Implementing 8-Hour Leave Incentive for Completing an HRA & Physical Exam

1. Implementing 8-Hour Leave Incentive for Completing an HRA & Physical Exam Courtney Greenberg, M.Ed., CHES DSHS Worksite Wellness Coordinator courtney.greenberg@dshs.state.tx.us 512-458-7111 ext. 6906

2. House Bill 1297 • Gaining Support/Updating Wellness Policy • Health Risk Assessments • Developing Appropriate Forms • Communication to Employees • Common Questions

3. House Bill 1297 • Sec. 664.061. AGENCY WELLNESS POLICIES. A state agency may: • (1) allow each employee 30 minutes during normal working hours for exercise three times each week; • (2) allow all employees to attend on-site wellness seminars when offered; and • (3) provide eight hours of additional leave time each year to an employee who: • (A) receives a physical examination; and • (B) completes either an online health risk assessment tool provided by the board or a similar health risk assessment conducted in person by a worksite wellness coordinator.

4. Get Upper Mgmt Support/Update the Wellness Policy • Get buy-in from executive management • The wellness policy should: • Define the Health Risk Assessment and Physical Examination guidelines • What is a Health Risk Assessment (HRA)? • The HRA provides an individual with information on his/her overall health status. It provides the individual with tips for making healthy changes, increases awareness for previously unidentified risks and reinforces healthy choices. • What counts as a physical exam? • The Physical Exam consists of a detailed medical history, physical examination, and age- and sex-appropriate counseling and screening tests. It is a customized exam that includes provision of evidence-based counseling and screening tests based on the patient’s health status, risk factors and personal and family history.

5. DSHS Policy(regarding HRA and PE) • Health Risk Assessments and Routine Physical Examinations • Agencies should encourage employees to annually complete a Health Risk Assessment (HRA) and receive routine physical examinations. • An employee will be allowed to devote a percentage of his or her time on the job to complete an agency approved HRA if it is available online or is otherwise provided at the employee’s work location. • An employee may be awarded eight hours of wellness leave (emergency leave) per fiscal year as a participation incentive if he or she completes: • the agency approved HRA • a routine physical examination • The employee is advised to first complete the agency approved HRA and then provide the results to his or her primary care provider during the routine physical examination. • To receive the eight hours of wellness leave, the employee must provide the following documents to the supervisor: • an agency-approved form substantiating the employee’s completion of an HRA; and • acceptable documentation of completion of the routine physical examination from the employee’s primary care provider. After viewing this documentation, the supervisor returns the original and any copies to the employees. Note: The supervisor must not request additional medical information from the employee.

6. DSHS Policy(regarding HRA and PE) • Requesting Wellness Leave • An employee may be awarded eight hours of wellness leave (emergency leave) per fiscal year as a participation incentive if he or she completes: • the agency approved HRA • a routine physical examination • The eight hours of wellness leave: • may be taken in any 15 minute increment, • must be used within 12 months of the award, and • is prorated for part-time employees. • To request the eight hours of wellness leave, the employee uses the leave request screen on the accessHR portal. The employee uses the Time Reporting Code of EMGNY (for Emergency Leave) and the Override Reason Code of WNSLV (for Wellness Leave).

7. Health Risk Assessment • Accessed through insurance provider’s website • Blue Cross and Blue Shield of Texas HealthSelect: http://www.bcbstx.com/hs/ • Community First: http://my.healthmedia.com/ • Scott and White: https://swhpah.swhp.org/ • Paper HRA

8. Developing Forms • HRA_PE Affidavit Form • Form the employee turns into supervisor • Signed by doctor & includes documentation of completed HRA • HRA_PE Affidavit Instructions • Instructions on how to qualify for the 8-hour leave incentive • FAQs

9. Communicating to Employees • Email notification from COO: • On October 20, 2008, the worksite wellness policy was revised in the Health and Human Services Human Resources Manual (Chapter 8, Section K).  The revised worksite wellness policy authorizes each agency to provide eight hours of wellness (emergency) leave for employees who complete a health risk assessment (HRA) and receive a routine physical exam.  Click on the links below to access the necessary forms and instructions related to the eight-hour wellness leave.   • HRA and Physical Exam Incentive Process Instructions: • http://online.dshs.state.tx.us/bht/HRA_PE_Affidavit_instructions.pdf • Completed HRA and Physician’s Certification of Routine Physical Exam Affidavit: • http://online.dshs.state.tx.us/bht/HRA_PE_Affidavit.pdf • HRA Frequently Asked Questions (FAQs): • http://online.dshs.state.tx.us/bht/HRA_PE_faq.pdf All DSHS employees are encouraged to take advantage of this beneficial wellness opportunity! If you have any questions about the affidavit or instructions, please contact Courtney Greenberg, DSHS Worksite Wellness Coordinator, at 512-458-7111, ext. 6906 or by email at Courtney.Greenberg@dshs.state.tx.us.   For more information on DSHS Worksite Wellness programs, please visit the Building Healthy Texans website.   Thank you. Dee Porter, COO • Posted on internal wellness website

10. Common Questions