EMPLOYEE & FAMILY ASSISTANCE PROGRAM (EFAP) CANADA WORKPLACE REFERRAL PROGRAM · 2015-07-15 · EMPLOYEE & FAMILY ASSISTANCE PROGRAM (EFAP) CANADA WORKPLACE REFERRAL PROGRAM MANAGER’S

EMPLOYEE & FAMILY ASSISTANCE PROGRAM (EFAP) CANADA

WORKPLACE REFERRAL PROGRAM

MANAGER’S JOB AID

Employees may face a wide variety of personal concerns that may not only interfere

with their quality of life, but also with their job performance, safety and well-being. As a

manager/supervisor, it is important to maintain a healthy, productive, and safe work

environment. The EFAP is one of the most effective and valuable tools we have

available in our organization to assist you and your employees when personal problems

become personnel problems. Not only will referring an employee to the EFAP assist you

in your responsibilities as a manager, it will also give you assurance that a trained

professional will provide assistance to the employee.

Many employees seek assistance from the EFAP on their own accord. This is called a

Voluntary or Self-Referral and can be accessed by contacting EFAP at 1-800-735

0286 or online 24/7/365.

However, there may be instances when you, the manager/supervisor, recognize that

workplace performance problems may be the result of personal issues outside of work.

In these instances, you as a manager/supervisor can identify the performance issue and

remind the employee that the EFAP is available as a resource to help with any personal

issues that may be affecting performance. Your goal here is to strongly suggest that the

employee contact the EFAP. This is called a Monitored Referral and is offered

through the Workplace Referral Program (WRP) which provides professional

assessment and counselling to assist CP employees who are experiencing performance

issues at work that may be related to an underlying emotional, psychological or

substance use problem.

Please note: if the referral indicates substance use issues and the employee

occupies a Safety critical or Safety sensitive position, it will be reviewed by the

Workplace Referral Program and may be redirected to the Substance Abuse

Professionals (SAP) program for action. A notification is also then provided to

Occupational Health Services under the terms of the Company Fitness to Work

Medical Policy. The Manager will be updated of any redirection of the WRP

Monitored Referral. If the employee occupies a Non-Safety Sensitive Position, it

will be advanced to a counsellor for assessment and overseen by CP Manager

EFAP Mauro Morrone.

In situations when a monitored referral is used, although the program is strongly

recommended, the employee is aware that participation and information release are not

a condition of employment and the employee is in agreement with the referral and the

release of information.

In other cases, managers can formally refer employees to the Workplace Referral Program as a Mandated Referral. A Mandated Referral is used in cases where the employee’s job may be in jeopardy because of a specific performance issue, safety concern, rule violation or disciplinary proceeding and can be used as part of a Labour Relations or Human Resources directed Employment Agreement or “last chance” agreement. With a Mandated Referral, the employee is aware that participation and information release is a condition of continued employment and that their employer expects his/her attendance at all sessions and to comply with any recommended plans. The requirement for all Mandated Referrals needs to be reviewed with Labour Relations for unionized employees and HR Business Partners for non-union employees and must be part of an employment agreement prior to submitting the request. CP Manager EFAP can be contacted to assist you in this process. With either option, a monitored referral or mandated referral; the referring manager has the option of receiving monthly updates, notification of non-compliance, or notification at file closure with the option to receive more specific information, if required. Please note: medical and other personal information is handled professionally and shared only on a need to know basis with client consent.

MONITORED REFERRAL PROCESS

Guidelines of when to make a Monitored referral to the Workplace Referral

Program (WRP):

Workplace performance has deteriorated for unknown or personal reasons

Workplace performance issues and indication of workplace stressors or job strain

Identified health issue(s) impacting productivity or attendance

Return to Work support

Behaviour problem(s)/deteriorated on-the -job presence/appearance in the

workplace

Substance use issues suspected

Attendance issues at work

Safety concerns or serious non-compliance with rules/regulations

Keep this process in mind when you have to deal with an employee’s workplace

performance issues:

1. Review the company’s policy and documentation. Consult with CP’s Manager

EFAP Mauro Morrone for guidance prior to meeting the employee.

2. Meet privately with the employee and discuss the performance problem. Review the performance objectively and stick to the facts.

3. Explain how the employee’s behavior affects the workplace and stress the importance of the situation. Try to avoid emotional manipulation.

4. Emphasize the use of the EFAP and outline the services available to the employee.

5. Strongly recommend that the employee seek assistance from the EFAP (Monitored Referral) program.

6. Make sure the employee knows that the performance must be corrected. 7. Complete and submit the Workplace Referral Form (see below) 8. Set up a follow up meeting. 9. Document the meeting.

1. Date of Referral:

2. Referral Company Name:

3. Registration # (if applicable):

Primary Referral Contact Secondary Referral Contact

Name:

Name:

Title: Title:

Telephone: Telephone:

Email: Email:

Fax: Fax:

3. Employee Information:

Name:

Date of Birth(MM/DD/YYYY):

Employee Number:

Gender: Male Female

Department:

Affiliation: Union Non-Union

Position:

Safety Type?

Safety Critical Safety Sensitive Non Safety Sensitive

Can client attend appointments booked

during normal business hours? Yes No N/A – Employee is currently off work.

Messages: Messages:

Home: Yes No Detailed Name and Number Only

Office: Yes No Detailed Name and Number Only

Cell: Yes No Detailed Name and Number Only

Other: Yes No Detailed Name and Number Only

WORKPLACE REFERRAL PROGRAM Referral Form

PRIVATE

Best Time to Reach Client:

Preferred Location for Counselling (City):

Alternate Location for Counselling (City): *Due to the specialized nature of this service, while we will attempt to meet preferences, some flexibility may be required.

4. Regular Work Status

Full Time Part Time Casual Seasonal

5. Current Work Status

Effective Date Anticipated RTW Date

Active/In-Service

Suspended with/without Pay

WIB/Short Term Disability

Long Term Disability

Leave of Absence

WSIB/WSB/CSST

Please describe any details about the reason for the employee being off work:

Please describe any potential health issues, restrictions/limitations and/or situational concerns impacting the issue:

6. Type of Referral

Monitored Referral:

Mandated Referral (if this option is checked, it

must be part of an employment agreement) Situations where the Referral Contact is requesting the use of a

Monitored Referral through EAP Workplace Referral Program.

Although the program may be strongly recommended, the

employee is aware that participation and information release are

not a condition of employment and is in agreement with referral

and release of information.

Manager must review request with Labour Relations (for

unionized employees) and HR Business Partners (for non-union

employees) prior to making this request and must be part of an

employment agreement. Employee knows that participation and

information release is a condition of employment and that their

employer expects his/her attendance at all sessions and to

comply with recommended remedial plans including post

counselling program recommendations.

7. Reason For Referral (Please check all that apply):

Workplace performance has deteriorated for unknown or personal reasons

Workplace performance and indication of workplace stressors or job strain

Identified health issue(s) impacting productivity or attendance

Return to Work support

Behaviour problem(s)/deteriorated on-the -job presence/appearance in the workplace

Substance abuse and/or addiction suspected

Attendance Issues at Work

Safety concerns or serious non-compliance with rules/regulations

Other specified:

8. Further explanation of reason for referral:

9. What past warning action or disciplinary action was taken to resolve this issue?

10. Referral Contact Update Options:

The Referral Contact would like to be contacted by the program (Select one or

more, as required):

Monthly Update For Non-Compliance Issues At File Closure

11. Specific information the Referral Contact wishes to receive from the program? (Check all that apply):

Attendance

Counselling goals or expected impact of counselling related to the workplace issue

Referral to outside resources to address the problem

After-care recommendations

Whether or not the employee has accepted the counsellor’s recommendations

Treatment compliance

Progress and Impediments for resolution

Other as specified:

* Medical and other personal information is handled professionally and shared only on a need to know basis with client consent. 12. What observable results would the Referral Contact and the employee like to achieve from this referral?

13. If treatment is required outside of the Workplace Referral Program, will the employer be willing/able to

accommodate any additional costs Yes No Possibly

Please provide details of coverage available for extended benefits:

15. Is there anything else, specifically, that the counsellor should be aware of in preparation for the first

session? Yes No

16. Important

Has the detail of the reason for this Referral and all of the information included above, been shared with the

employee?

Yes Signed: Referral Contact

Please note that under privacy legislation, employees must be made aware of and provide permission whenever there is a transmission of their personal information to a third party. Please be aware that the counsellor will discuss the referral with the employee and obtain signed consent for reporting to the Referral Contact, as requested. If this permission is denied by the employee, Referral Contact will be notified and service needs redirected.

____________________________________________________________________________________

Employee Acknowledgement and Consent (NOTE: this section is to be completed with counsellor at first session if unable to obtain employee

signature) of (Name of Employee)

(Address of Employee)

has been made aware of the information contained in this referral to the EAP Workplace Support Program and agree to the referral. I am aware and have provided consent to the Primary and Secondary Referral Contacts, as indicated on page one of the referral form, receiving written and verbal reports with respect to my involvement in the EAP Workplace Support Program. I am aware that if I occupy a Safety Critical Position CP Occupational Health Services may also receive written and verbal reports with respect to my involvement in the EAP Workplace Support Program. Lastly, I acknowledge receiving a copy of this document for my reference.

Signature of Employee Date

Print Employee’s Name

Signature of Referral Contact Date

Print Referral Contact’s Name

Attention:

Please note that this consent is valid only for a period of one (1) year from the date of consent.

Please fax this form to the Workplace Referral Coordinator fax at: 1-866-379-1524; or email to

[email protected]

Workplace Support Program (telephone): 1-866-991-4954