Increase EAP Utilization Hack #19: Encourage DUI/DWI Court Programs to Refer to Your EAP

Employees of your company, or the companies you serve with your EAP, may get arrested for drunk driving. Establish relationships with the local courts, and specifically their municipal alcohol safety action DUI/DWI diversion programs to boost your EAP utilization rate. I've done it.
 
We're talking meeting with these professionals and discovering how you can help them with specific case management issues associated with clients who have eligibility to use your EAP. This could include family members.

ASAP or court-run alcohol-DUI/DWI intervention programs improve highway safety by reducing alcohol-related accidents and arrests. They are court-mandated programs for DUI and first-time drug offenders. ASAP evaluates those entering the program and recommends one or more of the following: driver education, alcohol/drug education, combination of education and counseling. All education is designed to prevent relapse and repeat offenses. By monitoring program participants, ASAP acts as a probation facility or diversion program for the courts. After completing the program, defendants either receive a certification of compliance or an order to return to court for noncompliance.

ASAP offices or similar services managing court referred DUI/DWI cases can use your services for assessment, follow-up, treatment referral, post-treatment monitoring, etc. And they have the power to make these referrals. Your EAP is voluntary, so the one caveat here is that the court can't force the offender to use your EAP, but a firm request will rarely be turned down by an anxious and cooperative client who would like to avoid going to jail. DUI staff counselors are swamped with cases. Many are difficult to follow up, and they experience frustrating communication with these court appointed clients, many of whom are alcoholic.

Some ASAP offices will accept the EAP's assessment, recommendations, and with the client's permission, allow the EAP to do the follow-up. As stated, most employees will readily accept a referral to the EAP when the ASAP counselor says, "You have an EAP with your company. We would like you to take advantage of its confidential services."

The chances are high that employees arrested for DUI are alcoholics, and this can further boost your alcohol-related EAP stats. There is nothing more valuable to an EAP than improving alcohol-related stats.

As you know, DUI and ASAP clients don't usually end up in treatment. And if they do, it is often poorly followed up--the most important aspect of treatment is follow up and aggressive participation in a program of recovery that does not dwindle. Many serious addicts get overlooked in DUI intervention programs, and your involvement may save lives on the highway if the alcoholic is motivated into treatment and properly followed up.

Call your court-run DUI/DWI intervention program. Meet to set up a cooperative relationship, and discuss how you might help them, help you. Synergy your efforts and boost your EAP utilization. Email me, and let me know how it goes.

EAP Utilization Hack #21: Do EAP Refresher Training with Supervisors

Many good employee assistance programs have closed down, consolidated, or been turned into 800 hotlines over the past several years. Will it happen to you?

Many of these solid EAPs lost the battle to stay open even while they were pointing to lives saved as a result of their services.

Over the years, I have identified a few contributing factors to this sort of tragedy. The leading factor that stands out is a lack of difficult employees referred by supervisors as the only way they could have possibly gotten help--under duress, with the leverage of job security motivating their choice to use the EAP, and then following through with recommendations given to them.

That's it in a nutshell.

You see, self-referrals are a good thing, but telling top management that they would never have used an 800# hotline--only your EAP--to get help is not going to be believed. If you use this line, then I can guarantee that you will soon be putting your office plants in a cardboard box.

Supervisor referrals of the most at-risk troubled employees, however, are completely different story.

The most difficult and problematic employees don't use an 800 hotline. Their level of denial and over-adaptive use of defense mechanisms preclude self-motivation and insight.

Instead, these employees reach the EAP because of constructive confrontation by managers, often where declining the formal supervisor EAP referral means termination for performance issue. This constructive coercion (which is really what it is) is the dynamic that saves lives. This is leverage.

You can increase the number of these valuable supervisor referrals, and it may help you not become a statistic. Click here to see two products to grow your EAP utilization with formal supervisor referrals.

Fix It Formula (for a Terrible Relationship with the Supevisor)

Communication difficulties top the list of problems employees have with their bosses. Most boil down to five key issues. They include

• Disparities in the amount of work assigned from one employee to the next.
• Minimal praise or no recognition for a job well done
• Dissatisfaction with pay and refusal to address it
• Personality style and performance style differences
• Minimal or no constructive feedback about performance

So, here is the Fix-It for Improving the Relationship with Your Supervisor...

• Prior to meeting with your boss, define the real issue that is creating problems in your relationship. Consider whether you played a role. Did communication issues play a role?

• Write down your concerns. Forget the small and petty stuff for now.

• Meet with your supervisor and explain in plain, unemotional language your observations and concerns about the relationship.

• Be positive in your energy and demeanor—not cocky, passive aggressive, or acting as if you are cornering your boss.

• Wait for your supervisor’s response. He or she may agree or may have another opinion. Hang on every word. Do not be defensive.

• Own your “half” of the relationship problem. It is unlikely you will get very far if you don’t accept the universal principle that each party in conflict plays a role in contributing to relationship problems.

• Your goal is an improved relationship, not to find fault.

• Ask for constructive feedback on your performance. Let your boss have the last word in this conversation.

Initiate regular contact with your boss going forward. As nationally known EA professional and mental health therapist, Dodie Gill, LPC frequently said, "Do not let a tree grow between you and your supervisor." EAP Employee Assistance Programs


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EAP Utilization Tip: Utilization Review & Hospital Social Workers

How many hospitals are in your town? Medical social workers or utilization review nurses might be the busiest occupation on the planet with the most stress. The cut-backs in hospitals and the personnel shortages they face, have made social workers busier than ever--that's if they have not been fired yet. Some hospitals have let all of their hospital social workers go. They have replaced the bulk with utilization review nurses who line up support and medical help post-discharge.

They could use some help. And they would love to refer employees from the company or companies you serve who've ended up in the hospital for one reason or another. You could lighten their load and get the utilization credit for your program. Remember family members could use EAP services too, so make sure your statistics include "employees impacted" by EAP services.

In many instances, medical social workers perform the same kind of  "brokerage" services for patients and their family members that EAPs do. (Brokerage is arranging services for the client without the client's involvement and then passing them off to that service or agency for continuing care or services.) Medical social workers interface with hospice services, meals on wheels, visiting nurse agencies, home health care, medical equipment companies, admission departments of nursing homes and assisted living facilities, social security disability and retirement offices of local government, many other services. If you have done this work as a medical social worker or hospital utilization nurse, you know that burnout is high. You're on the phone constantly.  Help these hospital professionals by letting them know you exist. When a patient is admitted to the hospital, the EAP (that's you) can be contacted to help arrange support or other services. They instantly become a new EAP client referred to your program. Note that you will need to reinforce your availability for assisting the hospital with patients who are also employees of the companies you serve. I would arrange six monthly letters to the person in the hospital who is head of insurance utilization. Send them monthly regardless. After that, your utilization will increase. Let me know what happens. This is a win-win for everyone, including your EAP client, especially.

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Training and Reaching Supervisors with EAP Essentials

How do you reach supervisors who are unable to attend supervisor training and other related educational programs offered by the EAP?

Unless your supervisors are communicating regularly with the EAP, they will slowly come to misunderstand it, not trust it, or simply forget to use it as tool to manage difficult behavior and performance problems. The risk to the organization is troubled employees being referred too late or not at all. If one of these employees has serious emotional issues, especially the potential for violence, the organization obviously is at increased risk from an inadequate relationship with the EAP and supervisors. (This is on of the strongest argument for avoiding an EAP "product" wrapped in an insurance plan, largely only a 800# call-in service, that omits an aggressive interface with supervisors.)

So what's the solution for increasing communication and training of supervisors when EAPs can't get "face time" with them? Supervisor training sessions are “iffy” things for companies. Some department managers will work against you, believing they can’t spare the time or give up their supervisors. Frequently, troubled supervisors skip out of training if it is not mandatory. Experienced employee assistance professionals have observed that supervisors with alcohol problems may shy away supervisor training sessions.

Without training in EAP essentials, these managers will remain ignorant about how to use the EAP as a management tool to refer troubled employees. To accomplish this goal, you should subscribe to The FrontLine Supervisor EAP newsletter. The FrontLine Supervisor is the only education tool in the EAP field to educate supervisors continuously about EAP process and supervision skills, while it increases supervisor referrals. A subscription to it increases the rate of supervisor referrals, and the publisher guarantees this outcome.

Supervisors must have ongoing education. One training session won’t cut it. Some HR departments or EAPs may publish their own supervisor education newsletter. Great! It should be distributed on time and it should appear monthly. Quarterly newsletters and the like are simply too infrequent to make an programmatic impact. By default, they tend to be four pages, and therefore too much to read before they are discarded. The FrontLine Supervisor’s question and answer format has proven success rate after 16 years of being irresistible to busy supervisors.

Is Your Quarterly EAP Newsletter Placing Your Program in Danger of Being Cut?

What a weird question? Well, it's one of the many elephants in the EAP living room, so let's discuss it.

Can an EAP newsletter that you distribute too infrequently make your program less visible and more likely to be cut? After communicating with hundreds of EAPs and watching what happens internally with EAPs that I have managed, I have slowly gravitated to an answer on this question. It’s “yes”.

It’s convenient not dealing with the distribution of a newsletter more often, but still appearing as though you are “doing something” to promote your EAP. Is this your mindset?

This vintage approach to communicating wellness information in a technological era has become almost an apologetic frequency as your newsletter sheepishly slips into employee in-boxes every three months.

I would like to make the argument that this is too infrequent and makes a statement about the importance of this material and your program, in particular.

Do you disagree? Consider why you do this. Is it because there is a history of EAPs always doing it this way because that is all that was initially available from vendor sources? So, by default, did it become the standard for EAPs, and you copied others? I think this is precisely what happened.

Since I joined ALMACA (EAPA’s early name) in 1978 – 32 years ago I have witnessed the evolution of this service. And, I have watched it grow more important.

With all the stress that employees face, and with the degree of importance that you place on your EAP as a life-saving and cost-saving mechanism, isn’t it a bit ironic that you only distribute a quarterly newsletter to employees when you could do it bimonthly or monthly for less, and with less hassle?

You may have a quick comeback — employees have too much to read! Don’t fool yourself. This is your codependency talking. You're giving in to a HR manager’s phone call telling you to slow it down about other material you may have sent. Or it's simply your imagination, because you haven't received such a phone call at all. You're just making this statement to avoid the work and it sounds damn good. I have caught many EAPs in this argument. It's not reality. This, too-much-to-read line is bogus.

If you are hearing this line, it is all about muscling you around and telling the EAP how to do its job. Why is that the most important thing employees read regarding their well-being and perhaps the one thing that they really look forward to most receiving, is the one thing that should be cut back?

What you’re hearing from HR, if indeed at all, is one HR manager’s opinion, or at best a manager’s opinion relayed via HR.

You need to understand something: HR managers don’t argue with top managers. They are their primary customers. Instead HR managers ask how high to jump. Corporations are on a big outsource-the-HR-departmet kick these days, and HR managers -- like EAPs are a threatened species.

I assure you that you are not getting the results of a survey that is supported by employee opinions.

Here’s the problem. Employee newsletters have historically been four pages. The problem begins and ends there.

Quarterly newsletters are always print or sub-links to the vendors own web site destroying your seamless look. They are expensive, with 500-600 word articles, and they are a vintage solution manufactured for EAPs in the early 1980’s when anything more frequent would be over-kill. Employees had more leisure time then to read these "books".

But the problem today is that they sacrifice your EAP or program visibility. You become less competitive with other things in the organization. You don’t want that. It will jeopardize your program.

You are sacrificing visibility and communicating the message that quarterly life-saving health and wellness information is quite enough. Trust me, you do not want to send this message.

An EAP newsletter is a resource, and visibility mechanism, and item of extreme interest to employees. And it is a way to compete against other things in the environment that are targeting the employee’s attention. You must not give in to the “stop distributing this material because our employees don’t have time to read it” mantra.

Instead, stop sending 4-page newsletters. Send two-page newsletters bimonthly or monthly.

Employees do not generally finish or complete four-page newsletters in my experience and in my view. This is another reason that you are locked into a 4-page solution distributed quarterly. It’s nuts to send it more often! And its expensive. So, change the model to the 2010 solution. Get out of the 1980's.

In this era, go for less content, shorter more action-oriented tight copy, and more frequency with the ability to edit the content yourself on the fly. This way your EAP will stay visible, be perceived as being more valuable and relevant, and be more effectively mainstreamed. Anything less and you’re in danger of being seen as expendable during next budget cycle.

Distribute EAP-wellness-productivity newsletters via PDF. Post them on your web site and send a link to employees when they are added to the site.

Distribute print to employees without computers, or send copies to appropriate locations. Your utilization will increase, your visibility will be enhanced, you will spend less, and employees will read more, more frequently. Your EAP will be talked about more often, and this is what you want.

A two-page monthly newsletter is 50% more content than a quarterly four-page newsletter! (Read that again.) And, the two-pager is more likely to be completely read. Are you with me?

You’ll will also reduce waste, motivate more self-referrals, and reduce more risk to the organization with a two—pager, monthly newsletter. Oh, and it will cost less than print. Everything I am writing here is pure logic and it holds up in real life.

Still need paper, make copies from your clean PDF supplied by the vendor. Can’t get permission from the vendor? Dump the newsletter vendor!

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"We have an expert on that subject!"

Throughout the year the major media will visit health related subjects that have broad appeal to the public. They will also report on major calamities and news stories like the recent massacre at Fort Hood.

The media needs mental health experts when these events occur. Who do they call? The answer is whoever comes to mind. That could be you if you know what to do, and first step you should take is to believe that they want you instead of the same old warm body that calls them every time.

There is one national managed care organization that hogs the spotlight on these events. They have a well funded pubic relations arm and they consitently show up in the media, the New York Times, ann Washington Post. There is another large corporate EAP that does the same thing. I am amazed at their prowess, but they deserve the attention if no one else is seeking.

Hey, were talking about capitalizing on tragedy here. The Fort Hood massacre was beyond belief horrible, but the media will pursue experts to help the public cope with these events, and it might as well be you. This is especially important because the some organizations have completely misguided ideas about employees assistance programs and they don't have any resistance to sharing the view to match their economic pursuits, regardless of its grander impact on the profession.

You will notice that specific topics appear in the news periodically, but predictably. For example, you can predict that approximately once a year the topic of alcoholism will emerge. It might be a news event on the cause, a new drug to fight cravings, or some other related topic. Many other topics related social problems will emerge in the mass media.

Pay attention. You will see that this is the case. Your local television station is not the "major media" in our definition. We are referring to AP news wires, and other major media outlets that sell news to the major networks, principally ABC, CBS, and NBC. However, pay attention to enormously important local news, specifically news events that relate to a subject about which you are an expert.

Now, here is what you should do: Listen attentively to the news. When you hear news that relates to your field of expertise, immediately fax to the local television stations your biography (a half page) and call the news room to say that you are an expert on that subject, and that you are faxing a bio. This is a great way to get publicity and to get on TV or the radio. And, it will make you instantly visible to your potential clients and EAP customers. (It's also a rush.)

Television and news stations scramble to find experts on subjects when the news hits. You are doing them a big favor.

If it is national news, you will have a few hours to respond because it will take longer for local stations to run "local expert" interviews. And it could be day later. If it is local news, your window of opportunity is much shorter, about an hour. Obviously you need to prepare ahead of time by getting phone and fax numbers, and contacts lined up. Then, wait for the "big one"--well hopefully not THE big one, but you get the idea.

The scramble for an expert kicks into gear quickly. That's you. Be there.

Workers' Comp: Getting the EAP Involved

Most organizations of any appreciable size pay workers' compensation premiums, and for the biggest companies, they are self-insured. Companies want to keep their premiums as low and self-insureds try to reduce their costs, as well.

A CT-EAP (CT=Core Technology) can play a major cost-beneficial role in helping achieve these goals, but it takes education of human resource managers and those who control referrals after injury to pull the EAP into the picture.

This is a utilization improvement link EAPs.

Research supports the argument that empathic contact and support for injured employees received from the organization, plays a role in helping employees return to work more quickly. This saves money, and therefore a rationale exists to include the EAP in the continuum of care after injuries occur. Beyond coordinating the nuts and bolts of medical service and follow-up, figure out how to get your EAP into the care huddle and you will increase your EAP's utilization and influence by offering employees support for issues that nearly always associate themselves with injury and recovery.

Workers' comp claims are higher for addicts—five times that of non-addicted workers-is the commonly cited figure. NIAAA includes this in much of its literature, so there isn’t much argument about its validity. But this only a small piece of the EAP rationale. There is much more that EAPs can do vis-a-vis Workers' Comp.

While there has been solid promotion of EAPs using this alcoholic employee angle as a rationale to promote them, EAPs can also help injured workers no matter what the cause—alcohol, drugs, stress, absent mindedness, back luck, or mental distraction of any kind. After the injury occurs, employees often need support they aren't getting, and the EAP can fill the void.

Unfortunately NIAAA, and many other stakeholder organizations have not promoted EAPs in this way. If they had done so over the past 25 years, EAPs would be in a completely different place in their evolution. They would be household terms, and your mother would still not be calling an EAP an EPA.

Hundreds of property casualty insurers would be acquiring EAPs by now I think if this linkage were more well established. The direct role of EAPs in the workers comp cost-containment fight would have been identified and popularized.

Post-injury, some of the needs employee have to arrange are home health aides, companionship services, shopping assistance, transportation, and an empathic listening ear. Many injured workers need financial counseling and problem-solving for family problems and communication issues. EAPs are particularly adept at arranging the coordination of services or offer emotional support, and it is here they have no occupational match by another profession in the workplace. Few HR managers understand how to quickly obtain the resources above, and even fewer are want to get involved with these issues.

Workers' comp managed care firms can partner with EAPs for the intervention opportunities that exist with worker injuries. But they are not like to take the first step.

Work toward having your HR representatives or managed care companies that process workers' comp claims include EAP literature, the things EAPs can do, and other types of very direct communication with injured workers. Encourage the referral of the injured worker to the EAP for an assessment after the medical crisis and acute care period ends.

You will add points to your utilization rate by way of these referrals and improve your value as a service to employees and the organization's bottom line.