wellness champion getting started guide >

Transcription

1 wellness champion getting started guide >

2 table of Contents 1 Intro Letter from President p. 2 2 Confidentiality Statement p. 3 3 Employee Web Portal Features p Choosing Your Incentive Plan p How to: Eligibility File p. 8 6 How to: Biometric Screenings p a Onsite Biometric Screenings p Marketing: Employee Engagement p Champion Web Portal p Wellness Challenges p Reporting p Ongoing Support p. 20 1

3 dear Wellness Champion, Thank you for your continued commitment and partnership with the ACEC Life/Health Trust and your recent decision to join the Designed Wellness Program. We are excited to have you on board as we start this exciting journey towards making the Consulting Engineering Industry the healthiest in the U.S. You are a key asset to making this program successful both within your firm and for the Trust as a whole. That is why we welcome your feedback throughout this program, and will strive to incorporate your feedback into our program in the future. You can find more information about Your Role within this packet, as well as detailed information on how to implement the Designed Wellness Program at your firm. The ACEC Life/Health Trust Designed Wellness team is here to support you throughout this journey. Please do not hesitate to let us know how we can help you, as you take the next step to increasing the productivity, health and well-being of your workforce. Yours in health, Pat Feyen President ACEC Life/Health Insurance Trust 2

4 The Designed Wellness Program Always Protects Your Information ACEC Life/Health Trust is fully committed to protecting the privacy of your personal health information. We have engaged Healthyroads to administer the Designed Wellness program and share a steadfast commitment to privacy. The Healthyroads Privacy Statement and Biometric Assessment Information Use and Disclosure Statement is intended for a broad array of different clients, addressing member rights and privacy concerns that may apply for some clients but not all. The statement does not necessarily reflect more limited use and disclosures practices specific to the Designed Wellness program. Further guidance regarding how our privacy policies and procedures affect Designed Wellness program member is presented as follows: Both ACEC Life/Health Trust and Healthyroads are required by law to protect the privacy of your health information, including the privacy and security rules under the Health Insurance Portability and Accountability Act, otherwise known as HIPAA. Under Designed Wellness, ACEC Life/Health Trust, your employer, and your insurance carrier will not receive any individually identified personal health information collected during your participation in Designed Wellness without your written authorization or unless required by law. The Healthyroads web portal is secure and HIPAA compliant to ensure that you are the only person who is able to access your personal information, which includes the results of your Personal Health Assessment and Biometric Screening. ACEC Life/Health Trust and your employer receive aggregated participation information from the data collected in order to get a better picture of the current and future health risks in its employee population. This aggregated information is limited to: o Participation in completing Personal Health Assessments; and o Participation in completing Biometric Screenings. Healthyroads notifies ACEC Life/Health Trust as to whether or not you have satisfied all the requirements to earn an incentive and provides a list showing the specific requirements you have completed. We pass along that limited information to your employer so that you can receive any incentives you have earned. If you have question about the information in this notice or the privacy of your personal health information, please wellness@aceclifehealthtrust.com. 3

5 Employee Web Portal As a Designed Wellness firm, your employees and their spouses will have access to a comprehensive web portal that will help them to identify their current health status, set realistic wellness goals, and access resources and tools that will help them to achieve their goals. The portal can be found at: Below is a list of all of the features contained within the portal. Main Activities: Personal Health Assessment Telephonic Health Coaching E-Coaching Courses Exercise and Nutrition Planners 4 Week Health Challenges Online Competitions Preventive Exam (self-reported) Health Club Discounts 4

6 Additional Features: Health Trackers: Healthy Living: A1C Test, Alcohol Quiz, Childhood Immunization Record, Cost of Alcohol Use, Depression Symptoms, General Depression, Healthy Living Goal, Stress Management, Substance Abuse Quiz, and Your Healthy Pregnancy. Weight Management: Body Mass Index (BMI), Basal Metabolic Rate (BMR), Body Fat Percent, Waist-to-hip ratio, and weight. Cardiovascular Active Steps, Blood Glucose, Blood Pressure, Cholesterol, Exercise, Resting Heart Rate, and Rockport Walking Test. Fitness Tools 20 Yard Shuttle/Pro Agility Test, 40-Yard Test, 5 Repetition Maximum (RM) Bench Press Test, 5 Repetition Maximum (RM) Squat Test, Balance Test, Endurance Test, Power Test, Pull-up Test, Push-up Test, and Vertical Jump. Tobacco Cessation Cost of tobacco use, Tobacco Cravings, Tobacco Withdrawal Symptoms, and Tobacco Triggers. Healthy Screenings Adult Immunizations, Chlamydia Screening, Colonoscopy Test, Mammogram Test, Pap Smear Test, Prostate Cancer Screening, and Test for Blood in the Stool. Educational Materials: An Expert Blog, Wellness Reminders, and a Wellness Library which includes information on health conditions, herbs and supplements, medicines, stress management, and tests and procedures. How to register for a Healthyroads.com account: 1. Go to and click on the orange Sign Up button 2. Read and agree to the Terms and Conditions. 3. Enter your first and last name and date of birth. 4. Create a unique user name and password 1. Be sure to keep this information handy! This will be your login going forward. 2. Note that passwords must be at least 8 characters and include one number, one lower- case letter, and one upper- case letter. 3. Select a security question and fill in the answer in case you forget your password. 5. Choose the health tips you would like to have ed to you. You can always log in at a later date to make changes to the topics that interest you. If you have difficulty registering or logging in, please call Healthyroads at Monday Friday from 7:00 am 8:00 pm CT. 5

7 choosing your Incentive Plan Know the facts: The Incentive plans are funded by the ACEC Life/Health Trust (Trust) at no additional out of pocket cost to your firm. While all of your employees and their spouses are eligible to participate in the Designed Wellness program, only those covered by the Trust s medical plan will benefit from the Incentive Plan. Incentive plan rewards are distributed to the employer on behalf of the employee, who then has the flexibility of providing cash or cash equivalent, contributions to HSA s, or reduced benefit premiums. The payout process is detailed on the following page. There are 3 available incentive program options: *Participant must complete one or the other, completion of both is not required (i.e. if a participant chooses to do telephonic coaching sessions, they do not need to do E- Coaching courses as well) Once you have chosen an Incentive Program for your program year, fill in the boxes below and keep for your records. As your Incentive plan year comes to an end, you can use this sheet as a reminder of what your different options are for next year. Year One Incentive Plan: Year Two Incentive Plan: Year Three Incentive Plan: 6

8 Incentive Payout Process: All incentives will be paid out at the end of the program year. For example, if your program begins January 1, 2013, your incentive will be paid out in January The incentive payout process will be as follows: On the last day of your program year, Healthyroads will pull a full report to show which employees and spouses have earned the incentive. The report will indicate that Yes they earned the incentive or No they did not earn it. The Trust will write a check to your firm for the amount necessary to cover the earned incentives of all employees and spouses. Your firm has the flexibility to decide how to distribute the incentive. Some options include: o Reduction from an employee/spouses medical insurance premium o Contribution to a Health Savings Account o Adding the amount to the employee s paycheck o Handing it out in the form of cash, gift card, or a check It is very important to consider the tax implications of this payout to employees. Some of these payout methods may be considered taxable and some may not. The Trust is not in a position to give legal advice on the tax implications for your firm, so please refer to your legal or accounting department for clarification. Alternative Incentive Pay-out Options You may feel that your employees and spouses would rather be instantly gratified by receiving their incentive as they earn it. If your firm wishes to, you can award your employees and spouses throughout the program year. However, the yearly incentive will only be paid out by the Trust to your firm at the end of the program year. To appear on the year-end report, the participant must complete all requirements and still be considered an employee/spouse of your firm. You can do this by: o Reviewing the monthly activity reporting (see pg. 19 for more details on reporting) Distribute an incentive for registering their Designed Wellness account. Distribute incentives as they complete each activity (e.g., providing an incentive for completing the Personal Health Assessment, Biometric Screening, Telephonic Health Coaching, E-Coaching Courses, etc.). Distribute an incentive for completing all necessary activities. Note: If you pay out the incentive to an employee/spouse during the program year and they are terminated before the end of the year, they will not appear on the year-end report and will not be included in the Trust s payment. Did you know? According to a 2012 survey by the National Business Group on Health, almost three out of four companies (73 percent) used incentives to engage employees in health improvement programs. And, incentive-based programs had a better-than-expected success rate at increasing employee participation, the majority (57 percent) agreed. 7

9 how to: Eligibility File How to Determine Eligibility: All employees within your firm and their spouses are eligible for the ACEC Life/Health Trust s Designed Wellness program. However, only employees/spouses that are covered by the Trust s medical plan will receive the incentive program that will be funded by the Trust. Employees/spouses that are not covered will have access to all of the features of the program, but they will not receive an incentive. How to Complete the Initial Eligibility File: The initial eligibility file will need to be completed prior to your launch date. This information will be given to our vendor, Healthyroads, and they will upload it to their web portal to set-up access for your firm s employees and spouses. Your employees and spouses will not be able to register for a personal account until this file has been completed and uploaded to the web portal. The Trust will receive a file from your carrier/third Party Administrator (TPA) that details the information of the employees/spouses covered under our health plan. We will then need you to add the information of employees/spouses not covered by the Trust. For each employee/spouse not covered by the Trust, please complete the following fields: o Last Name o First Name o DOB Needs to be in the format YYYYMMDD o Gender o EE/SP (Employee/Spouse) o Address 1 o City o State o Zip Code How to Manage Eligibility Changes: After your initial launch, you will have the opportunity to add or remove employees/spouses from the file, as well as update their medical coverage status (covered/not covered). We ask that you send the Life/Health Trust your eligibility changes on a monthly basis. Please highlight all changes in yellow, and keep a copy of your initial eligibility file for your records. To add a new employee/spouse: Please add the new employee/spouse s information at the bottom of your current eligibility file spreadsheet. You will need to fill out of the fields listed above. To terminate an employee/spouse: You must put the termination date in the O column of the spreadsheet marked Term Date. The date must be in the format YYYYMMDD. To change the medical coverage status of an employee/spouse: please indicate Y or N (Yes or No to being covered by the Trust medical insurance plan) in the AD column of the spreadsheet. Send all changes to Lindsay Naso, the Designed Wellness Coordinator (Lindsay@aceclifehealthtrust.com) She will send you a confirmation once those changes have become effective. 8

10 how to: Biometric Screenings How to know if my firm s employees and spouses are eligible for a biometric screening: All employees and spouses (covered and not covered) that are enrolled in the Designed Wellness Program will be eligible to participate in a biometric screening. What methods are available to complete the biometric screenings? There are three methods for an employee or spouse to complete a biometric screening: At an onsite biometric screening event (see Onsite Biometric Screenings for more information) At a Quest Patient Service Center Using the Physician Form with a Physician or other biometric screening provider What are biometric screenings? What tests will be performed? Biometric screenings are a series of health tests, provided conveniently at the workplace or through a local Quest Diagnostics Patient Service Center that can offer insight about a participant s health status. Screenings take approximately minutes and feature: Measurements of your cholesterol and blood glucose (sugar) levels via a venipuncture blood draw Blood pressure reading Body Mass Index (BMI) calculation, from your height and weight Who will conduct the screenings? The ACEC Life/Health Trust Designed Wellness program has partnered with Healthyroads and Quest Diagnostics, our wellness partners, to manage your biometric screening program. 9

11 How to know if my firm meets the threshold to have an onsite biometric screening event: Each firm must have a minimum of 20 participants to be eligible to have an onsite biometric screening event. If you are not sure if your event will meet this threshold, please contact Lindsay Naso, Wellness Coordinator, ACEC Life/Health Trust: Lindsay@ACECLifeHealthTrust.com or at How to complete a biometric screening when an onsite event is not available: Your employees have two options: 1. Go to a Quest Diagnostics Patient Service Center (PSC): Participants will be able to complete their screening at a local Quest Diagnostics Patient Service Center (PSC). An appointment must be scheduled on My.BlueprintForWellness.com using the registration key ACEC. Participants visiting these centers are encouraged to bring a photo ID and a printed copy of their scheduling confirmation page. There is no charge to the employee for the screening. The biometric screenings will include the same tests available at the onsite events. Lab results will be mailed within 21 days and will be loaded online in each participant s personal profile at within 30 days. 2. Complete a Healthyroads Physician Form: Members have the option of completing a screening with their Primary Care Physician or another provider. The participant will need to schedule an appointment to have the screening completed and explain the reason for their visit is a routine or wellness exam, so they will not be charged a copay for their appointment. An approved Healthyroads Physician Form must be completed by the participant or their physician and faxed, ed or sent via regular mail to Healthyroads. The form is available on and instructions are available on the form. FACT: Did you know that completing a biometric screening can provide valuable information that could help someone lead a healthier life and avoid serious health conditions? 10

12 Onsite Biometric Screenings You can host an Onsite Biometric Screening event at each of your firm s locations that can guarantee 20 participants. It would be best to schedule an event 6-7 weeks prior to the event. To set-up an onsite event: 1. Contact the ACEC Designed Wellness Coordinator with the following information for each location that will host an onsite event: o Location Address o Name, address, and phone number of the contact who will be responsible for setting up the event in your firm o Number of employees at that location. o Indicate whether or not you will allow spouses to participate in the onsite event o Event Date and Start Time. A typical event is held on a weekday from 8 am 11 am. Questions to consider when choosing your date and time: What date will the most employees be available for the screening? Is there a particular day of the week that employees are more likely to be in the office and have time for the screening? Do you have an upcoming event that the screening can coincide with? (E.g., allstaff meeting, health fair, or employee benefits enrollment period) 2. The ACEC Designed Wellness Coordinator will confirm with Quest that they can accommodate your proposed event date and time. Once confirmed, you will need to select the appointment scheduling method. There are two scheduling methods: o Manual scheduling on a spreadsheet. You will be provided with a spreadsheet that lists out all of your appointment times in 10 minute increments. You will have to fill in the first and last name of the employees and spouses for each appointment slot. Here are some suggestions for how to fill in the spreadsheet: Print out a copy of the spreadsheet and put it in a prominent place in the office. Ask employees to sign up themselves and their spouses for an appointment slot. out information about the screenings to employees and ask them to contact you to schedule an appointment time for themselves and their spouse. Send a mailing to employees homes asking them or their spouse to contact you to schedule an appointment time. o Online scheduling using the Quest Blueprint for Wellness Scheduler. All eligible employees and spouses that are interested in completing an onsite biometric screening will each need to register for an appointment in advance at My.BlueprintForWellness.com. They will need to enter the registration key ACEC and then follow the prompts to register for an account and schedule an appointment at their desired event location. Registration 11

13 for onsite events will open 5 weeks prior to each event and will close 3 weeks prior to the event. This means for each event there will be a 2 week window when participants can schedule an appointment for an onsite event. 3. Important things to remember when communicating the biometric screenings to participants: o Hang up posters and fliers that advertise the onsite event. o Remind participants of the benefits of participating in the biometric screening. Ignorance is not bliss. It is important to understand your current health status, so you can prevent your risk of disease and illness. o Use personal stories about biometric screenings. Has someone caught an illness early on and been able to treat it? Ask if they would be willing to share with others. o Have copies of the ACEC Privacy Statement available during the sign-up process and at the event in case any participants have concerns about confidentiality. 4. You will need to confirm the number of event participants three weeks before the event. This is to ensure that Quest can bring adequate staff and supplies for your event. 5. A week before your onsite event, Quest will contact you to schedule a conference call to discuss the set-up and other event logistics. You will discuss: the supply shipment, names of the screeners, room set-up, and your responsibilities before, during and after the event. Suggestions for onsite events: o o o o Combine your biometric screening with a health fair. Have a computer or laptop at the event and copies of the How to: Registration guide, so those that have not yet signed up for their Designed Wellness account can register on Have pamphlets on various health topics available at a table. Remind participants to fast for 9-12 before their screening. Then, provide snacks at the event for them to have once they finish. Fruit, juice, milk, bottles of water, granola bars. Be creative. You can even do things like: a oatmeal bar with different toppings, make fresh smoothies and coffee, build your own yogurt parfait. You may even get more participants just because they want the snack afterwards. 12

14 marketing: Employee Engagement The key to a successful Wellness program is employee engagement. To help get your employee s excited about this program we have developed three templates that will help you provide information about the Designed Wellness program leading up to your launch date. Ready Dear employee, We are excited to announce that our firm will be participating in ACEC Life/Health Trust s Designed Wellness program. It is a comprehensive wellness program with many features that you will have access to beginning on our launch date, [INSERT LAUNCH DATE]. A strong company cannot exist without healthy employees. The everyday choices we make can help us live healthier, happier, and more fulfilling lives both at work and home. And that s why we are offering this essential tool as a part of your benefits package. More details on the program will be coming as we approach our launch date. Regards, [INSERT NAME] Set Dear employee, We are approaching the launch of ACEC Life/Health Trust s Designed Wellness program. The goals of this program are to: Provide you with information about your current health status. Help you set realistic wellness goals. Arm you with tools and resource to help you reach your goals. We will be launching the Designed Wellness program on [INSERT LAUNCH DATE]. One this date, you will be able to access the web portal, create an account, and begin participating. Each of us can take steps, even small ones, to improve our overall well- being. We hope you will join us by participating in this worthwhile effort. We are thrilled to offer a program that will focus on the well- being of our company s most valuable asset YOU. Regards, 13

15 [INSERT NAME] Go Dear employee, Today, we are launching ACEC Life/Health Trust s Designed Wellness program. Some of the key features of this program include: Personal Health Assessment survey to help you identify your current health status and any potential issues and risks. Biometric Screenings to get an accurate depiction of your current health. Telephonic Health Coaching where you can work one- on- one with a coach to develop health goals and receive assistance in achieving them. E- Coaching Courses where you can learn about a variety of health and fitness topics Exercise and Nutrition Planners that you can use to create custom plans based on personal factors such as area of focus, goals, and more. To register for this program, you can now go to and click on Create an Account in the member login box. If you have any problems with creating your account, please call the Healthyroads customer service line at , Monday Friday between 7:00 am 8:00 pm CT. We are excited about this venture and hope that you enjoy the new program. Regards, [INSERT NAME] 14

16 Champion Web Portal Through our partnership with Healthyroads, the Designed Wellness program vendor, we are excited to provide you with a Wellness Champion specific web portal Engage! This web portal will give you access to an array of great tools that will aid in implementing this program within your firm. The portal can be found at Please follow the simple instructions below to get started: 1. You should have already received a notification from services@engagehealthyroads.com that provides instructions for creating a user ID and password for your company s Engage! account. If you have not yet received this , please us at wellness@aceclifehealthtrust.com and let us know so that we can address the issue. 2. By clicking on the link in the , you will be directed to the registration page. Fill in the fields, including the unique ID number provided in the You will be asked to create a username and password, in addition to choosing a security question and answer in case you ever need to retrieve them. 4. After clicking FINISH, you will be directed to the welcome page. Note: Since you have been our primary contact at your firm, we will be setting you up as the main user. As the main user, you have the ability to create sub account users and allow selected individuals at your firm to utilize the portal as well. Portal Features Promotions: This is your go-to spot for award-winning communications! Browse contents using the lefthand panel. This is the place for you to download promotional materials for your organization. 15

17 Toolkits: Not sure where to start or how to plan your promotions for the upcoming benefit year? We ve got you covered. Use the links in the left-hand panel for guidance. Community: Share best practices with like-minded organizations that are using EngageHealthyroads.com, and discover even more opportunities to get your staff committed to healthier living. 16

18 Wellness Challenges On a quarterly basis, the ACEC Life/Health Trust will host Wellness Challenges for all firms participating in Designed Wellness. Challenges encourage participants to be more active and make better lifestyle choices. Some examples of Challenges include: 5 a Day the Healthy Way - Participants challenge themselves to eat at least 5 servings of fruits and vegetables every day for the course of the Challenge. They record and track their daily progress on the web portal. Holiday Challenge - Participants challenge themselves to maintain their weight within 3 pounds during the holiday season. They record their starting and ending weight on the web portal. Who can participate in a Challenge? All employees and spouses currently eligible for Designed Wellness are able to participate in a Challenge. 17

19 How does someone sign up to participate in a Challenge? In order to participate, the employee or spouse must have an active Designed Wellness account. If they have not registered, they must go to and complete the registration process. To enroll in a Challenge, the participant must sign into their personal account and then click on the tab labeled My Programs. Click on the Challenges page and then click Enroll next to the currently listed Challenge. How do I tell my participants about upcoming Challenges? In the month before a Challenge begins you will receive several materials from the ACEC Wellness Coordinator: An with specifics about the upcoming Challenge including: o Type of Challenge and what is the goal o What employees need to do to measure their progress o Challenge start and end date o Registration open and close date o Key dates for the Wellness Champion to send out the materials to Designed Wellness participants An Employee draft that you can send out to your participants. This draft can be used as is or customized for your purposes. Challenge Fliers and Tip Sheets. How to: Challenge Registration Guide for employees which explains how to register for a Challenge and record their progress. It is recommended to include this guide as an attachment to the Employee . What reporting will I receive about a Challenge? You will receive two reports that detail your firm s participation in the Challenge: Registration report this will explain who signed up to participate in the Challenge Completion report this will explain who completed all of the Challenge requirements (enrollment, recorded all progress, and met the goals of the Challenge) Going the extra mile: You can raffle off prizes based on the reporting you receive. For example: once you receive the registration report, you can put all registered individuals in a raffle for a prize. Prizes may bring more attention to the Challenge and lead to higher participation rates. 18

20 firm level Reporting Monthly Reporting: On a monthly basis, our Program Manager at Healthyroads will send you two reports: Registration report will show each of your firm s participants that have registered an account on Healthyroads.com and the date that they registered. This report will show each registration back to the beginning of your program year. Activity report will show each activity completed by your participants and the date that they completed the activity. This report will show each activity back to the beginning of your program year. Please keep these things in mind when looking at this report: o The activity report will only show activities that are required for the incentive plan that you have selected. If you are on the: $50 incentive plan you will only see completed Personal Health Assessments. $100 incentive plan you will only see completed Personal Health Assessments, Biometric Screenings, Telephonic Health Coaching sessions, and E-Coaching Courses. The Telephonic Health Coaching and E-Coaching Course will only be displayed once someone has completed all of the required sessions (4 completed Telephonic sessions or 6 completed E- Coaching courses). $150 incentive plan you will see completed Personal Health Assessments, Biometric screenings, Telephonic Health Coaching sessions, E-Coaching Courses, Exercise and Nutrition Planners, completed Health Challenges, and Incentives Questionnaire (this confirms completion of annual preventive exam). The Telephonic Health Coaching sessions will only appear on this report once someone has completed all 4 sessions. The information on the Activity report will help you to track your firm s participation over the course of the program year. Yearly aggregate reporting: At the end of the program year, your firm may be eligible to receive aggregate reporting. Your firm will qualify for an aggregate report that shows results of the Personal Health Assessments and Biometric screenings only if you have 50 participants complete the two activities (50 completions for the PHA and 50 completions for the Biometric Screening; it does not have to be the same 50 participants who complete both activities). 19

21 Ongoing Support we re here for you! The ACEC Life/Health Trust Designed Wellness team is here to support you in your efforts to increase the health and well-being of your employees. You are a valuable asset to your firm s wellness initiative and we want to ensure that we provide you with the necessary tools and resources to achieve success. Please contact Lindsay for assistance with: Lindsay Naso ACEC Life/Health Trust Wellness Coordinator Phone: Lindsay@aceclifehealthtrust.com Lindsay joined the Trust in May 2012 and successfully launched the Designed Wellness program July, She has her Bachelor s Degree from the University of Illinois in Health Planning and Administration with a minor in Chemistry, as well as her Masters of Arts Degree from Ball State University in Wellness Management and Business. Lindsay is a Certified Health Education Specialist (CHES) and a licensed life and health insurance agent. Incentives Eligibility files Wellness Champion Training Consultative Support for Wellness Champions (helping increase awareness) Daily Support Engagement/Participation Wellness Communications Reporting For technical difficulties or other issues with the Healthyroads.com web portal, please contact the Healthyroads customer support line at