Insurance Newsletter
SPRING 2010Ergonomics is the science of designing the job, equipment, and workplace to fit the worker. Proper ergonomic design can prevent repetitive strain injuries, which can develop over time and can lead to long-term disability. Here are some important tips to keep in mind:
- The top of the computer monitor should be at or just below eye level
- Head and neck should be balanced and in-line with torso
- Shoulders should be relaxed
- Elbows should be close to the body and supported
- Lower back should be supported
- Wrists and hands should be in-line with forearms
- There should be adequate room for the keyboard and mouse
- Feet should be flat on the floor
Source: www.osha.gov
Communicating the Value
of Employee Benefits
One way to attract, retain, and motivate staff is to offer a generous benefits package. But will your investment in a benefits package be fully appreciated by employees?
In many cases, employees tend to focus on their share of the cost, and many underestimate what employers pay for other benefits such as paid time off (PTO), tuition reimbursement, pension or 401(k) plans, and statutory benefits like employer-paid Social Security.
A good benefits education experience uses many different communication tools and helps employees appreciate the value of their total compensation.
Employees with a good understanding of their benefits package - even if the package isn’t up to par - are more likely to enjoy their workplace and feel valued.*
How to effectively communicate benefits to employees:
Face-to-Face Presentations
Group presentations and individual consultations can be one of the most effective ways to communicate. Open conversation engages employees and allows them to ask questions relevant to their needs.
Customized Employee Benefits WebsiteBenefits manuals can easily be lost or misplaced. Offering employee benefit information online allows employees to quickly get answers to their questions.
Benefits-at-a-Glance Summary SheetsLengthy manuals can be overwhelming to an employee trying to understand offered benefits. A “frequently-asked questions” sheet with concise answers can save employees unnecessary frustration.
Employee NewslettersAn employee newsletter with articles reviewing benefits, addressing questions, or announcing changes will remind employees of what is being provided.
*Source: www.humana.com Help Employees Reduce Holiday Stress
We all know the holidays often come with feelings of stress given the high expectations for the season. Here are some helpful hints to keep your employees productive and healthy throughout the holidays:
Set Work Expectations: Set clear and reasonable goals with your employees as to what work should be completed prior to holiday time off. Encourage time management in daily tasks to manage the workload.
Encourage Physical Activity: Create incentives to maintain your wellness program throughout the season. Post healthy holiday tips, like drinking plenty of water and exercising regularly.
Communicate Holiday Pay: If a holiday bonus is not in the budget this year, be sure to let your employees know so that they can budget their holiday expenses. Communicate paid holidays so employees can schedule time off accordingly.
Create a Harassment-Free WorkplaceHarassment and discrimination can cause disruption in the workplace, lower employee morale, and could even result in a costly lawsuit.The US Supreme Court has held that employers can be found liable for harassment and discrimination claims, even if the employer wasn’t directly aware that harassment and discrimination were occurring in the workplace.
Harassment can include any verbal, written, or physical act that makes employees uncomfortable at work or interferes with their ability to perform their jobs. It can include jokes, emails, cartoons, drawings or other material that is suggestive or reflects negatively on a protected class. It can include slurs or offensive language.
As an employer, you can be held accountable for all forms of unlawful discrimination and harassment, so it pays to have a proactive policy to protect your business and your employees. Here are some ways you can begin to address the issue:
• Create a harassment and discrimination prevention policy: Make sure employees know that you will not tolerate harassment or discrimination. Distributing a formal written policy outlining your commitment to a harassment and discrimination-free workplace is a good way to start. Make sure you and
your managers demonstrate that you believe the policy
is important.
• Outline steps employees should take: Your policy should also include a reporting procedure for employees who feel they are being harassed or discriminated against. It is important to make sure the method is clear, easily accessible, and confidential.
• Conduct a thorough investigation: An immediate investigation is imperative to protecting your employees and business. Once a complaint has been submitted, an objective and confidential investigation should be completed. Retaliation should not be tolerated. If it is determined that unlawful harassment has taken place, disciplinary action commensurate with the severity of the offense should be taken.
Are your employees contributing to their retirement fund?
Have your employees continued to contribute to a retirement savings plan despite the recession? If so, they are not alone. In the second quarter, more workers contributed to their retirement plan than reduced their contribution, according to a Fidelity Investments study. This is compared to the previous three quarters. In fact, the average account is up 13.5 percent from the first quarter due to the stock market rally and contributions.
Workers in their 30s and 40s continue to save and have a higher percentage of contribution in workplace plans than workers in their 20s – even though those in their 20s stand to benefit tremendously by investing early.
Tips for employees saving for retirement:- Start saving early in your career
- Make wise investments
- Look beyond immediate gratification
- Save, even if it’s a small amount
- Use banks for your emergency funds
Will this flu season affect your business?
The coming flu season will likely include the H1N1 flu, which the World Health Organization has declared a global pandemic. They estimate that one-third of the world will be infected with H1N1 within the next two years. While it is hard to predict the severity of this flu strain, recent reports suggest
H1N1 will affect about 50% of Americans.
If your employees get the flu, have a plan in place for operating with a reduced workforce. Also take measures to prevent the spread of the flu among your employees. Consider being more flexible, such as not requiring written proof of illness and allowing telecommuting. Also, provide additional cross-training among employees, and recommend they get flu shots for the H1N1 and seasonal flu. Keeping workplaces as clean as possible can help in avoiding contamination. The flu can spread quickly, and a person infected with the virus can be contagious before any symptoms are noticed. If your employees show signs of flu symptoms, don’t hesitate to send them home.
Publicize these everyday prevention steps at work- Cover your nose and mouth with a tissue when you cough or sneeze. Throw the tissue in the trash after you use it.
- Wash your hands often with soap and water, especially after you cough or sneeze. Alcohol-based hand cleaners are also effective.
- Avoid touching your eyes, nose or mouth to prevent spreading germs.
- Try to avoid close contact with sick people.
If you are sick with a flu-like illness:- Stay home for at least 24 hours after your fever is gone, except to get medical care.
SUMMER 2009
Is Your Wellness Program in Compliance?With wellness programs increasing in popularity in the workforce, it is important that employers ensure their programs are in compliance with federal regulations. There are multiple laws impacting wellness programs, depending on the type of plan you implement (e.g. voluntary or mandatory; participation-based or goal-based incentives). Appropriate incentives for wellness programs can include:
• Reimbursement for the cost of a gym membership
• Rewards for attending a monthly health education seminar
• Cash incentives for participating in a cholesterol or blood screening
• Reimbursement for weight loss or smoking cessation programsMake sure your plan is non-discriminatory. In particular, goal-based plans have several requirements for compliance, including providing eligible employees with an opportunity to qualify for incentives at least annually, and offering an alternative to employees whose circumstances would make participation difficult. Wellness programs encourage your workforce to stay healthy, which ultimately will keep your healthcare costs down. It is advisable, however, to work with legal counsel when designing a wellness program due to the compliance requirements and the variations in program design.
Keeping Employees Happy
While Tightening the Benefits Budget
Within any business, the Human Resources (HR) department faces unique challenges during trying economic times. The benefits budget may be cut in order to help overall company finances leaving HR tasked to motivate employees who feel the squeeze of any cuts.
What can an HR department do when faced with such a challenge? Consider the following ideas for containing benefits costs and easing the additional financial burdens today’s employees face.
• Offer qualified transportation benefits. Commuting costs are becoming more burdensome for many employees. You can offer qualified transportation benefits at little cost to your company through a reimbursement arrangement funded with employee pre-tax dollars. Qualified transportation benefits can include transit passes, qualified parking, and rides to and from work in a commuter highway vehicle (also known as vanpooling). This type of arrangement can save employees money on federal, Social Security, and (in most cases) state taxes, making it less expensive for them to commute to work.
• Consider implementing flexible work schedules, if this is an option for your type of business. For example, consider four 10-hour work days per week. This saves the business on energy costs and employees on transportation costs. Plus, many employees will appreciate the additional free day, whether it gives them a three-day weekend or a day during the week for running errands or relaxing.
• Add voluntary benefits to your benefits package, or expand the voluntary benefits choices you currently offer. Voluntary benefits are paid in full by the employees who choose to enroll. They offer advantages to employees over purchasing these benefits in the open market: Employees typically enjoy some savings and convenience, since they are purchasing the benefits at a group rate and paying for them via payroll deduction.
• Coverage summary for employees. Surprisingly, many employees don’t realize the extent to which their employers are paying for these benefits; they only know their own out-of-pocket costs. A brief, to the point “Capsule of Your Benefits” can summarize coverage for employees, and include the price tag being shouldered by the employer.
HIPAA changes: What you need to know
The recent stimulus package will affect many aspects of the healthcare system. One area where you will see significant changes is in regard to HIPAA, or the “Health Insurance Portability and Accountability Act.” Some of the key changes include:
- Certain privacy rules will apply directly to covered business associates.
- New security breach rules will require notification to each affected individual in certain instances.
- Some HIPAA-related penalties have increased.
- Changes will be needed to HIPAA forms to comply with new regulations.
The Department of Health and Human Services (HHS) is expected to provide additional clarification on many changes. We will be watching carefully as additional information is made available. We recommend business associates and covered entities contact us to review these changes carefully.
Get employees more involvedin their benefits and health management during tough economic times
In this environment, you want to ensure your benefits dollars are being used to enhance employee health, well-being, and productivity. Here are some options to do just that.
1. Help employees implement a healthy lifestyle and focus on prevention with the following: - Generous coverage for preventive care.
- Incentives for participation in activities designed to detect potentially serious medical conditions.
- Encouraging participation in other wellness activities.
- Making available employee assistance programs.
2. Avoid cost-shifting on benefits to keep overall expenses low.There are ways to avoid large premium increases that can cause employees to drop coverage, in particular younger, more healthy employees, leaving your plan with a less desirable risk pool. Cost-shifting can cause employees to defer routine care and delay seeing a doctor when symptoms of illness first arise. In the long run, this may be costly to your health plan, but also add to absenteeism, disability costs, and lower employee productivity. Through creative benefits solutions, you can effectively manage costs and engage your employees in the process - even during tough economic times.
3. Offer benefit options that encourage employee consumerismAnother way to get employees more involved in their own health management is to offer programs that help employees to be wise consumers of healthcare, such as Flexible Spending Accounts (FSAs) and Consumer-directed Health Plans (CDHPs). Also, voluntary benefits can add a wide range of personalized options to an employer’s benefits program at little or no cost to the company.
