August 1, 2013
Third Quarter Meeting
Today’s Topics
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Materials from Today’s
HRUG
Important Reminders
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CFC Dates
Staff Changes
Orientation Record
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Benefits Announcements
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2013 Benefits Open Enrollment
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ACA – Affordable Care Act
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HIPAA Revisited
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August’s EAP Webinars
Questions and Answers
Materials from Today’s HRUG

This PowerPoint and any other
materials discussed will be sent
out to all officers and HR contacts
via email after today’s meeting.
Important Reminders
CFC Dates
CFC meeting are scheduled for every Tuesday
until September 24, 2013 with the exception of
the 2 dates below. Weekly reminders with the
CFC schedule will be sent out every Monday.
 There is no CFC Meeting on August 6th
 The CFC meeting on September 4th is a
Wednesday.
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 Items
30th.
due to HR Specialist by noon on Friday, August
Please note, September 2nd is a holiday; DHQ
will be closed.
Staff Changes
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
Jen Walker had been assisting us with HR paperwork
processing while Rebecca was on leave, but Jen is
now assisting Nick on PTM paperwork. Please send all
PTM items to Jen Walker and copy Nicholas Martus.
Thank you for your patience and understanding as we
undergo some temporary and some regular staffing
changes.
HR Announcements
Orientation Record
Orientation Record Continued
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The purpose of the orientation record is to make
new employees aware of TSA policies prior to the
employee accepting a job.
Some policies, such as Non Participation in COBRA
can be a “deal breaker” for a prospective
employee.
In order to avoid an employee accepting a position
but then turning it down after approval, HR would
like to have all employees aware of all TSA policies
prior to accepting the position.
Filling out the Orientation Record
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
These items should match the PSC that has been submitted for
CFC approval. Please note, the Standard Weekly Hours,
Proposed Rate and Proposed Start Date are subject to change
depending on CFC decisions.
If you are unsure of the start date (i.e. waiting for a Permission
to Hire a Relative to be approved) you can make a notation
next to the proposed start date area.
Orientation Date/Date of 1st Paycheck
Orientation Date:

This will be the date of
when the Orientation
Record is being filled
out.
Date of 1st Paycheck:

This date will be the next
pay period on the
calendar after the
employees start date.

If you do not know the
start date, please write
next to Date of 1st
Paycheck “dependent
on start date”
Benefits Announcements
Step Up To The Plate
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2013 open enrollment will be August 1st to September 13th.
All our benefits will renew during this open enrollment to
coincide with the fiscal year of October to September.
(Medical, Dental, STD, LTD and MetLaw)
Open Enrollment for FSA will still be in December for an
effective date of 1/1/2014
We will have an active enrollment process this year. This means
everyone who is eligible for benefits will need to fill out an
enrollment form. Employee who waive their benefits will have
to provide proof they have other insurance.
Step Up To The Plate
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Employees will pay $55/month for single medical coverage
(Kaiser HMO, UHC EPO) beginning October 1st. This is a $5
increase which means $2.31 per paycheck increase. Dental will
go to $15/month for single coverage.
Please note that other The Salvation Army territories pay over
$60/month for medical benefits and other non-profit
employees pay over to $100/month.
Please refer to the Benefits Guide for the new rates on the 2party and family tiers.
Step Up To The Plate
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
There are changes to our wellness program which
won’t allow THQ to payout wellness rewards until
August 2014. Please make note of this new time
frame.
Catamaran is the new name for InformedRx for
those on UHC. New Rx cards will not be released
for 10/1/13. Only new members, signing up to
UHC will receive the new Catamaran Rx cards.
Existing InformedRx cards will continued to be
honored by pharmacies.
Step Up To The Plate
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2013-2014 Health Benefits New Wellness
Program
Our wellness program has been revamped.
Our main goal is to have employees take an active
role in their own health.
Wellness participants still have the opportunity to
earn up to $200 which will be distributed in August
2014.
Smokers have an extra $25 incentive to complete
the Alere Wellbeing smoking cessation program.
Step Up To The Plate
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Wellness Plan
The Army has teamed up with Live Healthy America (LHA) to
expand its wellness program.
 LHA believes in the power of positive attitudes and seeks to
build on the spirit of encouragement and team work.
 Our hope is you will not only benefit from our new wellness
program – you’ll also have fun and enjoy teaming with your
co-workers in the process.

Step Up To The Plate
The basis of the wellness plan is completing 5-6 challenges – each
challenge earns you a reward.
 3 out of the 6 challenges are challenges run by Live Healthy
America.
2
are self-reliant – the employees need to complete.
 1 is run by Alere Wellbeing – smoking cessation
Step Up To The Plate

Routine Physical Challenge July 1, 2013 – June
30, 2014 (12-month period)
Visit your Doc Challenge
 As
long as you have gotten a routine physical from your
physician prior to 6/30/14 and have submit your
medical verification form into THQ, you will earn your
incentive for this challenge.

Challenge 1- Physical = $50
Step Up To The Plate
HRA Challenge October 1, 2013 – June 30, 2014
(9-month challenge)
HRA Challenge
 An
Health Risk Assessment (HRA) is a questionnaire about
your lifestyle, health, nutrition and activities.
 Contact your medical provider or look at your Benefits
Guide for instructions on completing your HRA.
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Complete your HRA online and Print out your HRA
completion certificates and submit into THQ by
6/30/14.
Challenge 2 - HRA = $50
Step Up To The Plate
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Step 2 It Challenge October 28 – November 22,
2013 (4-week challenge)
Walking Challenge
 Register
on-line
 Individual or teams
 Teams registered by team captains
 Everyone receives pedometers so please register by
10/15/13.
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Pedometers will be mailed to the team captains for
distribution.
Challenge 3 - Walking = $25
Step Up To The Plate
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Live Healthy Nutrition Challenge January 3 –
February 7, 2014 (4-week challenge)
Nutrition Challenge
 Register on-line by January 3rd!
 Individual or teams
 Teams registered by team captains
 Earn points for tracking fruit, veggies, water, whole
grain, dairy, protein consumption
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Challenge 4 - Nutrition = $25
Step Up To The Plate
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Live Healthy Wellness Challenge March 3 – April
25, 2014 (8-week challenge)
Wellness Challenge
 Register
on-line by March 3rd!
 Individual or teams
 Teams registered by team captains
 Earn points for being active, losing weight, and eating
better. Designed to promote positive change for all levels.

Challenge 5 - Wellness = $50
Step Up To The Plate
Smoking Cessation Challenge October 1, 2013 – June 30,
2014 (9-month challenge)
Tobacco Cessation Challenge
 Quit at your own pace
 Quit coaches
 Nicotine replacement therapies delivered – FREE – to your
home
 Completion of the program earns you a wellness reward!
Alere Wellbeing Your spouse does not need to be enrolled in
The Army benefits to enroll in Alere Wellbeing – call Alere
today!
Challenge 6 - Smoking = $25
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Step Up To The Plate
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Contact info:
 Live
Healthy America: www.livehealthytsa.com 888282-0822
 Alere
Wellbeing: www.quitnow.net 866-QUIT 4 LIFE
Contact Info:
Step Up To The Plate
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This year OE is ACTIVE (medical & dental).
MetLaw, additional life/AD&D, voluntary STD and
LTD plans will be on a passive enrollment basis – in
other words, if you are currently enrolled in these
coverage's, your enrollment will continue into the
2013-2014 plan year.
 All
locations must print out and have completed paper
enrollment forms for all benefit eligible employees.
Step Up To The Plate
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Why are we doing this?
 Clean-up
purposes. Too many of our employees have
invalid addresses, missing dependent information, and
missing personal information.
 The Army has not conducted an ACTIVE OE for several
years; it’s time.
 To capture waiver reasons to gear up for PPACA
(Patient Protection and Affordable Care Act).
Step Up To The Plate
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Please note the DVD will also be streamed from the
passporttowellness.org website but the 2013-2014
benefits portal will not be up until October 2013.
Employees should have received the OE Postcards
at their homes by July 24th, or so.
By the 2nd week of August – Benefits Guides will
arrive at NW DHQ.
Step Up To The Plate
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Open Enrollment begins August 1st.
Open Enrollment ends September 13th. Please note
that requests for extensions will NOT be honored
as this jeopardizes our Section 125 status with the
IRS taxation rules.
Everyone who wants benefits must submit a
paper enrollment form. Anyone new to NW
Kaiser and GHC will also need to submit a Kaiser
enrollment form.
ACA - Affordable Care Act
How does the ACA effect employees now?
 All
employees who waive their medical coverage
will need to give us proof that they have medical
coverage somewhere else!
 Proof
is: copy of the front and back of their insurance
card or a letter from the other insurance holder’s employer
or insurance company.
Why are we still talking about HIPAA?
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There continues to be sharing of medical
information without the employee’s permission.
Medical information is being put on annual
reviews as why they can not perform their duties.
HIPAA Revisited
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What are HIPAA’s Privacy Rules?
 The
Salvation Army respects your privacy and
understands that your personal health information is
sensitive. According to the Health Insurance
Portability and Accountability Act of 1996 (HIPAA),
we cannot disclose your “ protected health
information to others unless we have your
permission – or unless the law authorizes or requires
us to do so.”
HIPAA Revisited
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What is Protected Health Information?

Protected health information (PHI) includes any
“individually identifiable” health information that is
maintained or transmitted through any medium (oral,
written or electronic) relating to an individual’s past,
present or future physical or mental health or healthcare.
Health information is considered individually identifiable
if it either identifies a person by name or creates a
reasonable basis to believe the individual could be
identified (through identifiers such as address, Social
Security number, dates of service, telephone number,
email address or vehicle identification number).
HIPAA Revisited
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How Is This Information Used?
 Federal
and state law allows us to use and disclose
your PHI under certain situations, such as:
 To
determine eligibility for healthcare coverage
 To transmit premium payments to a health insurance
carrier
 To provide test results to an officer of the company,
government regulatory agencies or companies that
require certain tests under contract
 For pre-employment physicals and to determine fitness
for duty for the employee’s job
HIPAA Revisited
 To
evaluate work-related injuries and comply with
workers’ compensation laws
 For requests for accommodation under the Americans
with Disabilities Act (ADA)
 To administer leave under Family and Medical Leave Act
(FMLA) (when applicable)
 To comply with OSHA, MSHA and similar state laws
 To judicial or administrative proceedings
HIPAA Revisited
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What Are Your Rights Under HIPAA?

The records we create and maintain using your medical
information belong to the company. You have a right
however, to:
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Review and get a copy of your medical information, including billing
records. You must make this request in writing, and we may deny your
request for certain information.
Ask for a change of your medical information. If you think information
about you is not correct or complete, you may request in writing that we
correct the information.
Obtain a list of disclosures. You may request in writing, a summary of
when your medical information was shared without your written consent.
HIPAA Revisited
 In
addition, HIPAA requires covered entities (such as
doctors, pharmacies and insurance companies) to
provide to you an explanation of their legal duties
and privacy practices with respect to your protected
health information. Upon request, the covered entity
must provide a written copy of this explanation to
you.
HIPAA Revisited
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How Do We Protect Your Information?
Your personal medical information is maintained in
accordance with HIPAA and/or any other state or federal
law to protect the privacy of such information. The
confidentiality, integrity and availability of any
electronically protected health information (EPHI) will be
ensured via appropriate safeguards as specified under
HIPAA’s privacy and security regulations.
 In addition, your personal medical information is
maintained in accordance with state law when such laws
are more stringent than, but not contrary to, the federal
law to protect the privacy of such information.

HIPAA Revisited
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What If A Security Breach Occurs?
 The
HIPAA Breach Notification rules require the
company to notify employees and other affected
individuals when their protected health information
is breached. Depending on the type of breach and
how many individuals are affected, this may also
involve notifying the media and/or governmental
enforcement agencies, and keeping a log of all
breach incidents.
Examples of possible breaches may include but are not
limited to:
HIPAA Revisited
 Lost
or stolen laptop, computer, flash drive, disk, etc.
 Stolen password or credentials
 Unauthorized access by an employee
 Unsecured or improper disposal of records
If you become aware of a suspected or actual breach,
report the alleged breach to your supervisor or Human
Resources Department.
HIPAA Revisited
Who is Our Privacy Officer: Leslie Hollaway
 Leslie Hollaway is also the Contact Person.
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Leslie Hollaway, Territorial Assistant Executive Director of Human
Resources
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Tel: 562-491-8357
Fax: 562-491-8557
hipaa.grievance@usw.salvationarmy.org
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If you have any questions about the process, Leslie is
your main contact, and she will be responsible for
enforcing HIPAA.
 Familiarize yourself with the Privacy Officer’s
responsibilities.

HIPAA Revisited
Responsibility of Privacy Officer
 Follow written rules.
 Any revisions will be communicated in writing.
 Review policies and procedures when questions arise.
 The material is for internal use, and while it isn’t secret, it is not
written as an explanation for persons covered by the plan so
much as for administrative reasons.
 People can request to see our policy; see Leslie Hollaway
about requests. If Leslie is not available, Keith Achterhof and
Richard Vasquez can also provide the policy.
August’s EAP Webinars
Posted Monthly on NW Divisional News
Learning how to say “no”: an important life skill
August 7th @ 3 pm ET
Change: how to adapt, cope and respond
August 14th @ 3 pm ET
Building self-esteem in children
August 22nd @ 3 pm ET
Communicating with teens
August 27th @ 3 pm ET
1-800-342-8111 www.horizoncarelink.com
User name: the salvation army
Password: eap
Contact Linda Galle for additional handouts.
Questions and Answers