Formal and Mandatory Referrals to the Employee Assistance Program

Transcription

1 Formal and Mandatory Referrals to the Employee Assistance Program

2 Formal and Mandatory Referrals Definitions: FORMAL Employees experiencing performance decline (absenteeism, on the job absenteeism or tardiness, sporadic performance, confusion, poor judgment, strained relationships, or irritability and loss of temper) which are not considered major safety issues or a breech of specific policies can be formally referred to the Employee Assistance Program through the Human Resources Department MANDATORY Employees who violate corporate policies or create a safety risk at the worksite can be mandatory referred to the Employee Assistance Program through the Human Resources Department General Guidelines: Non-compliance of a Formal Referral may result in disciplinary procedures Non-compliance of a Mandatory Referral usually results in termination per the dictates of a corresponding policy or because of the egregious nature of a safety violation. Formal and Mandatory referrals are EAP processes and are never fitness-for-duty evaluations EAP reports compliance through the intensive phase of clinical treatment Fitness-for-duty is determined by a doctor, treatment program, or appropriate forensic practitioner When the organization requires documentation beyond compliance to return an employee to work it needs a fitness- for-duty evaluation EAP can facilitate a connection to a fitness-for-duty provider, but EAP plays no role in either the fitness determination or the information reported back to the organization, as the relationship is between provider and company

3 Formal and Mandatory Referrals General Guidelines These referrals always are made by and through Human Resources Managers or executives can be important components of the EAP/HR consultation EAP may ask to consult with management or an executive to gain a complete problem picture If non-hr staff attempt these referrals EAP will loop in HR prior to accepting the referral Employees stating they are Formal or Mandatory, prior to an HR consult with EAP, will be referred to HR and will be considered voluntary referrals until HR changes the referral status through consultation with EAP The case will not be processed as Formal or Mandatory until receipt of the referral/release of Information form The clinical evaluation cannot commence until all pertinent referral information is received by EAP Performance Decline Intervention Issues Violence Impairment Aberrant Behavior Substance Abuse

4 Formal and Mandatory Referrals Human Resources Role Process referrals through consultation with EAP, prior to making the referral. Complete the referral /release of information form, and provide any additional relevant information. Communicate to the employee the behaviors that have been problematic, that he/she is being Formally/Mandatorily referred to EAP, what changes are expected, as well as the expectations regarding compliance to the process. Communicate to employee that non-compliance with any aspect of the process could lead to discipline for Formal and termination for Mandatory referrals. Communicate to the employee the date by which they must contact the EAP. Inform employee that failure to enter into counseling without delay after a referral has been made is non-compliance. Have the employee sign the Formal/Mandatory referral release of information. Sign the release as the Site Representative and give the employee a copy. Fax the release to Penn Behavioral Health at , as the Formal/Mandatory status will not be instituted nor will any information will be shared without receipt by PBHCS of this form. Call or e- mail to confirm receipt of fax. Direct any inquiries or information regarding this matter to the EAP consultant. Consult with EAP as needed and regarding return to work issues where indicated. Refer licensed medical personnel to the appropriate monitoring program.

5 Referral/Release of Information Form

6 MANAGEMENT CONSULTATION Date: Name of PBHCS EAP Intake Counselor: Your Name & Title: Company: Location/Division: Employee s Name: (if applicable) (S.S. #) Corporate PointPerson: (Zip Code) Referral Procedures: (Observe, Document, Inform Employee, Refer) OBSERVE Primary Issues: DOCUMENT Was documentation done? Yes No How specific is documentation? Is there a pattern? Yes no If yes; Describe: INFORM EMPLOYEE Issues you have addressed with employee? POSSIBLE ISSUES Confusion Plea for help Anger Denial Refusal POSSIBLE OPTIONS Provide clarity or training Provide immediate referral State intent to help or stop Use documentation No response or contracting OPTIONS DISCUSSED Internal or External Informal or Formal Immediate or Long Term Action steps: Follow-up plan:

7 Observational Substance Abuse Checklist

8 Formal and Mandatory Referrals Employee s Role Contact the EAP for an intake interview within the timeframe as specified by Human Resources. Accept and follow through with EAP referrals into treatment or to other resources. Comply with the treatment plan developed by the provider by attending all required sessions, as well as all related clinical recommendations by the provider. Complete all required and recommended treatments. Comply with all relevant return to work processes, including back to work conferences, return to duty drug tests, or other employer requirements. Comply with every level of this referral as disciplinary action may result from non-compliance. Take active role in providing compliance documentation to EAP and Human Resources.

9 Formal and Mandatory Referrals EAP s Role Consult prior to the referral with Human Resources (employee s supervisor may participate) regarding the details of the case Come to agreement with HR regarding a course of action Walk HR through the referral process, specific to the case. Inform HR (Y/N) whether employee has contacted EAP within HR specified timeframe. Assess the employee based on the employee s clinical presentation while taking into account additional information received from employer or family. Determine a course of treatment that addresses the referral issues and clearly communicate the plan to the employee. Refer employee to the appropriate resource within their health benefit or community resource, or other appropriate resource. Monitor employee s compliance in following through with EAP clinical recommendations. Communicate to Human Resources the referral destination, when employee has completed treatment, or when there is non- compliance. Consult with Human Resources per organizational needs, and on return to work issues where indicated.

10 Formal and Mandatory Referrals Provider s Role Provide clinical follow-through with the referral made to them. Address the work problems for which the employee was referred, where clinically appropriate. Inform EAP when the employee has/has not kept the first appointment. Consult with EAP on ongoing basis regarding treatment issues. Inform EAP whenever an employee is non-compliant with treatment, which could include making themselves difficult to schedule. Inform EAP when an employee needs to be referred to a level of care that is different from the initial EAP referral. Inform EAP when the employee has completed treatment. Only have contact with the employee s employer after a release of information has been executed between the parties.

11 Licensed Medical Personnel Monitoring Programs Nurses PNAP PA Nurses Assistance Program Doctors PHP Physician s Health Program Pharmacists S.A.R.P.H

12 PA Professional Health Monitoring Program Voluntary Recovery Program & Disciplinary Monitoring Unit: Covered Disciplines: (800) Chiropractic Dentistry Medicine Nursing: RN Law & PN Law Optometry Osteopathic Medicine Pharmacy Physical Therapy Podiatry Psychology Social Work, Marriage and Family Therapists and Professional Counselors Speech-Language and Hearing Examiner Veterinary Medicine The link below accesses the reporting requirements for each discipline

13 EAP and HR Respective Roles Regarding Licensed Medical Personnel Monitoring Programs HR coordinates initial referral to the monitoring program and maintains custody of licensure issues and readiness for work, as determined by the program. EAP coordinates treatment referrals with the monitoring programs and monitors treatment compliance. Critical and Emotional Incident Stress Management CISM and EISM Consult with EAP and have Site Manager (point person) consult with EAP to determine appropriate action steps. On-site interventions must meet the needs of a present or emerging dynamic. Schedule intervention based on the results of the consultations between EAP, HR, and Site Manager.