Employee Assistance Program (EAP) Roles and Resposibilities

Roles and Responsibilities

Department of Personnel Administration (DPA)

State Departments

Managed Health Network (MHN)

DPA:

• Serve as liaison between all State agencies and the EAP contractor

• Contract for EAP services and manage the master contract

• Monitor utilization and compile statistics on EAP costs, usage rates, and benefits

• Maintain updated listing of all department EAP Coordinators

• Coordinate with the contractor to schedule locations and dates for Statewide employee and supervisor orientation sessions and Training for Trainers classes (T4T); provide departmental coordinators with the orientation and T4T schedule

• Review the quarterly totals of employees eligible for EAP services and authorize SCO to deduct funds from State departments' budgets; process and pay the monthly invoices from MHN

• Arrange and chair quarterly meetings with Departmental EAP Coordinators

• Provide yearly forums on EAP issues

• Serve as a resource for Departmental EAP Coordinators

• Provide/coordinate training, workshops and educational resources for Departmental EAP Coordinators

• Review and approve the monthly newsletter and semi-annual EAP posters; post newsletter on DPA website

• Serve as liaison between MHN and departments with internal EAP programs

• Act as DPA resource on labor union issues

• Attend Internal EAP Coordinator meetings

• Conduct special projects

State Departments:

• Plan, develop, implement, and manage your department's EAP

• Promote EAP within your department, i.e., health fairs, brown bag lunches, flyers, emails, etc.

• Distribute brochures, business cards, copies of the monthly newsletter, and other EAP materials to your department's employees

• Post the EAP posters in highly visible areas to facilitate promotion of services

• Protect and maintain the confidentiality of all EAP and employee/client information for your department

• Advertise and encourage your employees, supervisors and managers to attend MHN's orientation sessions for employees and supervisors given in your area

• Conduct and/or coordinate EAP training and orientation sessions for supervisors, managers, and employees for your department

• Ensure employees and all levels of management are educated about the EAP procedures, services available, how to access services, and confidentiality of all EAP information for your department

• Consult with your department's supervisors and managers on how to appropriately use EAP as a resource tool in addressing job performance issues

• Serve as the liaison between your department, DPA and the EAP contractor regarding EAP issues

• Ensure a separate contract (STD. 213) between your department and the contractor is in place for CISDs and special services

• Contact the contractor to set up CISDs or other special services for your department

• Ensure that invoices received from MHN for CISD's and other special services are paid timely

MHN:

• Provide a full-time Senior Account Executive for the State to communicate with on customer service issues and other topics

• From a clinical perspective, provide guidance to departments on the best way to address EAP needs, including CISD or special training

• Provide counseling, assessment and referral services for eligible employees and dependents

• Conduct Statewide supervisor and employee orientations

• Provide assistance and speakers for EAP coordinators meetings and annual forums

• Conduct T4T sessions for departmental EAP coordinators

• Provide clinical expertise and conduct CISD, specialized orientation and training as requested by departments within the terms of the master contract

• Provide management consultation services to supervisors and managers who would like to discuss their employees' job performance issues

• Provide required quarterly and annual reports to DPA, State departments and labor unions

• Publish and distribute brochures, handbooks, posters, monthly newsletter, and provide articles for the Monthly Update