HomeMy WebLinkAboutAgenda - 05-17-2005-5eORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 17, 2005
Action Agenda
Item No. _~_
SUBJECT• Grant Application to NCACC for Employee Wellness Program Funding
DEPARTMENT: Personnel
Health
PUBLIC HEARING: (YIN) No
ATTACHMENT(S):
1 -Orange County Employee
Wellness Plan
2 -Grant Application
INFORMATION CONTACT:
Elaine Holmes, Personnel Director,
extension 2552
Rosemary Summers, Health Director,
extension 2411
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To endorse the County's grant application to the North Carolina Association of
County Commissioners (NCACC) Risk Management Pool for Employee Wellness Program
funding.
BACKGROUND: Over the years, the County has provided activities to promote employee
health and wellness such as newsletter articles on nutrition, workshops on diabetes and other
health related topics, the benefits and wellness fair and lunchtime exercise group at Recreation
and Parks. Over the past year, several developments have come together to make it possible
to offer employees a targeted and more comprehensive Employee Wellness Program, These
developments are:
Decision by Healthy Carolinians program to support Orange County in development and
implementation of a model employer program to support employee health and wellness.
Blue Cross implementation of its new Employer Health Partnerships (EHP Blue) program.
EHP Blue works with employers to identify employee health care issues and provide
targeted programs and activities to address these issues including disease management
and education, physical activity/weight management and lunch and learn programs. Such
programs are offered at no or minimal cost,
In brief, a wellness program serves the following purposes: Helps keep well employees well
and improves the health of those with risk factors for poor health, through maintaining or
improving health supports increased productivity of employees who are present and feel well,
may help reduce absenteeism and disability and, over the long term, may help manage health
care costs. A wellness program addresses not only preventative health issues but also such
diseases as high blood pressure, heart disease and diabetes.
With the new opportunities for employee wellness provided by Healthy Carolinians and EHP
Blue, representatives from the Personnel Department and Health Department formed a work
group and began working with EHP Blue to assess the needs and develop a wellness program
for Orange County employees, To assist in this, a student from the UNC School of Public
Health gathered and analyzed data that includes a County vending machine survey, an
employee interest survey, an environmental scan of six major County work sites, and interviews
with department heads, The group also reviewed the aggregate Blue Cross claims analysis of
employees from 2003 and compiled a listing of existing health and wellness programs being
offered through the County. The County's Employee Relations Consortium made up of
representatives from the County departments also has been involved in providing feedback to
the work group.
After this assessment and analysis, the Personnel, Health and EHP Blue work group developed
the Attachment 1 mission statement and accompanying set of goals, objectives and strategies
to guide the first year of implementation,
The Personnel Department has identified a small amount of funding (up to $5,000) that could
be made available to the program and the Health Department has committed existing staff
resources to coordinate the program. Various other County departments also will contribute
their expertise in different areas of the program, The County will have available the materials
and programs offered by Blue Cross through its Blue Care Plan.
The Attachment 2 grant application to the NC Association of County Commissioners will provide
enhanced funding to generate interest and commitment to the program in its first year,
Specifically the grant will provide funding far health risk assessments, health screenings,
employee communications and participation incentives.
FINANCIAL IMPACT: The grant request is for $18,445 to support the initiation of the employee
wellness program in 2005-06. Depending on the first year experience, ongoing County costs
may include health risk assessments at regular intervals and associated costs for screenings for
the health risk assessment (estimated at $12,000), The programming will came from existing
resources through the County and EHP Blue.
RECOMMENDATION(S): The Manager recommends that the Board endorse the application
to the North Catalina Association of County Commissioners for the Employee Wellness
Program grant application.
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Attaclunent 1
Orange County
July 2005 -June 2006 Employee Wellness Plan
Overall Mission: To offer a wellness program to all employees which will
improve health and productivity, reduce absenteeism and health care
costs and establish an overall work environment that promotes good
health and a positive work attitude
GOAL #1
CREATE AN ENVIRONMENT THAT EDUCATES, SUPPORTS AND REWARDS
HEALTHY LIFESTYLE BEHAVIORS
Objective #1
Improve the county's nutritional environment to promote healthy eating habits of
employees.
Strategy 1:
Begin implementation of Winner's Circle for at least 3 of the top 10 most utilized
caterers for at feast 2 meal options by.lune 2006.
Implementation
Who- Orange County Health Department (OCHD), Health Promotion
Coordinator
How- Determine who leading caterers are; contact for interest; obtain and
analyze recipes; make recommendations for changes; determine qualifying
menu items and label; determine departments frequently using caterers;
promote Winners Circle caterers and encourage selection of Winners Circle
items by frequent users.
Evaluation/Outcomes
(a) Track number of caterers who adopt the program.
(b) Two healthy options available from each Winners Circle caterer by June
2006.
(c) Track healthy options purchased from Orange County Government
clients (implement by June 2007).
Strategy 2:
Analyze far Winner's Circfe criteria at least 3 out of 5 current vending machines
in County worksites and ensure at feast 3 healthy options available in each by
June 2006.
Implementation
Who-OCHD Health Promotion Coordinator with consultation from OC
Purchasing Department. Cooperative Extension will assist with assessment
and promotion.
How- Determine vending machines to target; obtain and analyze options;
identify recommendations for changes and additions and wark through
vendor to supply healthy options; label healthy options and promote.
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Evaluation/Outcomes
(a) Track number of vending machines analyzed for the program.
(b) Three healthy options available in each identified vending machine by
June 2006.
(c) Track healthy options purchased from vending machines via vendor
(implement by June 2007).
Objective #2
Improve the nutritional knowledge and eating habits of employees.
Strategy 1:
Offer at least 3 "Lunch and Learns" an nutrition for targeted audiences (i.e.
diabetes, heart health, fast food) by June 2006.
Implementation
Who- OCHD Registered Dietitian and Cooperative Extension Family and
Consumer Educator in collaboration with BCBSNC
Mow- Classes offered throughout the year through the Orange County
Training Calendar. Curriculums for presentations already developed by the
Health Department and Cooperative Extension. BCBSNC attend in order to
provide additional support and promotion far BCBSNC programs. Incentives
will be offered to increase class participation.
Evaluation/Outcomes
(a) At least 10 participants to attend each lunch and learn.
(b) Participants to complete pre and post test to gauge increased
knowledge.
(c) Ninety percent of participants will agree that sessions were useful.
Strategy 2:
Registered Dietitian to become a participating provider for medical nutrition
therapy services through the BCBSNC network by January 2006 in order to provide
this covered benefit to Orange County employees.
Implementation
Who- OCHD, Registered Dietitian
How- Complete paperwork required by BCBSNC and submit for provider
status. Once provider status established, promote services to employee
population.
Evaluation/Outcomes
(a) Registered Dietitian to become a participating provider by .January 2006.
(b) At least 10 employees to utilize nutritional counseling from Renee by
January 2007.
Objective #3
Provide toots and resources to motivate employees to increase their physical activity.
4
Strategy 1:
Identify existing walking groups at worksites and promote to expand the number
of groups and walkers by June 2006.
Implementation
Who- Employee Relations Consortium (ERC) Wellness Committee with OCHD
Health Promotion Coordinator
How- Survey all departments for existing walking groups; identify main
contact(s) for each walking group; obtain membership in walking groups
from contact person; promote the groups to the employees at, their worksite
through flyers, word of mouth, e-mail etc. at each worksite. Pedometers
will be provided to increase participation.
Evaluation/Outcomes
(a) List of groups created and distributed
(b) Increase number of employees walking on a regular basis by 10% by June
2007
(c) Increase membership within groups by 10% by .)une 2007
Strategy 2:
Offer at least 3 "Lunch and Learns" on physical activity for all employees by
.June 2006,
Implementation
Who- Orange County Parks and Recreation, BCBSNC, and OCHD
How- Classes offered throughout the year through the Orange County
Training Calendar. Each partner to develop programs for the lunch and
learns. Incentives wilt be offered to increase class participation.
Evaluation/Outcomes
(a) At least 10 participants to attend each lunch and learn
(b) Participants to complete pre and post test to gauge increased knowledge
when applicable
(c) Ninety percent of participants wilt agree that sessions were useful
(d) Conduct 3 month past-session follow-up survey of participants to
determine any increase in physical activity as a result of the sessions
Strategy 3:
Promote local Orange County physical activity, recreational, and walking
resources to all employees.
Implementation
Who- Orange County Parks and Recreation, the ERC Wellness Committee,
OCHD, and Healthy Carolinians
How- Distribute print material (i.e. maps, recreation areas, parks, gyms
w/discounts) to all 36 ERC representatives to hand out to each employee.
Evaluation/Outcomes
(a) Ninety percent of the ERC representatives hand out all materials to their
department by June 2006.
GOAL #2
RAISE EMPLOYEES' KNOWLEDGE AND ACCOUNTABILITY FOR THEIR OWN HEALTH,
WHILE ALSO COLLECTING INFORMATION ABOUT THE HEALTH STATUS, RISKS, AND
READINESS TO CHANGE OF THE EMPLOYEE POPULATION.
ESTABLISH BENCHMARKS FOR MEASURING OUTCOMES AND IMPROVEMENTS AGAINST
FUTURE WELLNESS PROGRAMMING
Objective #1
Promote and administer a confidential Health Risk Appraisal (HRA) to the Orange
County employees beginning August 2005 and annually thereafter.
Strategy 1:
Promote to 100% of employees the purpose, benefits, and steps of taking a HRA
before distribution of the questionnaire.
Implementation
Who- Orange County Personnel, OC Department Heads, BCBSNC, ERC
Wellness Committee, Health Promotion Coordinator
How- Modify already developed materials that promote a HRA for the
Orange County employees. Distribute letters with payroll to all employees;
send e-mail reminders; and hang flyers/posters in alt government buildings
at least 3 weeks prior to HRA distribution.
Evaluation/Outcomes
(a) One or more flyers/posters in all government buildings
Strategy 2:
Administer the NRA to at least 30% of employees b,y September 30, 2005.
Implementation
Who- Orange County Department Heads, Personnel Department, Health
Promotion Coordinator, Healthy Carolinians
How- Distribute the HRA to all employees during departmental staff
meetings; Departments to provide time for employees to complete HRA
confidentially, provide envelopes marked confidential for each employee to
seal and return their forms to personnel. Each envelope wilt have a slip
with participants name and dept, to be removed and placed in a box to
enter all participants in a prize drawing, all who complete HRA will receive
an incentive item as well. Forms will be collected by Orange County
personnel and sent to Wellsaurce for processing. Wellsource will send back
individual, confidential reports by mail to each participant's home address
within 4 weeks. Aggregate report will be sent to personnel.
Evaluation/Outcomes
(a) Determine participation rate based on the number of HRAs completed
versus the number of HRAs distributed.
Objective #2
Analyze aggregate data for creating a baseline and determining future wellness
programming by March 2006.
Strategy 1:
Use aggregate report from Wellsource to determine priority health needs of OC
Employees and further develop targeted wellness programs by March 2006.
Implementation
Who- Healthy Carolinians Coordinator with, ERC Wellness and
Implementation committees, Personnel and BCBSNC
How- Review aggregate HRA results; share with committee members and
partners; determine additions or changes needed within existing program to
meet any new or emerging health issues
Evaluation/Outcomes
(a) Develop a report with analysis, baseline data and recommendations to
present to department heads
(b) Supplement existing wellness programs if needed with any initiatives
suggested by the data
Objective #3
Provide feedback to employees who completed the HRA as to what HRA Personal
Report means and programs/services available to help by December 2005.
Strategy 1:
Lunch and Learn sessions to explain HRA results to employees (Goal #3 will
provide wellness program promotion)
Implementation
Who- Registered Dietician, BCBSNC representatives, Wellness Committee
members
How- Conduct information sessions at least 5 worksites, present sessions
during lunch ar staff meetings to help clarify results in personal reports
from the HRA. Promote various wellness programs and other county
resources available (see Goal # 3)
Evaluation/Outcomes
a) Track number of sessions held and number of employees attending.
Complete informational sessions by December 2005
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GOAL #3
PROVIDE EDUCATION AND PROMOTION TO INCREASE AWARENESS AND PARTICIPATION
IN ORANGE COUNTY WELLNESS PROGRAMS AND SERVICES AND THE BLUE CROSS/BLUE
SHIELD PROGRAMS AND SERVICES THAT CAN SUPPORT THEM.
Objective #1
Provide education for department heads and the Employee Relations Consortium
(ERC) on Orange County programs/services and Blue Cross/Blue Shield
programs/services. Encourage ERC members to be ambassadors to all employees.
Strategy 1:
During 2 out of the 11 monthly department head meetings provide presentations
on the Orange County and BCBSNC programiservices,
Implementation
Who- Staff from BCBSNC and OC
How- Secure two 15 minute presentations on the meeting agendas for the
department heads by June 2006.
Evaluation/Outcomes
(b) Perform 2 training presentations for the department heads by June
2006.
Strategy 2:
During 2 out of the 10 monthly ERC meetings provide presentations on the Orange
County and Blue Cross/Blue Shield programs and services.
Implementation
Who- Staff from BCBSNC and OC
Now- Secure two 15 minute presentations on the meeting agendas for the
ERC by June 2006.
Evaluation/Outcomes
(a) Perform 2 training presentations far the ERC by June 2006.
Objective #2
Educate Orange County Government employees on the Orange County
programs/services and the BCBSNC programs/services in order to increase awareness
and participation.
Strategy 1:
Create and/or distribute program informational flyers/posters and other
materials in all government buildings and worksites and to individual employees,
Implementation
Who- BCBSNC staff provide program promotional materials. Orange County
staff will create internal promotional materials. Department on Aging will
provide materials on pre-retirement planning to include, Senior Center
activities, Wellness Activities, RSVP program. Cooperative Extension will
provide information about programs open to employees on a variety of
topics. OC Recreation and Parks wilt provide materials on their programs.
ERC members will distribute.
How- Hang flyers/posters and distribute materials in all government
buildings and worksites. Distribute flyers on programs via interoffice mail,
staff meetings, and/or by placing in common areas by .)une 2006
9
Evaluation/Outcomes
(a) Flyers developed and distributed to employees
(b) Materials promoting various OC programs distributed to employees
(c) One or more flyers/posters in alt government buildings and worksites by
June 2006.
(d) Track program participation of employees in BCBSNC programs
(e) Increased number of employees participating in OC wellness, DOA, R&P,
Cooperative Extension and BCBSNC programming
9
10
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Covering the counties that
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Wellness Grant Program
Pre-Assessment Tool
Pre-Planning Checklist
Criteria for Approved Programs
Proposal for Wellness Program
Program Budget
11
Purpose: Through the approval of the Risk Management Pool Board of Trustees, the Poois
are offering a Wellness Grant Program to counties who have participated in the
Group Benefits Pool for at least 12 months, The grant offers initial money to start-
up worksite wellness programs. The goals of a wellness program should begin
with the premise of developing employee awareness -that their action or inaction,
impact their health. The anticipated end result for a wellness program should be
cost savings in the form of decreased claims, reduction in absenteeism by
improving employee well-being, increasing productivity, and heightened worker
morale,
Qperation: The grant program has been developed in a similar fashion to the Pool multi-pool
discount program. Depending upon the number of Poois in which a member
participates, and the number of covered lives based upon the Group Benefits Pool
data, drives the amount a member can receive in grant money, The money
designated for this grant program is on a first respond, first approved basis and is
only for members starting a wellness program. If a county opts to develop a
wellness program for a specific department, the grant awarded will be based nn
the number of Pool covered employees in that designated department(s) only, A
member initiates the process by completing the enclosed application with their
Marketing Representative who then presents the application responses to the
grant review committee. This committee meets quarterly to review grant requests
and notifies the candidate in writing approximately one week after the committee
has rendered its decision,
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Eligibility:
The following criteria shall apply to any member wishing to apply for a Wellness Grant:
1, Any county who receives medical coverage through the Group Benefits Pool and has
participated in the Group Benefits Pool for at least twelve months is eligible to apply.
2. There must be a written commitment to continue the program beyond the first year from
a management level staff member who also has financial authority to do so.
3. The county or county entity who receives a wellness grant must begin the program
within 9(1 days of receiving the grant money and operate for at least nine months of the
calendar year.
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NC Association of County Commissioners
Risk Management Pool
Wellness Grant Program Pre-Assessment Tool
Member: Name of Person Title of Person Phone of Person
Orange County Completing Completing completing
Assessment: Assessment: Assessment:
Maria Hitt Senior Public Health 919 968-2033 x 291
Educator, Healthy
Carolinians
Coordinator
Mailing Address:
P O Box 8181, Hillsborough, NG 27278
Name of person Title of person Phone of person
coordinating coordinating coordinating the
wellness program: wellness program: wellness program:
Ellen Young Senior Public Health 919 968-2022 x 292
Educator, Health
Promotion
Coordinator
The wellness The wellness program will be available only to the following
program will be department(s):
available to all
employees:
Yes
No ^
Have you Have you received Have you made a Please estimate the
investigated the the EHP analysis decision upon what post of the EHP
EHP program from BCBS NC? programs outlined programs you wish
through BCBS NC? in the EHP analysis to implement:
you will implement?
Yes ® Yes ® Yes ® $20,000 annually
No ^ No ^ No ^
If you have not received an EHP analysis from BCBS NC, are you interested in learning
more about EHP?
Yes ^
No ^
14
List the departments who will be a part of the wellness program and the number of employees
assigned to each location, If a department does shift work, indicate the number of employees per
shift.
see
to
The following questions seek to understand what the member is thinking in terms of a wellness
program and whether one has existed in the past.
Explain your interest in starting an employee wellness program. Why do you wish to
start a program?
To improve emplcyee health and productivity, reduce absenteeism and healthcare
costs, and establish an overall work environment that promotes good health and a
positive work attitude.
What are the anticipated results you expect from a wellness program? Within what
timeframe do you expect these results?
We hope to ultimately decrease absenteeism and reduce healthcare costs within 5
ears.
Have you done any wellness activities in the past?
Yes
How long did ycu do those wellness activities and why did they stop? We have offered
several fitness challenges over the past few years that were time-limited. People would
record their physical activity for a period of 2 or 3 months and then prizes and incentives
would be offered at the end of the challenge for those who achieved the most. W e have
also included health related articles in cur employee newsletter on a regular basis over
the past year. Without a designated wellness coordinator it has been difficult to offer
on oin wellness activities.
What types of on-site programs exist for your employees today?
trainin and classes are offered eriodicall
When was the last time you conducted a health fair or employee health screening
event?
October 2004 at Em to ee Benefits/Health Fair
15
Wellness Program Pre-Planning Checklist
The following are key components of successful wellness programs, These questions are
included to help you to think about the areas involved in putting together a program and to identify
the areas that will need attention in the planning stage,
County Support
A, Strong support from top management is critical in developing and maintaining a
wellness program.
What do you think is management's ourrent level of support?
X Very supportive
_ Somewhat supportive
_ Nat supportive at all
Do you think you will need assistance in generating management support?
No
X Yes. Please identify as best you can what type of assistance would be
helpful.
Further research/documentation to present that wellness programs are cost
Don't know
B, How do you anticipate your governing board will respond to a wellness program?
We feel the will be very supportive. Already have the support of the county
manager, personnel department, and department heads. WiII now go to County __
Commissioners with our proposal.
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2, Employee Committee
An employee-based committee with representatives from management and employee
groups is often a key component in creating a successful wellness program, The committee
generates the support, ideas, and the momentum necessary to sustain an ongoing program.
Have you used employee committees for projects orproblem-solving in the past?
X Yes
No
What was your experience?
Employees are interested in participating.
Would you consider using an employee committee for the wellness program?
Yes
X Yes, already have one
No
Don't know
3. Financial Resources
The costs of a wellness program can range from low-budget to expensive, The costs vary
according to the type of activities in the program, whether costs are shared with employees,
and what local resources are available,
Do you anticipate: (Check one)
X Your wellness program will be low-budget.
_ You will have adequate funding available,
Don't know at this time,
4, Staff Time
Wellness programs require a commitment of staff. The coordinator needs adequate time to
coordinate program activities. Committee members need time to attend meetings and assist
the coordinator, Time commitment varies, Use the following timetable as a general
guideline:
Program set-up: 16-36 hours
Meeting time during first year: 2 hours per month
Responsibilities between meetings during first year: 2-4 hours per member
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Will the coordinator and committee members have adequate time to design and implement
your wellness program?
X Yes
No
Maybe
5. Employee Survey
In order to properly plan a wellness program, it is essential to know both the health needs
and interests of employees and management. By knowing those, you can plan and offer
wellness activities that meet both the health needs and interests of your employees.
A, Would you consider using an employee interest survey to help in planning the
activities of the wellness program?
X Yes (Have already done one)
No
Maybe
B. Is someone available to collect and analyze the data from the employee survey? (The
person does not need to be a researcher or data specialist.)
X Yes
No
6. Communication
Employees need to know about the program and schedule of activities in order to make
decisions about participating. Memos, bulletin boards, newsletters, payroll stuffers, posters
by the coffee pot and in the lunchroom or restroom, departmental meetings, and
announcements are frequently used to inform employees about wellness activities,
A, Which of the above communications options would work in your work setting?
We plan to use posters, flyers, newsletter, website, a-mail, and our
Employee Relations Consortium members to "qet the word out."
B. How do you currently inform employees of activities or policies?
Newsletters, a-mail fivers
is
Program Resources
Every program will require resources. Your county probably has many existing resources
you can use. What resources are readily available? (Check appropriate categories).
X Rooms for workshops or brown bag lunchtime sessions
X Rooms for exercise classes
Showers
_ Exercise equipment
X Outdoor area for a running or walking course (some locations)
X Movie projector or VCR/TV
X Staff to take blood pressures (i.e., paramedics, lay experts, or nurses)
X Weight scales
X Blood pressure monitoring equipment
X Staff to do graphics for posters, newsletters, and announcements
X Staff to lead classes
X Community Resources to teach classes or provide screenings: (check all that apply)
American Lung Association
American Cancer Society
American Heart Association
X Local Health Department
Local Hospital Resources
Local M. D.'s
Local Physical Therapists
Local Nurses
Local Health Club
Voluntary Agencies (Specify which ones:)
X Local Universities
X Local YMCA
Local YWCA
Local Vendors (Specify which ones:)
Other (specify):
Blue Cross Blue Shield of North Carolina
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8. Incentives
In addition to knowing about the program and schedule of activities, employees also need to
be motivated to participate, A variety of incentives are used to encourage employees to
participate in wellness activities. The employee committee mast frequently determines the
type of incentives used. Would your county be interested in providing incentives such as:
(check all that apply)
Financial incentives
Time off
X Flexible schedules
X Programs on work time
Share casts with employees
X Pay entire costs for employees (on HRA)
Awards (plaques, trophies)
X Prizes
9, Program Evaluation
In arder to improve the program and to identify results and outcomes from the program, it is
important to monitor and evaluate the program regularly. If you keep track of one ar two
factors that are important to your county (i.e„ absenteeism, workers' compensation claims),
you can perform an effective program evaluation.
A, Do you currently have a system to track the following:
Yes No
1. Absenteeism X _
2, Workers' Compensation Claims X _
3, Accident Frequency X _
4, Accident Severity X
B. If you do not currently have a system for tracking the above statistics, are you
able to develop a system?
_ Yes _ No
10, Timing
The timing for when to begin a wellness program is an important consideration, If you have
recently implemented a major change far employees in some major departments, it may be
best to wait before implementing another program right away.
Have you implemented a major change program within the last twelve months?
X Yes _ No
Which ones? Converted all employees to BCBS insurance plan
What were the employees' reactions?
Employees have accepted the change well and part of our plan includes educating
all employees about the benefits available through BCBS. _
11, Do you think you are ready to start a wellness program? X Yes _ No
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NC Association of County Commissioners
Risk Management Pools
CRITERIA FOR APPROVED WELLNESS GRANT PROGRAM:
Review of pre-planning program checklist with the Marketing Representative
prior to official proposal submission.
2. Submission of the Wellness Grant Program proposal at any time during the
fiscal year, Grants will run a twelve month cycle.
3, Employee communication requirements:
- Establish in-house Wellness Committee
- Wellness-promoting work area bulletin boards
- Management launch letter announcing program
- Workplace newsletter if employee group is larger than 10Q
employees (at least quarterly)
4, Required program components:
Annual employee screening (such as health risk appraisal or other
approved multi-variable health risk assessment program)
Hypertension (high blood pressure) screening offered to all
employees (at least annually)
Back videos available through the shared video library online at the
NCACC RMP web site. (inexpensive program materials will be
provided on an exact cost basis)
- "Health Care Consumerism" eleven-part series (available for loan
through the NC League of Municipalities) offered to all employees
Additional Program Components (Choose at least three):
Workplace Smoking Policy (Must be new to qualify)
Smoking Cessation Sessions (American Lung Association, American
Cancer Society or other approved community based groups)
X Weight Management (Weight Watcher's, Noonliter's or other
approved community based weight control groups)
Cancer Screening Program (breast, lung, prostate, testicular, colon or
skin)
X Nutrition Program (Smart Shopping Tour, Lowfat Cooking
Demonstration or other approved nutrition session)
CPR (Adult,lnfant/Child)
First Aid
X Health Fair
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Fitness Testing
X Fitness Activities
X Brown Bag Lunch 'N Learn Wellness Seminars (must have at least
four sessions per year)
Other as approved
6. Data Collection Requirements For Evaluaticn:
(Annual RMP Report-Current Fiscal Year)
- Sick Leave Utilization (unscheduled absenteeism figures)
Worker's Compensation Claims (number, type of accident, and claims
cast)
Wellness Program Participation Rates (numbers of employees
participating in Wellness Program versus average numbers eligible to
participate)
Anmaal Employee Health Interest Survey (RMP staff will provide samples
on request)
- Submit Coordinator's Twice Per Year Feedback Report (Initial report due
after first quarter funded; second report due during the last quarter
funded)
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FEEDBACK SHEET FOR RMP WELLNESS PROGRAM COUNTY PARTICIPANTS
Information from this sheet will be compiled and shared with counties around the state
unless you prefer the information not be shared as shown below.
X Yes, you can share this information
No, I prefer this information not be shared.
Your Name, Title, & Phone No.: Ellen Young
Member: Senior Public Health Educator
Number of Employees: 844 Date:
Wellness Programs that were begun during the first quarter/since first quarter (indicate
correct response). Please describe
briefly:
Interesting events that happened this quarter (topics, incentives, results, vendors, etc.):
Successes to share: _
Interesting ideas or questions that came up that I would like to "bounce off" other
counties:
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PROPOSAL FOR the NCACC RMP WELLNESS INCENTIVE PROGRAM
The County of Orange is pleased to present,
for your approval, the following plan for an employee wellness grant with the risk
Management Pools for the Year 2005-06
This plan was presented to John Link (County Manager) and was approved on March
29, 2005.
Projected Total Upcoming Year Wellness Budget: $18,945
INSTRUCTIONS:
The following three sections of the proposal must be completed:
A description of your wellness program describing the employee health risk
screening, blood pressure screening, back injury prevention program, health care
consumerism series, additional program component options, and communication
activities planned.
2. Projected program budget for upcoming year. (List expenditures by the following
categories: health risk assessment screening, hypertension screening, back injury
prevention program, additional program options, communication activities, and
other activities planned).
3. Program timeline.
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SECTION 1. DESCRIPTION OF ONGOING WELLNESS PROGRAM
Number of employees eligible to participate: 844
1. Describe the mission and goals of your ongoing wellness program and
how they were developed. (Please see attached goals and objectives)
The mission of our Orange County Employee Wellness Program (OCEWP):
`To offer a wellness program to all employees which will improve health and
productivity, reduce absenteeism and health care costs and establish an overall
work environment that promotes good health and a positive work attitude"
A committee that included representatives from the County Health Department,
Personnel Department and Blue Cross Employer Health Partnership Blue Program
developed this mission, along with the attached goals and objectives.
Over the past 12 months this group has been working, along with a student from the
UNC-CFi School of Public Health, to assess the current employee wellness status in
Orange County. As part of this process, two surveys were conducted, one on
vending machine use and preference and a second on wellness program interest,
Seventeen department heads were interviewed about their attitudes and perceptions
related to employee health and wellness. An environmental scan to assess things
such as areas for exercise, break rooms, bulletin boards and access to healthy
vending options was conducted at 6 of the major worksites in the county, We also
reviewed the Blue Cross claims analysis of employees from 2003, Finally, a listing
of all the existing health and wellness programs being offered through the County
was also compiled,
The group also sought assistance and feedback from the County's Employee
Relations Consortium (ERC), a group made up cf representatives from all 30 County
departments. From this group a wellness subcommittee has been formed.
Based on ail of the data collected and feedback from employees, a set of goals and
objectives has been established with strategies for the first year.
2. Describe the involvement of both employees and management in ongoing
program planning and implementation.
As mentioned above, the Health Director and Personnel Director were both part of
the program planning committee during the first year and department heads were
interviewed for input. An Employee Relations Consortium wellness subcommittee
has been formed. A presentation of the plan was made to all department heads and
the County Manager on April 14, 2005. At that time they were asked for their
support and agreed to give it. The County Manager is very supportive and has
RMP Employee Wellness Grant Program Proposal, Orange County, NC
offered to be the first to complete the employee Health Risk Appraisal (HRA) when it
is offered in the fall of 2005,
A Wellness program implementation committee has also been formed that will be
headed up by the Health Promotion Coordinator of the Health Department. She will
assume responsibility for overall coordination of the Employee Wellness Program as
of July 1, 2005, Other members will include representatives from Recreation and
Parks, Aging, Cooperative Extension, Personnel and Blue Cross EHP. (Please see
attached wellness program committee structure with duties)
The department heads will help to promote the program within each department and
have been asked to encourage their employees to take part in the health risk
appraisal. The Employee Relations Consortium members will serve as liaisons tc
the wellness committee and help promote programs, post fliers and distribute
materials on the departmental level,
After the HRA has been completed and evaluation of the first year's programming
has been conducted, the plan far year two will be adjusted accordingly to meet any
emerging needs that become evident over the first year.
3. Describe the HEALTH RISK ASSESSMENT being planned for this upcoming
year.
A health risk appraisal will be offered to all employees in fall 2005, We will contract
with Wellsource Inc, out of Portland, Oregon. They will supply the paper surveys of
their Personal Wellness Profile Concise Plus, analyze the surveys, provide a
confidential personal report to each employee that completes the HRA, and an
aggregate report to the Orange County Personnel Department,
We will promote the HRA to employees during August and September to encourage
participation. Department heads and Employee Relations Consortium members will
help with this promotion, By late September, department heads will have distributed
the HRA to their employees at a staff meeting and will encourage participation, By
early October, the employees will have completed and returned the tiRA to
Personnel to be sent to Wellsource for analysis.
In addition, we will offer screenings for blood pressure, cholesterol, glucose and
body fat analysis to employees as part of the HRA, This screening will be offered
via the Health Department in a group setting for employees.
Employees will be offered an incentive if they complete the HRA and will also be
eligible to enter a drawing for a group of larger prizes as well, We may also
organize a small competition between departments to encourage participation. The
employees will have an opportunity tc complete the HRA's confidentially, and be
given envelopes to seal the surveys in upon completion to ensure confidentiality.
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The employees Personal Wellness Profile will be sent to the employees' home.
Aggregate results will be sent to the Personnel Department. The wellness
committee will offer sessions to help employees interpret their results and
understand their Personal Wellness Plan.
The results of the aggregate report from the HRA will be used to create the
strategies for the wellness program over the next two years. If new issues are
raised that were not included in the original goals and objectives, additional
objectives and strategies will be developed.
4. Describe how the annual BLOOD PRESSURE SCREENING and follow-up of
hypertensive-identified employees will be conducted.
Blood Pressure screening will be offered by Emergency Management staff, Chronic
Disease Adult Health Nurse from OC Health Dept, and volunteer nurses from the
Health Department Public Health Service Corps at the annual Employee Benefits
and Health Fair in October 2005. Follow-up protocols as developed by the Health
Department will be utilized, which will include referral to their personal physician, if
no physician is named, afollow-up visit will be offered by the OC Health
Department.
5. Describe how the BACK INJURY PREVENTION program will be conducted.
Be specific in discussing which employee group(s) will be selected to
participate and the rationale regarding their selection (ideally, target all
employees)
A special program on back injury prevention can be offered to employees through
the training calendar. In addition, worksites with a high number of injuries will
receive additional materials on back injury prevention and will be encouraged to
attend the education session.
Blue Cross provides help for members with back pain through Health Line
Blue. Currently, members with low back pain who are identified as being likely to
incur high costs aver the next year receive a mailing from Health Line Blue
encouraging them to call and engage in health coaching about their condition. In
addition, outbound calls from Health Line Blue registered nurses are made to
selected members who are experiencing back pain. These mailings and outbound
calls rely on claims data to identify the members in need.
6. Describe how the HEALTH CARE CONSUMERISM PROGRAM SERIES will
be conducted in your work setting.
Once the series is developed by the NCACC, we will offer it through the County as
part of the employee-training calendar. In the meantime, we plan as part of our
wellness program to educate management and employees abcut the programs and
benefits that are offered by Blue Cross including the HealthLine Blue and Decision
RMP Employee Wellness Grant Program Proposal, Orange County, NC
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Support to help people make health care decisions in a careful and thoughtful
manner in order to help reduce costs,
7. Describe OTHER KEY ACTIVITIES in your wellness program plan this year
As described in the attached goals and objectives for the OCEW P, we will offer at
least six lunch and learn sessions on nutrition and physical activity, We will make
efforts to improve selections in the vending machines and label vending for healthy
choices. We will work to improve healthy selections from frequently used caterers
and to encourage healthier choices by those ordering catered food for county
functions, We plan to organize walking groups at County worksites. We also plan
to promote programs via Blue Cross such as Blue Paints that encourage physical
activity, We will promote programs offered by various County Departments such as
exercise classes through Recreation and Parks and pre-retirement planning through
the Department on Aging,
8. Identify your efforts to motivate or provide INCENTIVES for employee
participation.
As mentioned previously, incentives will be provided for those who complete the
HRA, We will also work with our partners at Blue Cross to provide incentives for
employees participating in lunch and learn programs and the Ccunty Manager has
agreed to provide some funds to help purchase incentives as well, We will also
seek donations for incentives, All of the incentives will be health related such as
water bottles, exercise stretch bands, pedometers or hand weights, for the lunch
and learn sessions and for the drawing after the HRA, larger prizes such as gym
memberships, free classes, or massage certificates may be offered,
9. Describe how you will COMMUNICATE and promote the County wellness
program to the Board of Commissioners, management and department
heads, and general employee population.
As stated in question number 2, we have already presented the overall plan to the
Department Heads and the County Manager, We have also presented the goals
and objectives to the Employee Relations Consortium for their approval, We will be
presenting the plan to the Orange County Board of Commissioners in May 2005.
We plan to use the members of the ERC and department heads to help Canvey
information to each department, We will use the bi-monthly employee newsletter
Orange Alive as a means of communication to employees and management,
Health related posters and flyers on specific programs will be displayed on bulletin
boards in the worksites and e-mails will be sent as needed, All wellness related
programs will be listed in the employee training calendar and this will be posted on
the Intranet and distributed electronically via the e-mail network,
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10. In addition to the above specified activities, the County agrees to complete
the following eligibility requirements for the Risk Management Pool (RMP)
Wellness Incentive Program;
• Wellness-promoting bulletin boards in prominent locations (please specify
locations . Employee break areas at Southern Human Services Center, Whiffed
Human Services Center, Government Services Center (GSC) and GSC annex,
EMS, Public Works, Motor Pool, and Carr Building.
• Bi-monthly health newsletter - Tc be included in Orange Alive
• Workplace newsletter if employee group is larger than 100 employees -Orange
Alive is currently published bi-monthly and distributed to all 844 employees.
• Submit RMP Annual Evaluation Data: sick leave utilization (unscheduled
absenteeism figures), workers compensation claims (number, type accident, and
claims cost), wellness program participation rates (employee participant numbers
versus average numbers eligible to participate), and annual employe health
interest survey summary.
• Submit Coordinators Twice Per Year Feedback Report (Initial report due after
first quarter funded; second report due during the last quarter funded)
• Submit year-end summary to the RMP Wellness Committee
11. Describe workplace changes or policies that support your wellness
program (i.e. smoke-free workplace, nutrient listing near vending
machines, flex-time, etc.
Orange County is already a smoke-free workplace. We implemented a water
pitcher program last year to encourage that water be served at all County meetings
and functions, We currently offer a liberal flex-time policy sc that employees can
workout over the lunch hour or, work early or late to accommodate making a trip to
the gym or the like,
The plan for the coming year will include changes and labeling to vending and
working with county caterers to offer more healthy options,
12. Describe evidence of the governmental unit's long-term commitment to the
targeted risk program and future plans to make the program self-
sustaining.
County management and personnel have made a commitment to support this
program over the long-term, A position within the County Health Department has
been reconfigured in order to provide a coordinator for the Wellness program,
Management has stated that employee health is a top concern and they understand
that it will take time to create change in employee health behaviors that will result in
a healthier and more productive workforce, They are prepared to support the
program into the future.
RMP Employee Wellness Grant Program Proposal, Orange County, NC
SECTION I1. PROJECTED PROGRAM BUDGET FOR 2005-2006 YEAR
Present the budget by type of expenditures. Be specific:
Expenditure Cost
(List using the following categories)
Health Risk Assessment screening
840 questionnaires ($1.30 ea) $1,092
7 pg report for 600 employees that complete HRA ($8 ea) $4,800
Cost of mailing reports to home (,60 ea) $ 360
Aggregate group report $ 55
Executive summary $ 35
Incentives for participation 3 000
$9,342
Cholesterol/Glucose/Body Fat Screening supplies for 500 tests
2 Instant Cardio Check Instruments @ $164/ea $ 328
20 vials of Test Strips @ $85,95 per vial of 25
(Total Cholesterol & Glucose an 1 strip) $1,720
5 boxes of Safety Lancets $30/box of 100 $ 150
20 boxes of 40 ul Heparinized Glass Capillary Tubes $ 90
20 boxes of 40 ul Plungers @ $2.25 per pack of 25= $ 45
2 Hand Held Body Fat Analyzers $ 120
CLIA Laboratory Certificate of Waiver $ 200
Diabetes & Cholesterol Educational Materials $ 200
Paper for forms 50
$2,903
Hypertension Screening
Glass/materials for employees with hypertension $ 200
Back Injury Prevention Program
Materials and speaker fees $ 500
Additional Program Options
Incentives for Lunch and Learn sessions $1,000
Materials far Lunch and Learn sessions $1,000
Incentives for walking group participants $1,000
Communication Activities
Bulletin Boards for worksites (8) $1,000
Other Activities
Continuing Education for Wellness Coordinator $2,000
Program Total
$18,945
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Orange County Employees
Listed by Department Location
Attachment A
31
Department No. of Positions
Assigned to Location
Shift Work?
Animal Services 16 3
Board of Commissioners 10
Elections 4
Soil and Water 4
____
Mana er's _ 11
Bud et _
~ 3
Personnel 8
Finance 6
Purchasin 6
Information S stems 10
Re ister of Deeds 16
Land Records 7
Tax Assessor's 14
Revenue 12
Plannin _ 35
~
Environment & Resource Cons 6
Economic Develo ment 5
~
Social Services 148
Health 102
Coo erative Extension 13
Recreation 17
Ain 30
Human Ri hts 6
Libra 16
Child Su ort 12
Sheriff 133 121
Emer enc Services
~ 82 69
Public Works 56 16
Visitor's Bureau 6 _
Housin _
.____ 7
Solid Waste 43 3
Total 844 212