program. A place you can offer your employees to go to when they need help. A place where certified and trained professionals can get them the complete confidential help they need to carry on.

Goals of Your EAP

The design of the Employee Assistance Program (EAP) has five goals

To provide high quality, responsible, and confidential assistance to employees and their family members who are experiencing personal problems which may affect their job performance.

Lower Employer costs by:
- Reducing absenteeism, tardiness, and attrition
- Reduce worker compensation and health claims
- Improve job performance, resulting in reduced worker errors and conflicts
- Improve employee relations, morale, and health

To assist those employees whose job performance has been affected in returning to full acceptable performance levels.

To assist in containing the cost of benefits by preventing unnecessary utilization of medical benefits, long term disability, and worker’s compensation claims through professional intake and referral services.

To support supervisory staff via educational and consultation in their efforts to create and maintain a positive, productive work environment for all employees.

Services Included in all EAP Models
Organizational Needs Assessment		Program Promotion
Employee Orientation		Client Assessment & Referral
Case Management		Program Evaluations
Quarterly & Annual Utilization Reports		Initial & Ongoing Supervisory Training
Quarterly Newsletters		Educational Programs (4 hrs total)

Description of Services

The Holy Family Memorial EAP has several vital components. Training, employee orientations, program promotion, on-site visits, and program administration (which includes the intake, assessment and referral process, follow-up, record keeping and program evaluation.

Organizational Needs Assessment – Policy and Procedures

Your company policies and procedures become the foundation of the program. An assessment of your company will be done to gather useful information where we learn how you currently operate. Consideration will be given to current operating procedures for discipline, performance review, supervisory training, screening for drug use, if applicable, expectations about the use of alcohol, drugs, and their effect on performance, accidents, worker’s compensation claims, etc. Policies will be communicated to all employees.

Employee Orientation
The EAP staff will provide orientation programs for all employees. Orientation sessions will include:

- Discussion on confidentiality	- EAP procedures
- Problems for which assistance is available	- Qualifications of EAP Staff
- Location of offices	- Procedures for making appointments

Scheduling of the orientations will be done in cooperation with the appointed company EAP representative.

Case Management

The EAP staff will follow the employee from the initial assessment through discharge. Case management keeps the employee connected to the EAP through face to face appointments and follow-up calls when necessary allowing the counselor to be up-to-date with the employee.

Quarterly & Annual Utilization Reports and Fourth Quarter Face to Face
The Holy Family Memorial EAP has developed and maintains a very detailed management information reporting system. The utmost care will be taken to ensure the protection of confidentiality and privacy in the preparation of statistical reports. Additional information is available from our information system, i.e., gender, age, category, should the EAP coordinator desire having that information incorporated into the report.

The contracted company will receive a utilization report from Holy Family Memorial EAP on a quarterly basis. When it is the company’s fourth quarter a scheduled on-site visit is made between the EAP staff member and the company’s contact person for EAP. These annual visits accomplish several objectives.

The EAP consultant becomes a familiar face and name.
Managers and supervisors can directly consult with the consultant regarding problem employees.
The EAP consultant can gather a better understanding of the working environment of the employees.

Quarterly Newsletters
Every quarter the EAP puts together a Newsletter entitled, ”Let’s Talk”. he newsletter gets sent to the company. The newsletter can then be printed and distributed to all the employees, or can be emailed to the employees as well. The Newsletter contains useful information regarding the EAP and serves as a great reminder to the employees to utilize the EAP.

Program Promotion
Maintaining the visibility of the EAP is accomplished by using a variety of program promotion techniques. The Holy Family Memorial EAP proposes that all employees receive in their home mail, an employee/family letter announcing the EAP as well as a cover letter signed by an appropriate company official. All employees will receive a brochure during orientation for the EAP. Additionally, the company will be presented with posters to post in strategic locations throughout the company. Furthermore, a quarterly newsletter will be made available to the company to distribute to all employees. Full program promotional activities will be coordinated with the company’s EAP coordinator.

Client Assessment and Referral
Assessment Interview and Follow Up Appointments: The initial meeting (Assessment) between the employee and the consultant focuses on problem identification. The consultant gathers information in order to put the problem in a more appropriate perspective. This does not constitute a formal diagnosis. Referrals for those services are made to professional agencies and other individuals in the community. Following the problem identification, the appropriate course of action is determined and the alternatives are presented to the client. Follow up appointments are scheduled after the assessment.

Supervisory Referral Follow-Up: In cases involving supervisory referrals, the supervisor or person referring the employee will be kept appraised of whether the employee:

Made and/or kept the EAP appointment
Accepted or rejected the EAP recommendations.

The supervisor may also be notified of an employee’s progress, provided the appropriate releases of information have been signed by the employee. In cases involving self-referral, follow-up will be done with the individual client to determine satisfaction with referral sources. Individual case files will be maintained on each client to ensure proper follow-up and program activity reports.

Program Evaluations
The EAP evaluates the following groups to ensure confidentiality and quality:

All individuals who utilize the EAP are sent a survey asking for feedback on the EAP and referral agency. (the client has to okay that information can be sent to their home)
Employers are sent a survey annually to determine their satisfaction with the program.
Supervisors who participate in the EAP training programs.

Initial and Ongoing Supervisory Training
The training of managers and supervisors is an important component of the EAP. We propose two 3-hour training sessions for all managers and supervisors. Participants will be trained not only on when and how to use the EAP, but also on a five step process for assisting troubled employees.

Recognition- recognizing that a problem exists
Documentation- documenting the employee’s work performance
Action- following through on the company’s established disciplinary procedures.
Referral- referring the employee to the EAP
Reintegration- helping the employee become readjusted to the work environment following treatment

It is important to schedule the training of managers and supervisors at the beginning of the contract year.

Educational Programs

The EAP has a list of educational programs/presentations that they can present to your employees or supervisors. A company is entitled to 4 one-hour presentations that can be broken down however the employer wants. (i.e. 8 half-hour presentations). If there is a topic that is not on this list provided the EAP can work with the employer to construct a presentation to fit the needs of the company.

Program Administration

The EAP will be operated in a neutral, off-site location in order to ensure a higher level of confidentiality. Listed below is a description of the specific program components.

Eligibility - Participation in the EAP is open to all employees and their family members.

Employee Participation -Each employee’s involvement in the EAP is maintained as confidential, voluntary, and independent or dependent of established disciplinary procedures. An employee may participate in the program in one of the following ways:

Self/family Referral: Individuals may contact the EAP office to make an appointment to discuss a personal problem or request assistance for themselves or for an immediate family member.

Supervisory Referral: Supervisors observing a decline in work performance should suggest to the employee that he/she seek and appointment with the EAP consultant if the decline is related to a personal problem.

Medical Referral: The health services personnel are in a unique position to suggest the EAP to the employees. The Holy Family Memorial EAP maintains a close liaison and working relationship with health services personnel to facilitate the optimum confidential usage.

Appointments - Appointments with the EAP consultant can be made at a mutually agreeable time and place. The staff makes every effort to see clients within 48 hours. People in crisis are seen the same day they make contact with the EAP. Staff consultants are available by phone 24 hours a day in case of emergency. Employees are seen after hours to reduce time off from the job.

Confidentiality - All records pertaining to the EAP will be treated with the highest degree of confidentiality. Information contained in the individual EAP files will not be released without the individual’s written authorization.

Consultation - Holy Family Memorial EAP staff is available to consult with managers and supervisors regarding employees or employment situations causing concern but requiring options and direction for appropriate response.

Cost Containment - The EAP is an active participant in containing the cost of medical benefits. The EAP seeks the cooperation of treatment facilities and community agencies in offering services at reduced costs, sliding fee scales, and for some services free.

Qualifications of Holy Family Memorial EAP

The Holy Family Memorial EAP is a private, non-profit entity incorporated under the laws of the state of Wisconsin as a provider of Employee Assistance Programs. Additionally, the EAP maintains an active membership in the following: Employee Assistance Program Association (EAPA), National Institute on Drug Abuse (NIDA), and Lakeshore Human Resource Association

(LAHRA).

Common Questions regarding the Employee Assistance Program
Q: How does the program work?
A: An employee assistance program is a program offered by the employer to their employees/staff. It is paid by the employer and offered to the employees at no charge.

Q: Who can use the program?
A: Any employee of the company, their spouse, and dependent children up to age 26.

Q: Is it confidential?
A: Yes! The only way the employer knows that the employee accessed the EAP is if the employee was told/mandated to see a counselor at the EAP and has signed a release of information allowing the counselor to update the employer.

Q: How many sessions does the employee, spouse, or dependent receive?
A: The amount of sessions depends on what Session Model the company has. The EAP offers companies a 3-session model, 6-session model, or 8 session model.

Q: Can the counselors give referrals if needed?
A: Yes! Referrals can be given after the initial assessment or at any follow up appointment. The counselor along with the client will best determine the best fit for the situation and works with the client in finding a provider within their insurance plan when possible.

Q: How useful is the Employee Assistance Program to employers?
A: Read for yourself what employers say about Holy Family Memorial's Employee Assistance Program.

To learn more about the Employee Assistance Program including the cost
please call 920-320-8400.

Employee Assistance Home Page