Supervisor Orientation/Training Presentation
Table of Contents
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.
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: email@example.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