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HomeMy WebLinkAboutEmployee Assistance ProgramRESOLUTION 2009-820 ADOPTED DOC ID: 5343 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2009-820 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON OCTOBER 6, 2009: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott A. Russell to execute an Agreement between the Town of Southold and National EAP, Inc. in connection with an Employee Assistance Program in the amount of $4.37 per month per employee for the period November 1, 2009 through October 31,2011, subject to the approval of the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Vincent Orlando, Councilman SECONDER: Albert Krupski Jr., Councilman AYES: Ruland, Orlando, Krupski Jr., Wickham, Evans, Russell NATIONAL EAP EMPLOYEE ASSISTANCE PROVIDERS, INC CORPORATE HEADQUARTERS: 3281 Veterans Memorial Hwy. Suite E-l, Bldg. D, Ronkonkoma, NY 11779 (631) 588-8102/1-80G624-2593/FAX j631 ) 588 8143 www.nationaleap com MEMORANDUM OF AGREEMENT Between: Town of Southold and National Employee Assistance Providers, Inc. Effective from: November 1, 2009 through October 31, 2011 ORIGINAL COMPREHENSIVE EAP SERVICES TO BE PROVIDED: I. PROGRAM DESIGN National Employee Assistance Providers, Inc. (National EAP) will maintain a comprehensive member assistance program designed to meet the specific needs of your organization. We will be responsible for planning, promoting, implementing and monitoring your Employee Assistance Program. 1I. PROGRAM ORIENTATION National EAP will present an on-site orientation program and materials to the general member population. Services are described, and issues of privacy and confidentiality are stressed. Members understand how to use National EAP for themselves and covered family members (see covered members, section VII.) Early intervention via face-to-face solution focused consultation; telephonic consultation and website usage is encouraged through National EAP, as appropriate tools to help members before issues might interfere with performance at home or at work. III. WORKPLACE TRAINING On-site trainings are available to your organization with a tailored focus toward workplace culture, regulation compliance, overall wellness and success. Topics include, but are not limited to: Workplace Safety and Awareness, Sexual Harassment Awareness and Prevention, Maintaining a Drag-Free Workplace, Managing Stress and Increasing Performance, The Art of Conflict Resolution, Increasing Diversity Awareness and Cultural Competence, and Critical Incident Response. Up to 10 training hours are included per year. Requests for more than 10 training hours per year or training outside of a 30-mile radius from Town of Southold's corporate headquarters shall incur a fee of $250.00 per hour. A training survey is made available to your organization to determine training needs specific to your organization. IV. TRAINING OF MANAGERS AND SUPERVISORS The National EAP services and its programs, act as a management tool to assist the supervisors/managers in dealing with members whose work performance becomes a matter of progressive discipline. The focus of this on-site supervisor/manager training is to introduce the EAP and explain the concepts, procedures, and benefits. Training places emphasis on work performance as the key issue for referral to National EAP. Work performance issues are described in detail. Problems and problem recognition are discussed and confidentiality stressed. Methods of referral are explained to encourage early intervention, program utilization and minimize organizational liability. National EAP provides materials. National Employee Assistance Providers, Inc. Est 1982 NATIONAL EAP EMPLOYEE ASSISTANCE PROVIDERS, INC. CORPORATE HEADQUARTERS: 3281 Veterans Memorial Hwy. Suite E-l, Bldg. D, Ronkonkoma, NY 11779 (631) 588~ 102/14t00624-2593/FAX {631} 5888143 www.nationaloap corn V. ORGANIZATIONAL SERVICES The National EAP provides a number of services to members and families, including: faceqo-face solution focused consultation; telephone consultation; web-based assistance; assessment and referral to medically necessary services as indicated; consultation and referral for child and elder care, legal and financial assistance; and follow-up. There is no cost to the member for these services. Assistance is provided to deal with problems such as stress and anxiety, family and marital conflicts, emotional difficulties, alcohol/drag problems, financial/legal difficulties, childcare and elder care needs, any issues that might affect work-place performance, including mediation services for inter-employee disputes. The dispute mediation will be handled as a referral for personal assistance. Any mediation requiring more than 6 hours of National EAP staff time will be billed at a rate of $75.00 per hour. The Town of Southold EAP plan includes a 1-6 session model of solution focused counseling for non -medically necessary issues, per-issue. All appointments for assessment, consultation and/or referral are arranged through National EAP offices. The purpose of the assessment is to identify the problems, examine options, clarify goals, and develop a plan to address the issues of concern. Members and their fumilies are encouraged to use EAP consultation to divert the need for medically necessary behavioral health treatment and may utilize the services of National EAP multiple times throughout the year. When medical issues call for long-term therapy and/or medically necessary treatment, the member is helped to make the appropriate choice. The member's insurance plans and costs are reviewed, and assistance is provided in arranging appointments. Ongoing support is provided by a National EAP clinician. Referrals are made to National EAP insurance plan providers close to the member's home or place of work. National EAP will offer appointment times for an in-person appointment for members requesting assistance within 1 to 2 business days. Crisis calls are given priority and inunediate attention. 24-hour emergency telephone access, 7 days per week, as well as website access to EAP information and services are continuously available. The Administrative Referral is an effective management tool to address job jeopardy situations to affect a positive outcome and minimize costly absenteeism, presenteeism, and member turnover. This management referral is designed to assist the member when work performance has deteriorated. National EAP will monitor any/all treatment provided to members who have been administratively referred by your organization. National EAP monitoring takes place until your designated Human Resources Administrator and National EAP Specialist agree this is no longer necessary. Members' written consent is required. (See Suggested Procedure for Administrative Referral - made available by National EAP). National EAP shall maintain an extensive resource network, including updated information on hospitals, agencies, and mental health/work life professionals. National EAP, Inc. refers to qualified professionals, who meet criteria to assure quality, cost effective care, and promote organizational savings on health insurance. National EAP does not buy or sell networks, but develops and maintains its own. National EAP shall provide a member orientation packet which includes a welcome letter, brochure, ID card and on-line/website information. Additional promotional materials are provided periodically to ensure on- going visibility and promotion. 2 National Employee Assislance Providers, Inc. Est 1982 NATIONAl. EAP EMPLOYEE ASSISTANCE PROVIDERS, INC CORPORATE HEADQUARTERS: 3281 Veterans Memorial Hwy. Suite E-l, Bldg. D, Ronkonkoma, NY 11779 (631 } 58843102/I~t0045242593/FAX (631 } 588-8143 www nationaleap.com VI. UTILIZATION REPORTS AND ORGANIZATION EVALUATION Utilization reports are provided on a semi-annual and annual basis. National EAP maintains a state-of-art so¢~vare system that protects the identity of your member/our client and provides important statistical data. Program evaluation and review is an ongoing process. National EAP staff is available for consultation in this area. Our utilization software and procedures are in compliance with the current Privacy Rule developed by the U.S. Department of Health and Human Services (HHS) based on the requirements of the Health Insurance Portability and Accountability Act (HIPAA, April 14, 2003). VII. COVERED MEMBERS Members and their immediate family/household are covered for all services described herein. VIII. PAYMENT, MODIFICATION The fee for the National EAP, Inc. comprehensive program is $4.37 per employee/per month for approximately 309 eligible US based employees. Payment for services shall be on a quarterly basis. Payment is due upon invoice according to the following schedule: November 1st, February Ist, May 1st and August 1st. A complete census is required at the time of contract inception and subsequent renewals, including your organizations e- mail/facsimile with the employee name, position, and work location. National EAP will call and or e-mail for quarterly revisions of your population count. Should this population count not be received within 3 business days of our inquiry, the contracted amount or previous quarter's count will be billed, whichever is higher. IX. INDEMNIFICATION National EAP covenants and agrees to defend, protect, indemnify and hold harmless Town of Southold, its Trustees, Officers, Members and Authorized Agents, from and against each and every claim, demand or cause of action or any liability, cost or expense on account of any loss including reasonable attorney(s) fees caused by, arising out of, or in any way incidental to or in connection with National EAP's activities at or for Town of Southold, except for losses resulting fi.om the negligence of Town of Southold or its agents. No STATEMENT National EAP shall carry all liability insurances as is reasonable and customary for services provided as outlined in the above. When indicated, all services to which National EAP refers shall also be appropriately licensed and insured according to practice specialty and region. DATED: 10 - ( c~ ¢O c~ Aoifa O'Donnell Chief Executive Officer National EAP, Inc. Scott A. Russell Town Supervisor Town of Southold 3 National Employee Assistance Providers, Inc. Est, 1982