Supervisor Orientation

Supervisor OrientationEmployee Assistance ProgramAugust 2013Experience providing counseling services for over 13 yearsWoman owned, small business located in Eureka, MissouriThe Right Solution - 1-800-604-4371 : 314-374-1620

A little about me..Owner of The Right Solution15 + years experienceInvolved in all contractsMaintain clinical caseloadOutreach and developmentThe Right Solution - 1-800-604-4371 : 314-374-1620What is EAP ?Employee Assistance Program ServicesCost-effective management tool designed to help employees cope with problemsConfidential serviceCounselingReferral servicesFollow up

The Right Solution - 1-800-604-4371 : 314-374-1620What services do we provide?First, we promote the programTrainings and newslettersSecond, we offer options to you and your employeesMultiple methods of accessSelf or supervisor referralCustom website access3 counseling sessions (offered at no cost)Supervisor/Management consultations

The Right Solution - 1-800-604-4371 : 314-374-1620How do employees begin to use the service?Employees may contact the EAP directly and independently or they may be encouraged by their supervisors There is no cost to the employee to contact the serviceAll services are confidential

The Right Solution - 1-800-604-4371 : 314-374-1620Program services3 counseling sessions at no charge to employeeOffered telephone or video conferenceFollow up and case managementServices needed beyond EAPRefer based on health insurance coverage

The Right Solution - 1-800-604-4371 : 314-374-1620What happens when you call?A brief clinical assessment will be conducted to determine the appropriate level of careStaff at The Right Solution will work with you or the employee to facilitate a referralStaff are licensed, experienced clinicians

The Right Solution - 1-800-604-4371 : 314-374-1620Voluntary or InvoluntaryInvoluntary (aka Mandatory)Work performanceRequirement to maintain continued employmentVoluntary Self referralSupervisor encouraged but NOT mandatory

The Right Solution - 1-800-604-4371 : 314-374-1620Your role as a supervisorBe concerned with job behavior and performanceRemain alert to changes in normal work pattern/behavior/productivityTake action when the welfare of the employee and/or the organization is at risk

The Right Solution - 1-800-604-4371 : 314-374-1620Your role is not:Diagnose the employees personal problemTake on the employees problem and try to handle it aloneBe a counselorCover-up for the employee or ignore work performance problemsDespite your human feelings of concern for somebody under your supervision, you are responsible for their work performanceYour role is to address the job performance. Let the EAP address the personal problems with the individual

Please note: Being seen by the EAP does not protect the employee from further disciplinary actions. These decisions are based on work performance, not whether an employee is seeing the EAP.

Prior to referralAsk yourself a few questions:Has the problem been discussed with the employee in specific terms?Is there written documentation regarding the performance problem with concrete expectations and suggested solutions?Has the employee been given a sufficient amount of time to remedy the situation once he/she has been made aware of the problem?Have you suggested to the employee that it may be helpful to contact the program directly?

Create a planWhat steps should you take?Your EAP plan is here to help YOU manage the steps along the way

Step oneAs a supervisor you must pay attention to the following observable performance behaviors:Absenteeism and/or tardinessErratic work patternsDifficulty in concentratingChanges in behavior or relationshipsDifficulty in making changesConfusionSigns and symptoms of potential substance abuseViolations of company policyLowered job efficiency

Step twoDOCUMENTATION Be specificIn most cases your running log should include the following information:Who, when, where, what these should be specific, concrete, objective observationsSpecific interventions you makeAction plansExpectations and time frame for improvement

Why document?The pattern of behavior you suspected may not be there after allHuman Resources will need documentation to take any actions, should that be necessaryThe documentation will be helpful during the next meeting with the employee

Step threeWrite down work-related behavioral concerns or refer to the documentation you have already written. Are your concerns and documentation observable, concrete and specific?Can you support your position?Can you cite events or examples?Talk to your supervisor. Keep the focus on the performance issues.

Step fourAssess the situation from the employees point of view. Whether on your own or through a consultation with EAP, you can try to anticipate how the employee is likely to respond to what you have to say.

When conducting the interview, help the employee understand the specific job performance problems and what the employee needs to do to correct the problem(s) and that the employee is expected to improve performance.

Maintain support for the employee during the interview. Look for an acknowledge employee strengths and listen to their point of view. Be sure to keep focus on job performance. Set a time period in which you expect the employee to improve job performance.

Supervisor checklistBe sure any referrals that you make to the Employee Assistance Program are based solely upon job performance; persons who have problems not affecting their work have access to the program directly.

Suggest self-referral to your employee when early signs of performance decline occur.

Stress confidentiality the referral information will not be part of the personnel record.

Utilize specific documentation when identifying problem performance areas to employees.

Communication tipsBe empathetic and understandingDont try to cheer up a depressed person by minimizing their concerns. Example: Starting a statement with its not that big of a deal or at least its notAvoid critical or shaming statements. Keep focused on present concerns not giving lists of every mistake that has been made in the pastEmpathize with feelings of sadness, grief, anger and frustration, but dont try to diagnose or be their counselor

The Right Solution - 1-800-604-4371 : 314-374-1620Dont insist that depression or sadness are the wrong feelings to be experiencingDont say I know how you feel or It could be worse or It will work itself outKeep in mind your role as a supervisor and maintain workplace boundariesDont use words such as: crazy, insane, nuts or those people

The Right Solution - 1-800-604-4371 : 314-374-1620Dont use yourself as the example to compare to your staff Encourage them to contact The Right Solution for their mental health concernsIf they are immediately at-risk such as life-threatening statements or expressing a desire to end their life, call a suicide hotline (1-800-273-8255) or 911

The Right Solution - 1-800-604-4371 : 314-374-1620Employee concernsResearch has suggested that approximately 1 out of 5 employees is subject to emotional issues that could have visible, negative impact on job performance.Common trends or areas of concernsTopic suggestions for trainings

We want to help make your job easier!Contact The Right Solution at any time throughout this process for supportA supervisory consultation provides coaching to you about the management of troubled employeesYour call alerts the EAP that an employee may be referred to the program due to work performance problems

Our website..

Website log inAll usernames and passwords are case sensitiveUsername: VASupervisorPassword: EAP4Copies of all trainings and supervisor manualThe Right Solution - 1-800-604-4371 : 314-374-1620Log in

When you log in..Screen shot of page once supervisor log in

Questions.The Right Solution - 1-800-604-4371 : 314-374-1620

Asking for help isnt easy..1-800-604-4371