Supervisor Orientation/Training Presentation
Table of Contents
2. Purpose
of the Employee Assistance Program
3. Stress
Impacts Job Performance
7. EAP
Delivery Trends in Recent Times
10. Voluntary
Referral (Safe Harbor)
14. Supervisor
Responsibilities
15. What
supervisors are NOT responsible For
GHE HealthCare, Inc. is a woman-owned small business. We
have been providing EAP and community counseling services to a variety of
government agencies for over twelve years.
GHE HealthCare has provided these services nationwide to clients in virtually
every state in the nation, along with international services in Puerto Rico,
Guam, Italy and England. All of our counselors are credentialed within their
jurisdictions, and we are able to offer localized care with the expertise, and
economy of performance, of a national organization.
The goal of the EAP is to provide a wide range of services
centered on preventing, identifying and solving personal problems of employees
that can negatively affect your productivity and health of employees. Our
Employee Assistance Programs help to identify, counsel, and refer you to local
community agencies for treatment, rehabilitation, or other assistance.
We provide you confidential, professional counseling on a
wide range of subjects that can negatively impact their emotional and
professional well being. Our
counselors are state licensed, Ph.D. or Master’s level.
We concern a lot of our discussions with employees and
supervisors around stress-related topics, because unchecked, or chronic stress
tends to reduce productivity and increase tardiness or absenteeism, among other
things.
Stress come from a variety of sources. Some are non-job
related, such as family pressures, separations and relocations, substance abuse
issues, and other forms of anxiety.
Some are related to work issues, such as downsizing,
relationships with colleagues and supervisors, retraining, career stagnation,
or job obsolescence.
We talk about stress as being positive or negative. This is
an oversimplification, and simply means that some stress can energize us, such
as night school, or starting a new exercise regimen, while some negative stress
can seem like a chronic, low-grade pain, or a growing sense of powerlessness.
With employees, job stress may be related to Workload Change
or Relational Changes. Personal stress
may come to your attention from an employee because they volunteer some
information, or because you ask them about why something isn’t getting done.
Often, you may learn that an employee is having a stressful
time, without it impacting their work negatively. If their stress is related to something personal, it may be all
you need to know, to suggest that they may want to take advantage of the EAP
benefit that is theirs as an employee.
According to the U.S. Chamber of Commerce,
employees who are unable to cope with a particular work/life problem or change
tend to disturb the business process
pretty significantly. They generally work at only 2/3's capacity; they cost
business $100 billion yearly in lost productivity. Employees who are impaired collect 3 times as much sick pay, and
use health insurance benefits 9 times more often. 49% of workplace deaths and 47% of accidents are related to the
use of an illegal drug, so drug abuse is a major concern.
We provide one-on-one, counseling on a variety of issues,
including, for example:
1.
Alcohol and Drug Issues
2.
Marital, Parenting, Aging
3.
Stress in the Workplace
4.
Depression / Anxiety
5.
Financial and Legal Problems
A
1994 report published by Marsh McLennan Companies cites a survey of 50 major
corporations that credit their EAP with the following cost-savings:
1. 14%
increased productivity
2. $1,750.00
lowered recruitment cost per employee
3. 21%
reduction in absenteeism
4. 75%
reduction in inpatient alcohol and drug abuse treatment costs
Also,
according to the Employee Assistance Professional Association of America, a well
run EAP can reap an employer the following savings:
1. 33%
less use of sick leave benefits
2. 65%
lowered incident of workplace accidents
3. 30%
deduction in workers compensation claims
4. 35%
decrease in health insurance expenditures
One major shift in the philosophy of EAP services in recent
years follows the medical model, and is a shift in focus from treatment to
prevention. EAPs are becoming more and more associated with Wellness, rather
than just Treatment.
The other shift in treatment aims has been a broadening of
the definition of what is treatable in the EAP services. For a long time, people associated the EAP
with substance abuse treatment, and that is still an important function. But more and more it is accepted that
anything that is causing the employee stress on the job is
suitable material for an EAP counseling meeting.
On September 15, 1986, President Reagan signed Executive
Order 12564, establishing the goal of a Federal Drug-Free Workplace. The Order made it a condition of employment
for all Federal employees to refrain from using illegal drugs on or off
duty. In a letter to all Executive
Branch employees dated October 4, 1986, the President reiterated his goal of
ensuring a safe and drug-free workplace for all Federal workers.
The Order recognized that illegal drug use is seriously
impairing a portion of the national work force, resulting in the loss of
billions of dollars each year. As the
largest employer in the nation, the Government has a compelling proprietary
interest in establishing reasonable conditions of employment.
There are two main classifications of addictive disorders:
Drug Abuse or Misuse: Intentional overuse in cases of celebration,
anxiety, despair, self-medication or ignorance. and may become a chronic coping
strategy.
Drug Dependence or Addiction: powerlessness and loss of
control over the use of the drug, and apparent inability to modify drug use in
spite of adverse consequences.
The intent of the Executive Order is to offer a helping hand
to those who need it while sending a clear message that any illegal drug use
is, quite simply, incompatible with Federal service.
From:
An Employer's Guide to Dealing with Substance Abuse
United States Department of Labor
There are some harsh realities regarding substance abuse in the workplace.
1. Seventy
percent of all illegal drug users are employed.
2. This
suggests over 10 million people are current users of illicit drugs.
3. One
in twelve full time employees self-reports current use of illicit drugs.
4. One
in every ten people in the United States has an alcohol problem
As part of the drug free workplace, when an employee seeks
help voluntarily for a substance abuse issue, it activates a process called
Safe Harbor. It is in effect when employee voluntarily admits drug use prior
to a scheduled test; follows the drug referral recommendation, and refrains
from further drug use.
We don’t believe there is any basis for the social stigma
that sometimes gets attached to people who seek help for mental health
issues. Records and discussions are
kept completely confidential at all times, in compliance with existing laws and
statutes.
Employees are encouraged to use their own initiative at
every opportunity. The agency concerns itself only when the problem is one that
affects job performance or employee behavior.
Job security or promotional opportunities will not be affected if an
employee chooses to use the EAP services.
It is the employee's responsibility to maintain optimum
physical and mental health. When a
family member calls, we address the stresses that the employee’s behavior is
causing, but do not contact the employee at the family member’s request.
Supervisors at all levels are responsible to offer
assistance where and when it is needed.
Supervisors are not trained by us to actively seek out
problem employees that they are not otherwise aware of. Supervisors are discouraged from attempting
any diagnosis of an employee's problem.
We cannot provide any information about an employee’s
involvement with EAP counseling unless we have the employee’s consent in
writing. No other disclosures are made
without the client’s consent.
The contents of the consent form include the name of the
party that information can be released to, the purpose of the release, the
precise information that can be discussed with the third party, the signature
of the client (or the client’s custodian if the client is a minor), and the
date beyond which the form is no longer valid.
The difference between a self-referral versus third party
referral is that with a self-referral, there is no discussion of the release of
information, since only the client and the counselor will normally be aware
that a counseling session has been conducted.
We strongly suggest that supervisors in a formal referral have
the employee make the actual appointment for EAP services. Also, keep in mind that an employee cannot
normally be compelled to undergo EAP counseling as a condition of continued
employment.
We would be glad to discuss this further with a supervisor
contemplating the referral of an employee to the EAP.
Supervisors are central to a successful EAP. You have direct
contact with your employees, and are responsible for their appraisals.
You can detect performance problems first, and it is your
responsibility to address them. But your responsibilities are limited.
1.
You are responsible to observe and document performance and
behavior, including problems.
2.
You are responsible to talk to employees when their behavior
or performance is not up to the expected standards.
3.
You are responsible to understand and be able to articulate
policies that affect employees, including the Drug Free Workplace Policy.
4.
You are expected to know when to take action with problem
employees, and what appropriate action to take.
You are NOT responsible to diagnose an employee’s
problem. You are not responsible to
determine what is at the root of an employee’s problem, once you determine that
it is NOT related to the workplace.
You are NOT responsible to treat an employee. This is
especially important if you are already in treatment yourself, or have been in
the past. You are employed to manage
your work group. It can be tempting, especially if you have some experience at
what you think is bothering the employee, to offer personal advice with regard
to the employee’s issues. If you are
unsure of how to proceed, we encourage you to talk to one of our corporate
staff. You can reach us at the toll free number.
If you find that normal coaching is not effective, or if you
find that for the employee Mondays and Fridays are sick days, you may have an
employee who may benefit from an EAP referral.
Keep in mind that employees with substance abuse issues may
be as bright and creative and creative as anyone else. Their performance may be
sporadic, rather than steadily deteriorating.
When you confront an employee, keep the following in mind,
but adapt to your own style where appropriate.
1.
Don't initiate a confrontive talk when you are upset,
frustrated or angry yourself.
2.
We suggest that you not schedule talks near the end of the
day, or just before lunch.
3.
Avoid periods when employee is upset, if possible.
4.
Do not set up a discussion session too far in advance. In fact, consider giving no notice at all.
5.
Never begin by attacking or criticizing.
6.
Speak in a quiet voice.
7.
Let him or her talk out their side of the issue.
8.
When the employee is talking, listen.
9.
Try to allow the inevitable periods of silence.
10.
Try not to take negative comments personally.
11.
Always direct criticism at the act, not at the person.
12.
Always provide them with directions for improving.
13.
Attempt to end all sessions on a positive note.
14.
If necessary (almost always), schedule a follow-up meeting.
15.
Make your expectations known.
16.
Let subordinates know the standards.
1.
The employee places a phone call to our toll free
number.
2.
The counselor and the client schedule a meeting.
3.
The counselor conducts an assessment.
4.
The counselor makes a recommendation for treatment or other
action.
5.
The counselor, if the client is amenable, will follow up
with the client in several weeks, to ensure that the client is progressing in
their treatment plan.
We may make a referral to a variety of agencies, with the
client’s consent, and based on the presenting problem. These include:
1.
Community Organizations
2.
Treatment Facilities
3.
Outside Specialists
4.
Our web site Resources listing gives a comprehensive list of
local referral resources.
We have several different Consent Form types that may be
utilized, depending on the circumstance.
1.
Release of Information Forms are signed by the client, and
provide authorization to release information about the EAP counseling to a
third party, such as a supervisor.
2.
Release of Obtaining Information Forms are signed by the client,
and provide authorization to release information TO the EAP counselor from
another source, most often the client’s Primary Care Physician.
3.
The Secondary Consent Form is signed by anyone who is
provided written information about a client to ensure that the confidentiality
requirements are extended to anyone who is given information regarding the
client and their EAP counseling contents.
EAP Services Provided:
1.
We provide initial orientation for all supervisors and
employees.
2.
We supply training and education in accord with all contract
terms.
3.
We offer unlimited Supervisor Consulting by phone with our
corporate staff, to discuss situations with employees.
1.
Phone: 866-443-3277
or 866-GHE-EAPS
2.
Email:
counselor@federalsolutions.com
3.
Web: www.federalsolutions.com
The Web Site that we have developed for you includes several
sections of particular interest:
1.
There is a Frequently-Asked Questions section, which addresses
questions that arise most often with regard to EAP benefits.
2.
There is an Events Section, that shows training classes and
other activities scheduled in the near future.
3.
There is a Resources Section, that lists a variety of
community-based resources near you.
4.
There is a newsletter section, which contains a series of
articles, published quarterly, on a variety of current mental health issues and
views.
5.
There is a Reference Library, that contains a number of
articles that provide wellness-related information of general interest.
6.
There is a Contact Us Section, that allows you to Email us
directly with your comments, questions, and suggestions.
Our counseling team in place has a variety of specialties,
and each counselor is state licensed and certified. The team has been assembled
with a view to providing a good cross-section of counseling skills. They
include:
1.
Substance Abuse Treatment Expertise
2.
Stress and Anger Management
3.
Family and Marriage Issues
4. Experience with Employee Assistance Programs