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HomeMy WebLinkAboutC31030 Employee Assistance Program (EAP)CITY OF PALM DESERT HUMAN RESOURCES DEPARTMENT STAFF REPORT REQUEST: Approve Contract No. c31030 with The Holman Group to provide an Employee Assistance Program (EAP) SUBMITTED BY: Lori Carney, Human Resources Manager DATE: July 14, 2011 CONTENTS: Contract No. C31030 Recommendation: Approve Contract No. c31030 with The Holman Group to provide an Employee Assistance Program and authorize the City Manager to execute and finalize. Funds are available in FY 2011/2012 Human Resources Professional- Other Account 110-4154-415-3090. Background: For the last six years the City has contracted with The Valley Partnership to provide an Employee Assistance Program (EAP) for its employees. In April 2011 they ceased providing EAP services to their clients due to internal organizational issues. We have not had EAP services since that time. EAP services are important in the day to day management of our employees. They provide a low cost and proven effective method to help employees and their families with various day to day life problems, such as family issues, addiction, and stress. They also allow our supervisors to refer employees whose personal issues may be affecting their productivity. The City has benefits from employees who are able to successfully manage the challenges of day to day living and devote their full attention to the challenges we face. In the past we have had employees who have suffered extremely traumatic events, the loss of a child, a spouse or a devastating medical diagnosis. EAP services have helped these employees cope and continue to be contributing members of our team. A Request for Proposal was issued and five (5) proposals were received. The proposals were evaluated based on level of services offered, availability of local providers and cost. The Holman Group offered the best mix of services available within our budget and an extensive list of local providers. They also offer a 24 Staff Report Approve Contract for The Holman Group EAP July 14, 2011 Page 2 of 2 hour phone line which provides telephone counseling whenever employees or their family members need it. I contacted public agency references and was given excellent recommendations for their company. Fiscal Analysis: Approximately $3,300 annually. Funds are available in the FY 2011/2012 Human Resources Professional -Other Account 110-4154-415-3090. Submitted by: Lori Carney, uman Resources Manager Paul S. Gibson, Director of Finance Approval: n M. Wohlmuth, City Manager CITY COUNCIL ACTION APPROVED L' DF.NIF.D RECEIVED OTHER MEETING D TE AYES: NOES: ABSENT: ABSTAIN: MOILOL VERIFIED BY: fin^ Original on File with City Clerk's Office Contract No. C31030 HOLMAN FAMILY COUNSELING GROUP CONTRACT EAP PLAN This Agreement is made by and between, HOLMAN FAMILY COUNSELING (Hereinafter "HFC") a California corporation having its principal place of business at 9451 Corbin Avenue, Suite 100, Northridge, California 91324, telephone number (800) 321-2843, and City of Palm Desert. (Hereinafter "Employer") hereby enter into this Group Plan Contract as of this 8/1/2011. RECITALS A. HFC provides Employee Assistance Program Services to employer groups, eligible individuals employed by such groups and eligible dependents, while at the same time maintaining the requisites of an independent and responsible profession; and B. Employer desires to provide its eligible employees and dependents with the benefits and services of HFC's programs. Employer covenants that their employee population is now, and shall continue to have twenty-five or more full time employees working within the State of California. C. HFC desires to enter into this Agreement to render covered services to Employer's Enrollees pursuant to this Agreement. D. Employer desires to enter into this Agreement to have HFC render covered services to its Enrollees pursuant to this Agreement. E. This Agreement incorporates by reference all exhibits mentioned and attached, including but not limited to, the Benefit Schedule/Description ("Exhibit A"). AGREEMENT 1.0 DEFINITIONS 1.1 Acute Psvchiatric Hospital. Health facility with a medical staff that provides 24-hour inpatient care for behavioral health care patients. 1.2 Annual Benefit Maximum. Total amount of money HFC will pay for authorized services provided to Enrollees by Providers per year. Enrollee will be responsible for any Behavioral Health Services beyond this amount. 1.3 Benefits Schedule. (Attached as Exhibit A.) Describes the available levels of treatments provided through this Group Plan Contract, along with required deductibles and co -payments if any. 1.4 COBRA. Is a special law that gives members a chance to keep their health plan if they lose their job, have a reduction in hours or a change in dependents status. Members will usually have to pay the monthly charges to keep the plan under COBRA. Contract No. C31030 ' 1.5 Contracted Provider. A person licensed as a psychologist, clinical social worker, marriage, family and child counselor, nurse or other licensed/certified health care professional, except Psychiatrists, with appropriate training and experience in behavioral health services, and who has contracted with HFC to deliver specified services to HFC Enrollees. 1.6 Coordination of Benefits. The allocation of financial responsibility between two or more insurance companies or health care providers, each with a legal duty to pay for covered services provided to an Enrollee at the same time. 1.7 Copayment. Fixed fee paid to a Provider by Enrollee at time of provision of services, which are in addition to the Premiums paid by the Employer. Such fees may be a specific dollar amount or a percentage of total fees, depending on the type of services provided. 1.8 Coverage Decision. The approval or denial of health care services by a plan, or by one of its contracting providers, substantially based on a finding that the provision of a particular service is included or excluded as a covered benefit under the terms and conditions of the health care service plan contract. 1.9 Covered Services: EAP services provided by Providers that are determined to fall within the scope of EAP services and covered under this Group Plan Contract. 1.10 Disputed Health Care Service. Any health care service eligible for coverage and payment under a health care service plan contract that has been denied, modified, or delayed by a. decision of the plan, or by one of its contracting providers, in whole or in part due to a finding that the service is not medically necessary. 1.11 Eligible Dependents. Includes Eligible Employee's lawful spouse, domestic partner (as defined in Section 297 of the Family Code) and unmarried dependent children to age 26 or to age 26 if the child is a full-time student. Children include stepchildren, adopted children, and foster children, provided such children are dependent upon the employee for support and maintenance. Coverage for each minor child placed for adoption immediately begins from and after the date on which the adoptive child's birth parent or other appropriate legal authority signs a written document, including, but not limited to, a health facility minor release report, a medical authorization form, or a relinquishment form, granting the subscriber or spouse the right to control health care for the adoptive child. Attainment of the limiting age of 26 by unmarried dependent children, of the limiting age of 26 by full-time students, shall not operate to terminate the coverage of a child while the child is and continues to be incapable of self- sustaining employment by reason of mental retardation (although no payment will be made by HFC for treatment of the mental retardation, other than primary diagnosis) or physical handicap and the child is chiefly dependent upon an Eligible Employee for support and maintenance. 1.12 Eligible Employ. Employee of Employer whose name appears on the list of eligible employees provided to HFC by Employer pursuant to Employer's obligations under this Group Rev. May 2008 2 79843_1 Contract No. C31030 Plan Contract. Continuation of EAP Coverage will be allowed as specified by COBRA provisions. 1.13 Employee Assistance Program Services ("EAP"). A program of comprehensive assessment, short term treatment and referral services designed to identify and make appropriate referrals for treatment of physical, mental or emotional conditions which may result in impaired employee performance. 1.14 Employee/Member: Individual who works for an employer or is a member of a trust, who has contracted with HFC for behavioral/health services. 1.15 Employer. An Employer is a company/organization that has contracted with HFC to provide Behavioral/Health Services to its Eligible Employees. 1.16 Enrollee. An Eligible Employee (and/or such Eligible Employee's eligible dependents) of an Employer who has contracted with HFC to provide EAP Services to its Employees. Employee must meet HFC's eligibility requirements, enroll in the Employer's Group Plan, and accept the financial responsibility for any copayments that may be incurred through the Group Plan. 1.17 Family. Comprised of Enrollee plus Enrollee's eligible dependents. 1.18 Fraud, Fraud is the deliberate submission of false information by a provider, enrollee, plan employee, or other individual or entity, to gain an undeserved payment on a claim. 1.19 Grievance. Any expression of dissatisfaction, whether written or oral. Members have 180 days to file a grievance with HFC. 1.20 Group Plan Contract. Agreement between an Employer and HFC providing that HFC will provide EAP Services for the Employer's eligible employees/members in exchange for Premiums paid by the Employer. 1.21 Group Therapy Session. Goal -oriented Behavioral/Health Services provided in a small group setting (one — two hours) by a HFC Provider. Group Therapy Sessions can be made available to the Enrollee in lieu of individual EAP sessions when appropriate. 1.22 Medically Necessary. Medically necessary refers to Behavioral/Health Services or supplies for treatment of an active Mental Disorder or chemical dependency that have been established in accordance with professionally recognized standards of practice. 1.23 Mental Disorder. A mental disorder is a behavioral or psychological syndrome that causes significant distress or disability, or a significantly increased risk of suffering death, pain, or an important loss of freedom. The syndrome is considered to be a manifestation of some behavioral, psychological, or biological dysfunction in the person. A mental disorder once assessed/identified by EAP, is referred for treatment under the medical plan benefits. Rev. May 2008 3 79843_1 Contract No. C31030 1.24 Mental Health Services. Behavioral/Health Services for the treatment of Mental Disorders including substance abuse that required more treatment than is provided through the EAP. 1.25 Non -Contracted Provider. Any Provider not contracted with HFC to deliver services to Enrollees. Every effort will be made to assure Enrollees are not subject to balance billing practices for services paid under the HFC Agreement. Enrollees are liable for the cost of non - emergency services provided by Non -Contracted Providers. 1.26 Outpatient Behavioral/Health Services. Outpatient Behavioral/Health Services are those Behavioral/Health Services that are provided by a Provider in his or her office or appropriate outpatient setting, covered under the employers' medical plan. 1.27 Premium. Predetermined monthly membership fee paid by an Employer for EAP coverage under this Group Plan Contract. 1.28 Prior Authorization. Approval of coverage from HFC prior to the Enrollee obtaining covered EAP services. Requests for prior authorization will be denied if not Medically Necessary, if in conflict with HFC's policies or otherwise are not covered services. 1.29 EAP Session. A private session consists of one Enrollee with a Provider and includes: 1.29.1 A 45-50 minute consultation as treatment needs dictate. 1.29.2 A 1 hour — 2 hour group therapy session. 1.30 Provider. A person licensed as a psychologist, clinical social worker, marriage and family therapist, nurse or other licensed/certified health care professional or ancillary health care healing arts, except Psychiatrists, with appropriate training and experience in Behavioral/Medical Health Services, working individually or within a corporation, clinic, or group practice, who is employed or under contract with HFC to deliver Services to Enrollees. 1.31 Serious Chronic Condition. A medical condition due to a disease, illness, or other medical problem or medical disorder that is serious in nature and that does either of the following: 1.31.1 Persists without full cure or worsens over an extended period of time; l .31.2 Requires ongoing treatment to maintain remission or prevent deterioration. 1.32 Serious DebilitatingIllness. lness. Diseases or conditions that cause major irreversible morbidity. 1.33 Urgently Needed Behavioral/Health Care Services. Medically Necessary Behavioral/Health Services required outside of the service area to prevent serious deterioration of an Enrollee's behavioral health resulting from a sudden onset of illness or injury manifesting itself by acute behavioral health symptoms of sufficient severity, such that treatment cannot be delayed until the Enrollee returns to the service area. Urgently Needed Behavioral/Health Care needs are Rev. May 2008 4 79843_1 Contract No. C31030 assessed by the EAP then referred to a treatment provider under the companies medical plan; unless immediate hospitalization is needed. 1.34 Utilization Management Committee (UMC). A committee operating within HFC whose function is to ensure both quality and cost-effectiveness of treatment. 1.35 EAP Visit: Outpatient. An outpatient session with a Provider conducted on an individual or group basis during which EAP and short term Behavioral/Health Services are delivered. The EAP sessions can include providing EAP sessions for people with acute/chronic physical health problems that are suffering from the stress/depression associated with not feeling well as a result of having a particular disease. 2.0 COVENANTS OF EMPLOYER 2.1 Premium. Employer agrees to pay HFC a monthly -prepaid Premium, commencing with the effective date of this Group Plan Contract, and thereafter on or before the first (1st) day of the month prior to the month of coverage, the sum (See "Exhibit A") for each Enrollee, per month, to be covered pursuant to this Group Plan Contract. Such rates may from time to time be adjusted in accordance with the provisions of this Group Plan Contract. 2.2 List of Eligible Enrollees. Employer agrees to compile, certify and furnish to HFC, on or prior to the first day the effective date of this Group Plan Contract, a list of the names of all persons who shall be Eligible Enrollees under this Group Plan Contract. 2.3 Late Enrollment Provisions. Late Enrollment Provisions shall not apply to this Agreement. 2.4 Required Distribution. Employer agrees to distribute to all Enrollees copies of the EAP brochure, provided to Employer by HFC at HFC's expense. Additionally, Employer agrees to disseminate any materials supplied by HFC, in accordance with legal or contractual requirements, to its Enrollees by its next regular communication to Eligible Employees, but in no event later than thirty (30) days after receipt by Employer. 2.5 Required Employer Notice to Enrollees. Employer shall direct Enrollees who wish to receive EAP Services to telephone HFC at (800) 321-2843. 2.5.1 Written notice of cancellation of enrollment according to Section 2.7. 2.6 Required Employer Notifications to HFC. Employer shall notify HFC in writing within thirty (30) days of any material increases or decreases in the number of eligible employees. 2.7 Plan Cancellation Notification. In the event of the cancellation of the Group Plan Contract, HFC shall notify the Employer in writing 30 days prior to the effective date of the cancellation. The group contract holder shall then promptly mail to each Enrollee a legible, true copy of the notice of cancellation of the contract received from the Plan, Such notice must be received by the Enrollee at least 15 days prior to the effective date of the cancellation. The group contract Rev. May 2008 5 79843_1 Contract No. C31030 holder shall also provide proof of the mailing and the date thereof to the Plan by way of a signed attestation within 3 days of such mailing. In the event the Employer fails to comply with this condition, coverage will be extended until such time HFC can comply with the mandated notice requirements. Employer shall be responsible for the cost of mailing. 2.8 Notification of Continuation Coverage to Oualified Beneficiaries. Employer shall notify qualified beneficiaries currently receiving continuation coverage, whose continuation coverage will terminate under one group benefit plan prior to the end of the period the qualified beneficiary would have remained covered as specified in Section 1366.27 of the California Health and Safety Code; of the qualified beneficiary's ability to continue coverage under a new group benefit plan for the balance of the period the qualified beneficiary would have remained covered under the prior group benefit plan. This notice shall be provided either thirty (30) days prior to the termination or when all enrolled Employees are notified, whichever is later. 2.9 Notification of Continuation Coverage to Successor Group Benefit Plan. Employer shall notify the successor group benefit plan in writing of the qualified beneficiaries currently receiving continuation coverage so that the successor plan, or contracting employer or administrator, may provide those qualified beneficiaries with the necessary Premium information, enrollment forms, and instructions consistent with the required disclosure in order to allow the qualified beneficiary to continue coverage. 3.0 COVENANTS OF HFC 3.1 Provision of Services. HFC shall provide EAP Services through Providers pursuant to the Schedule of Benefits. If an Enrollee wishes to use a Contracted Provider, such Enrollee shall telephone HFC at (800) 321-2843. HFC will then assign the Enrollee to an appropriate Contracted Provider based upon intake information that HFC will request in its telephone conversation with the Enrollee. If the Enrollee wishes to use a Non -Contracted Provider, Enrollee would do so at his or her own expense, and it shall be the responsibility of the Enrollee to arrange for services to be rendered with the Non -Contracted Provider. 3.2 Additional Services. In addition to EAP, HFC will also provide legal and financial counseling referrals to its Enrollees. 3.3 Policies and Procedure Assistance. HFC shall be available to assist Employer in developing internal policies and procedures for referring Enrollees to HFC for EAP Services. 3.4 Provision of EAP Brochure. HFC shall provide a generic Employee Assistance Program brochure to Employer and shall consult with Employer and Employer's representatives about it. 3.5 Access to HFC. HFC shall make available to Enrollees the telephone number of HFC for making appointments and obtaining information with respect to services provided by HFC pursuant to this Group Plan Contract. Rev. May 2008 6 79843_1 Contract No. C31030 3.6 Ouality Control. HFC shall establish and maintain a quality control procedure, under the oversight of the Quality Management and Utilization Management Committees. This process will govern all private and group sessions provided by Contracted Providers, in order to assure delivery of effective health care services to Enrollee. 3.7 Provider Ethics Requirement. HFC shall require all Contracted Providers and their authorized professional employees to abide by all ethical principles and standards of their respective professions. 3.8 Premiums and Benefits Increase/Decrease. HFC shall not increase the amount of the Premium to be paid by Employer, or otherwise increase the compensation to be paid to HFC by Employer for services provided pursuant to this Group Plan Contract, except after a period of at least ninety (90) days from either 1) the postage paid mailing to the Employer's business address, or 2) by hand delivery of the written notice of such increase to the Employer by HFC. If the increase is at time of renewal, then the time frame for notice of increase is thirty (30) days. HFC shall not decrease the amount of benefits to be provided pursuant to this Group Plan Contract except after a period of at least thirty (30) days from either the postage paid mailing to the Employer, or by hand delivery to Employer of a written notice of such decrease. 3.9 Provider Insurance. HFC shall require that all Providers have malpractice liability insurance coverage for one million dollars ($1,000,000.00) per each occurrence and one million dollars ($1,000,000.00) in the aggregate. 3.10 HFC Insurance. HFC will carry: 3.10.1 Comprehensive general liability insurance, $1,000,000 each occurrence (bodily injury and property damage) and business personal property insurance on all HFC facilities in the amount of $65,000, 3.10.2 Statutory Worker's Compensation insurance coverage for all HFC employees; 3.10.3 Fidelity Bond in the amount in compliance with applicable Department of Managed Health Care regulations. 4.0 GENERAL PROVISIONS 4.1 Period of Coverage. Coverage of Enrollees shall become effective on the date set forth on the signature page provided Employer has paid the required Premium, and coverage shall end on the last day of month for which Premium was paid or when this Group Plan Contract is terminated. 4.2 Annual Benefit Maximum. Payments for HFC authorized services are limited to those benefits outlined in Exhibit A. Rev. May 2008 7 79843_1 Contract No. C31030 4.3 Copayments. Enrollee and Enrollee's eligible dependent(s) are not responsible for paying copayment amounts unless outlined in "Exhibit A". 4.4 Service Specifics. EAP services shall be provided by HFC in either HFC's offices, Providers' offices, or in an office provided by Employer at a work/clinic location. Normally services shall be delivered within five business days of a request by an Enrollee. 4.5 Confidentiality. HFC will maintain the confidentiality of all Enrollee records in accordance with the Health Information Portability and Accountability Act (HIPAA) and other applicable federal and state laws. Confidentiality will be maintained, except to the extent that disclosure is authorized by the Enrollee in writing or is otherwise mandated or permitted by law. A STATEMENT DESCRIBING HFC'S POLICIES AND PROCEDURES FOR PRESERVING THE CONFIDENTIALITY OF MEDICAL RECORDS IS AVAILABLE AND WILL BE FURNISHED TO YOU UPON REQUEST. 4.6 Choice of Providers. A HFC clinician or intake specialist will refer Enrollees to Contracted Providers in their community. If the Enrollee uses a Non -Contracted Provider, the Enrollee may choose which Non -Contracted Provider to use and is responsible for arranging for services to be rendered and for any charges incurred. HFC shall not reimburse Enrollees who secure services from licensed Non -Contracted Providers. 4.7 Enrollee Reimbursement Provisions. HFC has made arrangements with its Contracted Providers to ensure that all bills are submitted directly to HFC for payment. 4.8 HFC Provider Compensation Procedure. HFC Providers are paid on a discounted fee -for - service or fixed charge per day. HFC does not use or permit any type of financial bonuses or incentives in its contracts with Providers. 4.9 Coordination of Benefits. Pursuant to the provisions below, HFC will not be responsible for making payments for services when another plan is primarily responsible for making payment for such services: 4.9.1 A "plan" is considered to be any group insurance coverage or other arrangement of coverage for individuals in a group that provides benefits or services on an insured or uninsured basis, and any governmental program providing benefits or services of a similar nature. 4.9.2 An allowable expense" is any necessary, reasonable and customary mental health expense covered by HFC and covered in full or in part under any one of the plans involved. 4.9.3 With respect to coordinating benefits with other carriers, the "primary" plan pays its benefits without regard to any other plans. The "secondary" plans adjust their benefits Rev. May 2008 8 7W3_1 Contract No. C31030 so that the total benefits available will not exceed the allowable expenses. No plan will pay more than it does without the coordinating provision. 4.9.4 A plan without a coordinating provision is always the primary plan. If all plans have such a provision (1) the plan covering the Enrollee directly, rather than an Enrollee's dependent, is primary and the others are secondary; (2) if a child is covered under both parents' plans, when two members are under the same plan in a family, the member whose birthday falls first in a calendar year is the one who will be utilized; (3) if neither (1) nor (2) applies, the plan which has covered the Enrollee the longest period of time is primary. 4.9.5 Employer shall provide HFC with any information it may have regarding other plans of its employee that may cover services provided by HFC. HFC may exchange benefit information with insurance companies, organizations and individuals, and has the right to recover any overpayment made from Employer if there is neglect by Employer in reporting coverage under another plan. 4.9.6 An Enrollee may not be covered as an Employee and Dependent on a plan, and an Enrollee's dependents may not be covered by more than one Employee. If an Enrollee is an Employee who is also a dependent of an Enrollee, the Enrollee will be insured solely as an Employee and all copayments will be waived. The spouse so -covered waives coverage as a dependent and all copayments are waived. If an Enrollee and spouse belong to different HFC plans, each of the children, stepchildren, and legally adopted children may be insured under one HFC plan only and all copayments will be waived. 4.10 Charges for Missed ApRointments. An Enrollee will forfeit one (1) EAP session for any appointment made with a Contracted Provider and not kept, except in those cases where the Provider is notified at least twenty-four (24) hours in advance of the appointment that it will not be kept or the failure to keep the appointment was due to circumstances beyond the Enrollee's reasonable control. HFC will pay for no more than two (2) late/cancel no show sessions in any one benefit year at the late cancellation/no show rate; after which enrollee will be responsible for payment to the provider at HFC's contracted rate. 4.11 Liability of Enrollee for Payment for Pre -Authorized Services. Every contract between HFC and its Contracting Providers will contain a provision stating that Enrollees shall not be responsible for payment to any Contracted Provider in the event that HFC should fail to pay the Provider for services rendered, unless such services are determined to not be covered under this Agreement. Authorized treatment by a provider shall not be rescinded or modified after the provider renders the service in good faith pursuant to the authorization. 4.12 Renewal Provisions. This Group Plan Contract is for a term of 2 years unless otherwise indicated. The Group Plan Contract will be automatically renewed annually at the same rate, unless HFC and Employer agree or fail to agree to different terms at the time of renewal or unless terminated pursuant to Section 4.13. Employer will notify Enrollees of any change to Rev. May 2008 9 79843_1 Contract No. C31030 the Group Plan thirty (30) days prior to the effective date of coverage. At renewal, any change in the benefits included in this EAP contract will constitute the termination of this contract. Should Employer wish to continue with HFC providing some additional benefits or fewer benefits, a new contract outlining the new terms and new premium, will be provided. 4.13 Cancellations, Terminations, and Non -renewal. Cancellation, termination or non -renewal of this Group Plan Contract may only be effected in accordance with the following provisions: 4.13.1 This Group Plan Contract may be canceled, terminated or non -renewed by HFC for the following reasons: a. Failure to pay. For nonpayment of the required premiums owed to HFC or failure to agree to pay the required renewal premium. b. Fraud. Fraud or misrepresentation by Employer with respect to coverage of individuals, the individuals, or their representatives. C. Noncompliance. Noncompliance means failure to comply with the Plan's participation or employer contribution requirements at time of renewal. e. In all instances of cancellation in (a-d) aforementioned, written notice will be given thirty (30) days prior to date of cancellation and cancellation will not be retroactive. Enrollment will be cancelled as of the last day for which payment has been received, subject to compliance with stated notice requirements. 4.13.2. Either party may cancel this contract with or without cause with 30 days written notice to the other party. 4.13.3. All benefits under this Contract shall cease as of the date of cancellation, termination, or non -renewal with HFC and Employer being released from all further obligations. 4.13.4 In the event of cancellation by HFC (except in the case of fraud or deception in the use of services or facilities of HFC or knowingly permitting such fraud or deception by another) or by Employer, HFC shall, within thirty (30) days, return to Employer the prorated portion, if any, of the money paid to HFC which corresponds to any unexpired period of which payment has been received, less any amounts due HFC. 4.13.5 Acceptance by HFC of the proper prepaid or periodic payment, after termination of this Group Plan Contract and without requiring new application, shall reinstate the Contract as though it had never terminated or been canceled unless HFC shall, within five (5) business days of receipt of such payment, either refund the payment so made or issue to the other party a new contract accompanied by written notice stating clearly those respects in which the new contract differs from the terminated contract in benefits, coverage, or otherwise. Rev. May 2008 10 79843_1 Contract No. C31030 4.14 COBRA Provisions. Facilitation of continued coverage under COBRA will be defined by the Employer and will be the Employer's responsibility. 5.0 EXCLUSIONS: 5.1 Services provided by Non -Contracted Providers are not an EAP covered benefit. 5.2 Treatments which do not meet national standards for behavioral health professional practice are not an EAP covered benefit. 5.3 Treatment sessions provided by computer Internet services unless specifically authorized are not an EAP covered benefit, 5.4 Court ordered outpatient treatment is covered only when Medically Necessary. Reporting to the court and interacting with the court are not covered services under this Agreement, and if requested, the requesting party will be responsible for all costs associated. 5.5 Academic or educational testing. Services to remedy an academic or educational problem are not an EAP covered benefit. 5.6 EAP Psychotherapy used as professional training and not for the treatment of a medical or mental condition, are not an EAP covered benefit. 5.7 Use of sexual surrogate, sexual treatment of sexual offenders or perpetrators of sexual violence are not an EAP covered benefit. Reporting to the court and interacting with the court are not covered services under this Agreement. 5.8 Pastoral or spiritual counseling, if delivered by a licensed therapist, will be covered under EAP benefits. 5.9 Dance, poetry, music or art therapy, are not EAP covered benefits. 5.10 Experimental or investigational therapies which are not recognized in accordance with professionally recognized standards of practice as being safe and effective for use are not an EAP covered benefit. 5.11 All non-prescription and prescription drugs prescribed in connection with an enrollee's treatment, are not an EAP covered benefit. 5.12 Surgery, acupuncture, physical therapy, or occupational therapy, are not an EAP covered benefit. 5.13 Neurological services and tests, including but not limited to: EEGs, Pet scans, beam scans, MRIs, skull X-rays, and lumbar punctures, are not an EAP covered benefit. Rev. May 2008 11 79843_1 Contract No. C31030 5.14 Acute care hospital, residential outpatient, day treatment, and partial hospital services are not an EAP covered benefit. 5.15 Assessment for the need for Bio-feedback, Neurofeedback & HeartMath is an EAP covered benefit. 5.16 Any service that is not Medically Necessary even though it is not specifically listed as an exclusion or limitation, are not an EAP covered benefit. 5.17 Any service that is not specifically listed as a covered benefit is not an EAP covered benefit. 5.18 HFC is the decider of Medical Necessity. 6.0 ENROLLEE GRIEVANCE PROCESS 6.1 Enrollee Grievance Process. Grievances will be directed to the Compliance Specialist. The Compliance Specialist will work together with the Enrollee to resolve the issue if possible. If no solution is reached, the Compliance Specialist will refer the matter to the Grievance Committee. The HFC Grievance Committee will review the grievance and within thirty (30) days from HFC's receipt of the grievance, HFC will send a written notice of the resolution. If the grievance is denied, the notice will explain how the Enrollee may appeal the decision of the Grievance Committee. 6.2 Arbitration. If the Enrollee remains dissatisfied with the decision, the Enrollee may submit a request to HFC to submit the grievance to binding Arbitration before the American Arbitration Association. Pursuant to California law a single neutral arbitrator who shall be chosen by the parties and who shall have no jurisdiction to award more than $200,000 must decide any claim of up to $200,000. However, after a request for arbitration has been submitted, HFC and the Enrollee may agree in writing to waive the requirement to use a single arbitrator and instead use a tripartite arbitration panel that includes the two party -appointed arbitrators or a panel of three neutral arbitrators or another multiple arbitrator system mutually agreeable to the parties. The Enrollee shall have three (3) business days to rescind the waiver agreement unless the agreement has also been signed by the Enrollee's attorney, in which case the waiver cannot be rescinded. In cases of extreme hardship, HFC may assume all or part of the Enrollee's share of the fees and expenses of the neutral arbitrator provided the Enrollee has submitted a hardship application with the American Arbitration Association. The American Arbitration Association shall determine the approval or denial of a hardship application. A hardship application may be obtained by contacting the American Arbitration Association in Los Angeles at 213-383-6516, in Orange County at 714-474-5090, in San Diego at 619-239-3051 and in San Francisco at 415-981-3901. 6.2.1 If the Enrollee does not request arbitration within six months from the date of the Grievance Resolution Notice, the decision of the Committee shall be final and binding. Rev. May 2008 12 79843_1 Contract No. C31030 However, if the Enrollee has legitimate health or other reasons which would prevent them from electing binding arbitration in a timely manner, the Enrollee will have as long as necessary to accommodate his or her special needs in order to elect binding arbitration. Upon submission of a dispute to the American Arbitration Association, both the Enrollee and HFC agree to be bound by the rules of procedure and decision of the American Arbitration Association. Full discovery shall be permitted in preparation for arbitration pursuant to California Code of Civil Procedure, Section 1285.05. 6.3 Treatment Denials. If a Provider or Enrollee notifies HFC of a dissatisfaction regarding an EAP authorization denial, it will be directed to the assigned staff. HFC will work together with the Provider and/or Enrollee to resolve the complaint. Within thirty (30) days from HFC's receipt of the complaint, HFC will send the Provider and/or Enrollee a written notice of the resolution. If the Provider or Enrollee's complaint is denied, the notice will explain how the Provider or Enrollee may appeal the decision. 6A EAP Denial Appeals. If the Provider/Enrollee is dissatisfied with HFC's resolution of the EAP denial, the Provider/Enrollee may file an appeal through either the American Arbitration Association. 6.4.1 Expedited reviews of EAP denials are available to Providers and/or Enrollees. In these cases, HFC will provide verbal resolution within eight (8) business hours of HFC's receipt of necessary information to make an informed decision and in writing within two (2) days of receipt. 7.0 GENERAL 7.1 HFC's Medical Necessity Philosophv. HFC's Medical Necessity Philosophy includes authorizing the most intensive treatment in the least restrictive setting because life's problems MUST be solved while engaged in life; living at home, on the job and with family and friends. At the same time, as the Enrollee starts to put into practice the coping mechanisms and life skill tools that are learned or re -awakened in therapy, we want the Enrollee to start to stand on their own without developing a dependency on a therapist. One of these tools is therapeutic/personal growth exercises which can be handed out upon the initial intake call to Holman and may be an ongoing part of the EAP process. This standing on your own can result in scheduling sessions every other week to every three/four weeks. Once ending a course of treatment and implementing the NEW coping tools for some time and as your medical needs dictate, you are always encouraged to call again, within the EAP benefit. 7.2 Antifraud Policy and Procedures. HFC makes every effort to detect, investigate, and prosecute any incidents of fraud at any level within its EAP Service. HFC contracts with a special investigator trained in fraud investigation to assist us in investigating fraud. In the event that HFC detects any fraudulent activity on the part of a Provider, the Provider's contract with HFC will be terminated. If HFC detects any fraudulent activity on the part of an Enrollee or Employer, HFC will deny Enrollee any additional benefits under Enrollee's Group Plan and Rev. May 2008 13 79843_1 Contract No. C31030 may terminate Employer or the Enrollee. Additionally, HFC will prosecute fraud to the fullest extent of the law. We also cooperate with all government agencies in a combined effort to prevent and prosecute fraud on the part of both Providers and Enrollees. 7.3 Enrollees Held Harmless. As required by California law, every contract between HFC and a Provider shall provide that the Provider accepts the payment rate under the HFC Agreement as payment in full. The Provider may not, under any circumstances bill, charge, collect a deposit, seek compensation, remuneration, or reimbursement from, or have any recourse against the Enrollee for services provided. The Enrollee is held harmless and may not be balance billed. Collection from the Enrollee of any copayments or deductibles in accordance with the terms of the benefit plan, or charges for services determined to not be covered under the plan, may be excluded from the hold harmless clause. 7.4 Approval of Materials. All materials published or distributed by Employer concerning this EAP Group Plan Contract shall be approved by HFC prior to use. 7.5 Professionalism. All parties to this Group Plan Contract agree to permit and encourage the professional relationship between Providers and Enrollees to be maintained without interference and in a manner that would enhance the confidentiality of services. 7.6 Notices. All notices provided hereunder, and by Employer's insurance broker, shall be deemed as having been properly made upon depositing the same in the United States mail, postage prepaid, and addressing such notices to HFC at its administrative office, or to Employer at the address appearing last on the books of HFC. 7.7 Entire Contract. This Group Plan Contract contains all of the provisions of the agreement between the parties hereto, and no promise or agreement not contained herein shall be binding on the parties unless the same is mutually agreed upon in writing, signed by the parties hereto and attached to this Group Plan Contract. Only an officer or director of HFC has the power to change, modify, or waive the provisions of this Group Plan Contract, and then only in writing. Consent of Enrollees is not required to effect any such change. 7.8 Assignment. Neither this Group Plan Contract nor any rights, obligations or duties under this Group Plan Contract may be assigned without the consent of contracting parties, provided however, that HFC may assign its rights, obligations or duties under this Contract to any corporate affiliate or other entity which may purchase substantially all assets of HFC or is the surviving entity in a merger with HFC. 7.9 Severability. If any provision of this Group Plan Contract is declared invalid or unenforceable by any arbitrator, court or other competent authority, the remaining provisions hereof shall remain in full force and effect. 7.10 Waiver. A failure of either party to exercise any right provided for herein shall not be deemed a waiver of any right hereunder. No party will be deemed to have waived any rights hereunder unless the waiver is made in writing and is signed by the waiving party's duly authorized Rev. May 2008 14 79843_1 Contract No. C31030 representative. No waiver of a party's right under this Agreement shall be deemed to have been effective if and to the extent waiver of such right is prohibited under applicable law. 7.11 Applicable Law. This Group Plan Contract shall be governed by and construed under the laws of the State of California. 7.12 Amendment. Except as otherwise specifically provided in this Agreement, this Agreement may be amended only by mutual written consent of the parties. 7.13 Effective Date. See Signature Page. 7.14 Employer/HFC Arbitration. Any controversy or claim arising out of or relating to this contract, including any claims for tort liability, bad faith liability, breach of contract, punitive damages or any other claim, but excluding medical malpractice claims by Enrollees, shall be submitted to binding arbitration before the American Arbitration Association. Arbitration must be initiated within six months after the alleged controversy or claim occurred by submitting a written demand to the other party. The failure to initiate arbitration within that period constitutes an absolute bar to the institution of any proceedings. 7.14.1 The arbitration shall be conducted in the state of California. The complaining party serving a written demand for arbitration upon the other party initiates these arbitration proceedings. The written demand shall contain a detailed statement setting forth the nature of the dispute, the amount of damages involved, if any, and the remedy sought. Within ten (10) business days of that demand, HFC and Employer will appoint a mutually agreed upon arbitrator. A single neutral arbitrator who is licensed to practice law shall conduct the arbitration. If the parties are unable to agree upon an arbitrator, the arbitrator shall be selected in the manner provided for by the American Arbitration Association. Unless otherwise approved by the parties, any arbitrator appointed under this Contract shall have at least ten (10) years demonstrable experience in health care and managed care issues 7.14.2 Each party shall have the right to take the deposition of up to five (5) individuals and any expert witness designated by the other party. At least thirty (30) days before the arbitration, the parties must exchange lists of witnesses, including any experts (one of each for HFC and Employer) and copies of all exhibits to be used at the arbitration. No witness may be called, or exhibit introduced, at the hearing if not included on that list, except as permitted by the arbitrator, upon a showing of good cause. A stenographic record shall be made of the proceedings, the cost of which shall be borne equally by both parties. The arbitrators shall determine the rights and obligations of the parties according to the substantive laws of the state of California. 7.14.3 Any counterclaim, cross -claim, or third -party claim for indemnity or contribution between provider and HFC in any Enrollee's action against Employer or HFC is expressly excluded from this arbitration clause, unless Enrollee's entire action is judicially required to be submitted to arbitration. Rev. May 2008 15 79843_1 Contract No. C31030 7.14.4 Judgment upon the award rendered by the arbitrator may be entered in any court having competent jurisdiction. The decision of the arbitrator shall be final and binding. The arbitrator shall have no authority to make material errors of law or to award punitive damages to or to add to, modify, or refuse to enforce any agreements between the parties. The arbitrator shall make findings of fact and conclusions of law and shall have no authority to make any award that could not have been made by a court of law. The prevailing party, or substantially prevailing party's costs or arbitration are to be borne by the other party, including reasonable attorney's fees. 7.14.5 By entering into this Contract, Employer and HFC waive their legal rights to have any dispute decided in a court of law before a judge or jury and instead accept the use of arbitration for resolving disputes arising from this Group Plan Contract. 7.15 The Plan is subject to the requirements of Chapter 2.2 of Division 2 of the Code and of Chapter 1 of Title 28 of the California Code of Regulations and any provision required to be in the contact by either of the above shall bind the Plan whether or not provided in the contract. IN WITNESS WHEREOF, the parties have caused this contract to be executed at Northridge, California. The effective date of this Agreement is 8/1/201 l . City of Palm Desert ("Employer") By: Signature Name Title Date HOLMAN FAMILY COUNSELING ("HFC") A California Corporation Rev. May 2008 16 79843_1 Signature Elizabeth Holman, M.B.A. Name Vice President Sales & MarketinE Title Date Contract No. C31030 Exhibit A EAP Benefit Schedule/Description Employee Assistance Program Benefit: 3 EAP sessions with network provider per individual household member, per problem area, per year, including Legal and Financial referrals. EAP Rate: $1.31 - Per Employee / Per Month EAP Copay: $0.00 LifeSolutions Rate: $0.25 — Per Employee / Per Month **HFC will pay for 2 (two) late cancellations or no-shows after which patient will be responsible to pay HFC provider HFC's contracted rate, Contract and Benefit Renewal Provisions: This Group Plan Contract is for a term of 2 years unless otherwise indicated, commencing on 8/l/2011 and automatically to renew on 8/1/2013 unless HFC and Employer agree on different terms at the time of renewal or unless terminated by the parties or pursuant to Section 4.16 of this Agreement. At renewal, any change in the benefits included in this EAP contract will constitute the termination of this contract. Should Employer wish to continue with HFC providing some additional benefits or fewer benefits, a new contract outlining the new terms, conditions and premiums will be provided. Employer will notify Enrollees of any changes to the Group Plan thirty (30) days prior to the effective date of coverage. 2.. Assessment: Each one of Employers employees/family shall be eligible to receive an assessment of needs as part of an initial counseling session. Such assessments consist of clinical interviews and do not include psychological testing. Additionally, HFC shall provide the following types of special assessment: a. Substance Abuse: HFC will assess the type and severity of substance abuse and appropriate level of treatment. These assessments may include face to face assessment, the use of questionnaires and/or brief screening instruments. b. Crisis or Emergency: HFC will assess a patient who presents in crisis to determine an appropriate level of intervention or treatment. Such assessments will be conducted whether or not the Member has used all of his/her EAP benefits for the Contract Year. c. Fitness for Duty: Upon request by employer, HFC will assess an Employee's fitness for duty. Such assessments are based upon information provided by the employer and on the Employee's condition at the time, with an understanding that the Employee's condition can change at any time. Employer will remain responsible for monitoring Employee's condition and for notifying HFC of any change, in which case HFC will reassess Employee's fitness for duty. Fitness for Duty EAP evaluations require an additional fee from employer. HFC will provide to employer upon request a Fitness for Duty evaluations at HFC's contracted provider cost; usually between $500 - $2,000. d. Threat of Violence Potential: Upon request by employer, HFC will assess the situation for potential violence. Employer agrees to complete all necessary forms and supply any supporting information and documentation as requested by HFC. HFC will refer the patient to a recognized threat of violence expert as indicated by the assessment. The charges for the specialist's services are not included in the compensation paid hereunder and the employer shall be responsible for all Rev. February 2004 17 Printed 7/5/06 79843_1 Contract No. C31030 such charges. HFC will provide to employer upon request a Threat of Violence Potential evaluation at HFC's contracted provider cost; usually between $500 - $2,000. e. Employer agrees to hold HFC, it affiliates, officers, directors, agents and employees harmless from and indemnify HFC, its affiliates, officers, directors, agents and employees against actions or complaints relating to any injury or damage sustained as a result of the assessment of the situation for evaluation for `fitness for duty' and/or evaluation for `potential violence'. f. Assessments for the purpose of disability determination are not provided for under this Agreement and can be added if employer wishes. g, Assessments for Holistic & Complementary Health Care are provided for under this Agreement. Short-term Counseling: HFC will provide counseling to the Members for minor problems on a short-term basis. These services will be provided throughout the United States. Locations may be changed at the sole discretion of HFC. Counseling services shall consist of outpatient psychological counseling provided by a licensed psychologist, clinical social worker, marriage and family therapist, nurse or other licensed/certified health care professional or ancillary health care healing arts, except Psychiatrists, with appropriate training and experience in Behavioral/Medical Health Services. HFC will not be responsible through the EAP, for the following treatments: serious or chronic psychological disorders, psychiatric disorders, substance abuse treatment, or conditions requiring medication. 4. Referral: HFC will provide appropriate referrals for services not covered under this Agreement (the "Excluded Services"). The Excluded Services include, and are not limited to, psychiatric/medical services, psychological testing, substance abuse treatment, long-term psychotherapy, treatment for serious & severe mental disorders (AB88) or chronic conditions, impatient or residential treatment, or other non - psychological counseling. Referrals for Excluded Services will be made to providers under Member's insurance, or to appropriate community resources. HFC will not be responsible for any charges or fees the Member may incur from such referrals for Excluded Services. 5. Case Management: HFC will provide limited case management for emergency situations or for management -referred Employees whom HFC provided a referral for continued assessment and/or treatment and progress, and communication with the treating provider. 6. Crisis Management: HFC shall provide a 24-hour crisis line for emergencies; (800) 321-2843 in the United States for access by employer and employer's employees/family. 7. HFC shall conduct Employee orientations via CD to explain HFC'S EAP services. Sites of the information programs and the expenses for those sites will be the responsibility of the employer. HFC will provide at HFC's expense, generic promotional brochures, that employer can distribute to its employees, to encourage use of EAP services. On site employee orientations can be purchased at $150/hr and $75/hr for travel. 8. HFC shall provide supervisory training, via CD to assist the Employer's managers that educates in utilizing, outlining and motivating employees in the use of EAP services. CD Training for supervisors will Rev. February 2004 18 Printed 7/5/06 79843_1 Contract No. C31030 include explanations of the EAP program, impact of behavioral problems on Employee performance, and substance abuse information. If employer wished on sites training, site of the training programs and the expenses for those sites will be the responsibility of the Employer. The Employer can purchase on site training at $150/hour and $75/hour for travel. 9. HFC shall provide supervisory consultation regarding specific Employee issues, via telephone and HFC shall provide supervisory training via CD. This confidential consultation & training is intended to facilitate appropriate referrals to the EAP program. 10. HFC shall periodically provide generic promotional materials to facilitate utilization of EAP services by Employer Members, at HFC's expense. 11. HFC shall provide quarterly and annual statistical reports of EAP utilization and other HFC services furnished to Employer Members on the HFC website. These reports shall be in HFC's generic format and no patient/names shall be identified. If employer required specialized non -confidential reports, HFC may be willing to provide such reports for an additional fee. 12, HFC shall provide periodic program consultation with Employer management regarding utilization of HFC's services. 13. HFC is available, for a fee, to provide crisis intervention at the work -site for traumatic events which affect the performance and attitude of the staff (e.g. robbery, death or suicide of a co-worker, industrial accidents or mass casualty incidents). Each incident will be assessed on its own merits, but in general, a minimum of four (4) hours advance notice is required. This service is available at all locations, upon request by Employer, for the same fee. Crisis intervention for business -based decisions (e.g. downsizing, reductions in force, etc.) may also be purchased for the same fee of $150/hour & $75/hour for travel. 14. Therapeutic/personal growth exercises may be assigned to persons calling Holman to access their EAP benefits. 15. HFC LifeSolutions. HFC Life Solutions is a work life product designed to give referrals for daily living, adoption, child care, elder care, personal assistance, schools etc. Rev. February 2004 19 Printed 715106 798431 )Si City of Palm Desert i . The Holman Group Managed Behavioral Health Care Services � fP Glenn Green Sales Executive The Holman Group 9451 Corbin Avenue, Suite 100 Northridge, CA 91324 Direct: (310) 497-4688 (800) 321-2843 (818) 704-9339 Fax Glenn GO. HolmanGroup.com lire ,..,....,.ems HOLMAN Group Table of Contents THEHOLMAN GROUP....................................................................................... . WAY 1 LEADINGTHE ............................................................................................ 2 WHAT IS AN EAP? .... 2 THEHOLMAN DIFFERENCE............................................................................. 3 INFORMATIONSYSTEM.................................................................................... EAP 4 FULLSERVICE ........................................................................................... 4 ............................................................ Plan Design Options """"""""""'.......• 4 Nationwide, 24-Hour Telephone Access........................................................... 4 Client Responsive Service .......................................... ...... ................................ 5 `LiveWell' Community Resourcing.................................................................... 5 Wellness Webinars & Live Seminars................................................................ Critical Incident Stress Management(CISM)........................................... Education & Communication Materials •••••• ........................•••.• 6 6 Supervisory Training......................................................................................... 8 Management Consultations & Referrals........................................................... 8 8 Employee Orientation.................................................................................... Legal, Mediation, Financial & Document Preparation Services ........................ 9 13 Utilization Reporting........................................................................................ Programs 14 Holman Health Improvement .......................................................... 14 Holman Website............................................................ ................................. 14 Prescription Drug Discount Card ............................. TAKING ADVANTAGE OF THE EAP............................................................... 16 16 OneCall Connection....................................................................................... 16 Assessment, Referral, Treatment.................................................................1. 16 Follow -Up .................................... ................................................................... 17 CrisisIntervention ............... ............................................................................ """"""""""""" 18 ADDITIONAL SERVICES ......................................................... 19 HOLMAN LIFESOLUTIONS.............................................................................. ....... ..................... ......................... 20 WELLCALL .................................................. 21 CLIENTREFERENCES........................................................................ 22 EAPPRICING.................................................................................................... Services for Covered Individuals ........................................... Services for Managers ........................................ ............................................ ...........••.•.....••••• 22 23 Printed 5/18111 Tl/e ;,�.....v.`, HOLMAN Group The Holman Group The Holman Group, an innovator in the behavioral health care industry, manages care for over half a million people employed by companies and union trusts nationwide. Founded in 1979, Holman is dedicated to providing top quality services and effective benefit cost control through early problem identification and resolution, clinical excellence, superb quality management and customer - focused service. We offer a full continuum of treatment options, diverse programs and an extensive nationwide service network. Holman is an organization owned and operated by therapists who are committed to making a difference in peoples' lives. Our primary responsibility is superior clinical care and customer service. We are dedicated to doing the right thing, even when nobody is looking. The best test of the effectiveness of any plan is the number of years that an employer has remained with the carrier. The employer is thereby saying that the program works, that it serves the eligible population, and that the company's human resource goals are being met. Some of our largest clients have been with us for over 10 years. Leading the Way Experience Founded in 1979, we are celebrating over 30 years of continuous dedication to superior clinical care in the areas of behavioral health, substance abuse, chemical dependency and adolescent treatment. Competence As a California Knox -Keene licensed managed behavioral health care organization since 1985, Holman has the ability to provide our clients a full continuum of behavioral health care services including Employee Assistance Programs, fully insured managed behavioral health care plans, self -insured managed behavioral health care plans, utilization review and substance abuse/chemical dependency services. Commitment As an organization owned and operated by clinicians, Holman is dedicated to providing clinically appropriate, quality services to our members. it is our philosophy that each member should be, and will be, treated as if a member of our own families. Printed 5/18/11 The HOLMAN •- . Group What is an EAP? An Employee Assistance Program (LAH) is a Keystone strategy iur ui i ipiuyul seeking a low cost, effective approach to helping members and their families resolve every day life problems including, but not limited to: • Family Issues • Job -Related Problems • Stress • Alcohol & Drug Dependency The goal of the EAP is to encourage eligible employees and dependents to seek early intervention and treatment, thereby reducing behavioral health claims expenditures by approximately 30% over non -managed care. Early intervention through the EAP enables resolution of a large percentage of problems before it becomes necessary to refer to more intensive — and costly — forms of treatment. While an EAP may or may not resolve all of the issues that your employees face everyday, it is an excellent tool to assist them with coping. Studies show that for every dollar you invest in an EAP, you will generally save anywhere from $5 to $16. This savings comes from reduced absenteeism, improved productivity, fewer workers' compensation claims and reduced medical claims. The Holman Difference As a clinically owned and operated organization, Holman assures that your employees will receive top quality services from experienced practitioners. No two clients are alike — each has individual priorities, goals and needs. As a result, Holman has the ability to tailor our plan designs to meet the needs of City of Palm Desert and fit your organizational culture. Printed 5/18/11 2 the HOLMA Group Information System The Holman Group uses the eCura° information system for our Managed Behavioral Healthcare and Employee Assistance operations, incorporating clinical, administrative, provider, referral and claims data into one information system. The combination of a flexible relational database architecture, Modules designed with knowledge specific to the industry and unique views of data for each user, makes it easy for The Holman Group to deliver superior services. eCura° also provides The Holman Group with the ability to track member / employee identifying information, demographics, and employer history and eligibility. eCura° is also used as a tool for referrals and case management, tracking member progress throughout the course of treatment and across the entire service history. Additionally, eCurae provides The Holman Group with customizable formats for collecting information about services and auxiliary contacts. This information, in turn, allows The Holman Group to generate statistical reports for EAP and work / life activity. Printed 5118111 . The HOLMAN Group Full Service EAP Plan Design Options Holman has a variety of plan design options available for City of Palm Desert employees. From a basic Telephonic Employee Assistance Program to an EAP with ten face-to-face sessions, our plans are tailored to meet the ever -changing needs of our clients. There are no costs to the employee or his/her family members for accessing EAP services. The sessions are conducted in a private office and all information is absolutely confidential, with no specific information reported to the employer. Nationwide, 24-Hour Telephone Access Problems can occur at any time. Because of this, Holman's toll -free hotline is available 24 hours a day, seven days a week, 365 days a year. Members always have unlimited access to a licensed staff clinician for crisis situations any time — day or night and is in addition to the allotted number of face-to-face sessions provided. To meet the needs of our multi -cultural clients, Holman utilizes "Language Line Services", giving us access to over 160 languages and dialects. In addition, we have Intake Specialists available for Spanish-speaking callers. Client Responsive Service Holman's service system has been developed to ensure that our clients receive the high level of service possible. City of Palm Desert will be assigned a Client Service Representative who will ensure that we understand and address your unique mission, culture, and needs. The Client Service Representative who is familiar with the City of Palm Desert culture will assist you with everyday issues as well as support your organization in encouraging your employees to take advantage of the Holman services available to them. Provider Network We have developed our own provider network throughout the United States that is primarily made up of private practice or group practice therapists, facilities and treatment programs. Our EAP network providers include Psychologists (Ph.D.), Licensed Clinical Social Workers (L.C.S.W.), Marriage & Family Therapists (M.F.T.), substance abuse specialists, as well as other licensed or certified clinicians. Printed 5/18/11 The HOL:MAN Group Our goal is to build and maintain a provider network that is ethnically, geographically and clinically diverse, while continuing to meet the needs of our client population. As a result, we have identified providers with various lifestyles, languages and specialties including: Ethnicity, Religion, Personal African American Biracial Catholic Caucasian Christian Hindu Jewish Hispanic Mormon Muslim Native American Pacific Islander Visually Impaired Hearing Impaired Disabled Language Specialties Arabic Addictionology Chinese Alcohol & Drugs Farsi Anger Management French Behavior Modification German Couples Issues Hebrew Divorce Issues Hindi Family Issues Italian Gay & Lesbian Issues Japanese Gender Issues Korean Grief Polish Identity Issues Russian Men's Issues Sign Language/ASL Minority Issues Spanish Sexual Abuse Tagalog Step Family Issues Vietnamese Women's Issues Providers applying to be on our provider network are selected on the basis of education, experience in their area of specialization, personal interviews and reputation in the professional community. Providers must be licensed for a minimum of two years prior to admittance to the network. They must also agree to comply with Holman's treatment philosophies and guidelines. `Live Well' Community Resourcing One of the most important factors of a comprehensive Employee Assistance Program is its wellness -based community referral component. Members have access to a myriad of resources based in their communities. They can access Holman's community referral services as many times as they would like for any wellness -related issues including smoking cessation, self-help programs and parenting skills, etc. Wellness Webinars & Live Seminars Holman has included EAP monthly webinars in our proposal at no extra charge. You or your staff can join any of our live webinars in the comfort of your own office or conference room anywhere in the world. In addition, we have the ability to work with you to present seminars or webinars that are customized and of importance to your organization's particular culture and needs. Printed 5/18/11 5 The HOL_MA\ ._ Gl•oup Currently, we have over 100 seminar topics available, such as You Are What You Eat, Be A Happy Healthy Non -Smoker, Workplace Workout, Walking to Good Health and Happiness, Creating an Empowering Story of Wigs During Chemotherapy, How to Find Hidden Money*, Surviving and Thriving in the Midst of Change, Supervisor Training, Sexual Harassment*, All seminars are conducted at the worksite and often include materials for employees to take home to their family members. *Sexual Harassment or Financial Seminars are equal to 2 seminar hours. Critical Incident Stress Management (CISM) + Incidents that occur at the worksite can often have a lasting effect on employees. Studies have shown that when negative events happen, employees who participate in critical incident stress managements are more easily able to return to work and function at a higher level more quickly than those who did not participate. Holman has a nationwide network of therapists who are experts in CISM to conduct debriefings for all of those involved in or affected by an incident at your worksite. In most cases we are able to have a therapist on location t ° within 24-72 hours of the incident. Education & Communication Materials We believe that a proactive communication mechanism is crucial to the success of any EAP. To achieve this goal, we will make your employees aware of our EAP services through: Brochures Holman provides full color tri-fold brochures for each eligible employee. The brochures include information on how to access EAP services as well as answers to some of the most commonly asked questions about the program. Brochures are available in English and Spanish free of charge upon implementation and as needed. If you are interested in customizing our brochures with your organizations name and/or logo, we would be happy to provide customization for a nominal fee. IRA— Prufc4vi l „yam., Coimmling Centers Employee Assistance Program Now fo Use Your F4P Printed 5/18111 . The ..,...... —, HOLMAi Group Wallet Cards In addition to the tri-fold brochures, Holman also provides your employees with wallet cards displaying Holman's toll -free hotline. ' 1,161 IAA These cards are small enough to keep in a purse or wallet so that they are available in an employee's time of need. Wallet cards t800'31:2$43 are available in English and Spanish free of charge upon EMPLOYEE AS51STAXCE PROGRAM implementation and as needed. EAP Posters Communicating the EAP to your employees is of the utmost importance to Holman. Therefore, we provide you with full color EAP posters that can be displayed in break rooms, lunchrooms, or wherever you choose. Posters will be provided to you initially upon implementation. Updated posters will be sent to you periodically and upon request. Posters are available in English and Spanish free of charge upon implementation and as needed. Paycheck Stuffers Upon request, Holman can provide City of Palm Desert with a variety of paycheck stuffers and flyers. We have over 100 types of flyers available covering such topics as stress in the workplace, coping with the loss of a loved one and conflict resolution. Photo -ready copies of our paycheck stuffers are available in English and Spanish. Topic of the Month & Holman Newsbr►efs Regularly, Holman will send you mental health and wellness -related emails. These emails offer timely information on subject matters such as Holiday Stress, Depression in the Workplace, and Balancing Work & Family Life. This email service is available at no additional charge and is a great way to encourage use of the EAP. Your Window to Healthy Living On a quarterly basis, you will receive our newsletter entitled, "Your Window to Healthy Living." This newsletter is available as a photo -ready copy for you to distribute to your employees and contains mental health and wellness related information, addressing topics such as identity theft, caregivers in the workplace and emotional eating. Public`i'ransporta,tion Safety Overcoming Fear and An.iety I Your Window to Healthy Living Helping Children Cope with Loss P. Printed 5/18/11 The ........ ...° HOLVIA\ Group Administrative Guide Holman's Administrative Guide was created to assist Human Resources and other staff in the implementation and on -going management of the account. Included in the guide is information regarding what services are included in the EAP, communicating and presenting the EAP to your employees and EAP upgrade options. A Holman Client Service Representative can walk you through the guide. Supervisory Training A supervisor's support of the EAP is crucial to the program's success. Through the training, supervisors gain an in-depth understanding of the EAP and its role as a management support system and counseling resource. Supervisory trainings also provide an overview of how to refer a troubled employee to the EAP and techniques for effectively dealing with these types of employees in the workplace. In addition, we also provide supervisory training videos in CD and/or VHS videotape format. The video can be shown to employees in lieu of face-to-face supervisory training sessions. Management Consultations & Referrals Often, managers are the first to notice that an employee may have an issue that could be greatly improved through the EAP. Because of this, Holman encourages managers to contact us whenever they need assistance dealing with a troubled employee. Referring an employee to the EAP can be a difficult and uncomfortable task. Holman's skilled staff is available to assist the manager with the referral. Employee Orientation The objective of our employee orientation sessions is to inform employees about their EAP benefit as well as to encourage them to access services if needed. Topics covered in the employee orientation include: program confidentiality, how to use the EAP and the types of services available through the program. In addition, we also provide employee orientation videos in CD and/or VHS videotape format. The video can be shown to employees in lieu of face-to-face employee orientation sessions. Printed 5/18111 The HOLMA' Legal, Mediation, Financial & Document Preparation Services Holman's Legal & Financial Service offers members legal and financial referrals to top rated attorneys and financial professionals throughout the country. Legal Each EAP eligible employee, family member, retiree or survivor is entitled to one (1) initial thirty -minute office or telephone consultation per separate legal matter at no cost with a network attorney. In the event that a participating attorney is retained, after the initial consultation, a preferred rate reduction of 25% will be given off of the attorney's normal hourly rate. Virtually all types of legal matters are eligible for these services, including (not limited to): • Civil/ Consumer Issues This category includes issues relating to retail transactions, warranty and other consumer products matters, issues relating to governmental entitlements and benefits, advice on small claims court and other general legal matters. • Personal / Family Legal Services These services include adoption and guardianship, custody and support matters, divorce, separation and annulment issues, name changes as well as other domestic or family law issues. • Financial Matters In addition to financial counseling services (listed below), members are entitled to bankruptcy representation and defense of lending related legal issues by appropriately qualified attorneys. • Real Estate Real estate services include assistance in the acquisition or sale of real property, lease and rental agreements, property boundary disputes and other matters surrounding personal real property. Printed 5118/11 a # „w, The LMAN Group • Criminal Matters These services include the defense of both misdemeanor as well as felony criminal acts of all kinds. • IRS Matters These services are performed by former, senior level, IRS employees. These specialists possess the ability to negotiate with the IRS on the caller's behalf, whether in an audit environment or to assist them with a lien or a balance due, in order to affect the most favorable outcome. • Estate Planning Law CLC has secured relationships with estate planning law firms that have agreed to prepare the most popular of estate planning/asset preservation vehicles at prices as low as 25% off usual fees. These services include Wills, Revocable Living Trusts, Charitable Trusts, etc. • Immigration and Naturalization This category of services includes green cards, U.S. citizenship, work and student visas, family based immigration, deportation and removal defense, INS and immigration court appeals, asylum and many immigration issues. Some legal issues are not covered by Holman's legal services. Examples of these exclusions are: • Employment -related or business law matters • Disputes involving Holman Behavioral Health, its subsidiaries, affiliates or customers, and eligible participant's, or any plan attorney • Matters that are frivolous, harassing, or otherwise a violation of ethical rules • Also excluded are matters that, in the attorney's opinion, lack merit • Court costs, filing fees and fines are the responsibility of the caller. Mediation Many consumers are choosing mediation as a first -step in resolving legal issues. This is because mediation costs less than a third of traditional legal services and sessions can be conveniently scheduled during evenings and weekends. Mediation saves time, money, and aggravation. It gives participants greater control over the outcome of their dispute and provides a confidential forum for resolving their issues. Mediation is also a voluntary process. If mediation does not end in a settlement the parties still have the right to take their case to court. Therefore, participants have nothing to lose. Printed 5118/11 10 The ,,.......�.' HOLMAN ,.ter Group Referrals for mediation services include: Civil Matters including: Contractual Disputes, Real Estate, Land Lord Tenant, Collections, Consumer Disputes, and other Civil Matters Family Matters including: Divorce, Child Cus+^a., ''";'a o ,.^.,+;.,^ Agreements, Family Crisis, Elder Care Math Non Legal Matters including: Non -legal disp other emotionally charged issues. Financial Statistically, nearly 9% of employees will encounter some kind of personal financial problem in the course of each year. While the cost of delivering financial counseling services is modest, the cost to all employees of unresolved financial problems can be enormous. Employees stressed by financial concerns are distracted, and the lack of focus leads to lost productivity, additional stresses on co-workers, and accidents in the workplace. The staff counselor can assist the employee in dealing with issues such as: • College planning • Consumer debt and budgeting assistance • Complex tax issues • Credit counseling • Insurance • Investments • Financial aspects of retirement and estate planning, or • Financial issues related to the loss of a wage earner as a result of death or divorce • Retirement. Each member is entitled to a no cost, 30 minute counseling session with our staff financial counselors. There is no limit on the number of times an employee can call, and the average length of call is 22 minutes. These services are provided by financial professionals including CPAs, former bankers, registered representatives, plus each of our financial specialists is a certified credit counselor. In addition, local assistance is available for those members having more complex financial planning issues. Printed 5/18/11 11 The HOLMAN Group While Financial Counselors assist clients in developing a financial planning strategy, they will not make specific recommendations, for example, concerning purchase or sale of particular stocks, bonds, or insurance policies. Website Each member shall be provided with unlimited access to the Legal and Financial Services section with information on thousands of legal and financial topics, over 5,000 legal, more than 45 financial calculators, professionally (located in the Members section of the Holman website under See My Plan) written articles, FAQ's and much more and financial forms for our clients' use. Document Preparation All eligible employees and their dependents also have access to 100% accurate state specific forms; most popular forms include: Divorce, Immigration, Name Change, Living Trusts, Living Wills, Power of Attorney, Prenuptials and Wills. If there is an additional need following the initial consultation, the services will be offered to you at a 25% discount. Wili Kits Families today have misconceptions about Estate Planning, Wills and Trust and assume that it is only for the elderly. The truth is, it's about who gets your possessions when you die. It's about who raises your children if they're still minors. It's about who makes critical medical decisions if you're incapacitated. Holman has prepared a Will Kit with information on getting your affairs in order to help you address certain end of life issues, Our Will Kit contains an electronic version of: Estate Planning booklet and an Estate Planning Checklist. Holman realizes that preparing for a death can make things easier on your friends and family. Printed 5118/11 12 'AftThe ' HOLMAN Group End of Life Kit Addressing end of life issues can play an important role in any person's life. There A are several things to plan for including R hospice care and advance directives. You and your loved one may wish to have an accountant or lawyer help you sort through financial and legal issues. Arranging a funeral may seem overwhelming, especially when someone you care for dies and you are left feeling numb, confused, extremely distraught and exhausted. Our End of Life Kit addresses all the issues to help you get through immediate choices. Holman offers electronic versions of: the booklet on Getting One's Affairs in Order which addresses all the issues above. We have also included a comprehensive funeral checklist for your convenience in planning a funeral. Retirement Kit You have spent most of your adult life working. Then, before you know it, it's time to retire. Because the average life expectancy is age 76, many Americans that retire at 65 can expect to spend the next ten to twenty years as a retiree. Many adults nearing retirement age are at a loss when it comes to retirement planning. The idea of making financial, legal, family and other plans can seem like a daunting task. You may ask yourself, "How does Medicare work?", "Are there any other options besides Social Security?", "What can I do to secure my family's future when I'm gone?" Our Retirement Kit is available electronically and includes information to help answer your questions and guide you on the right path for planning a fruitful and secure retirement. Utilization Reporting On a quarterly basis, Holman will post your organization's statistical reports on our Web site. These reports will detail your members' program utilization. These are simple, easy to read reports that will provide you with the number of members and dependents that have accessed the program as well as a breakdown of the types of problems for which they have called. Reports are also printable from the Holman website. Printed 5/18111 The .«.,.....».r HOLMAN Gi oarE) Holman Health Improvement Programs Accessed through our website, your employees and their family members can access information and tips on the health and wellness topics that are most important to them. In addition, members have the ability to request "kits" regarding their particular issue. Should you decide to offer the kits to your employees, you will be able to select from the following kits for an additional $30 to $50 charge, depending upon the kit chosen. Topics for the Health Kits include: • Staying Healthy • Keep Your Child Safe • Caregiving to the Elderly • Your Healthy Baby • Smoking Cessation Holman Website • In Charge of Depression • Healthy You Weight Loss • In Charge of Diabetes • Any Disease • Earthquake/Survival Kit On Holman's website, members have access to information regarding Holman as well as links to other Internet sites. Members can contact Holman through a secure server for benefit/claims information and behavioral health resources. We provide a wealth of wellness articles and links and are also able to accept online intake forms. In addition, members have access to their current EAP benefit information. There is no charge for website access. Prescription Drug Discount Card Through our partnership with ScriptSave Select, a leading provider of prescription drug savings programs, The Holman Group offers your employees unlimited prescription savings at no cost to you or your employees. This is an excellent value added benefit for your employees who may not have health insurance for themselves or their families. It also can benefit those employees who have high deductible plans or are responsible for paying for their prescriptions out of pocket. Employees save every time when using their ScriptSave Select Card to fill or refill a prescription. The program offers discounts of up to 50% for prescription drugs with an average savings of over 20%. Employees access the plan through our website and can use their discount card at over 50,000 participating pharmacies. Printed 5/18/11 14 The HOL:MAN Group Employees can better plan their budget and out-of-pocket prescription expenses by using the online Drug Price Tier Look -Up Tool in order to find the price of a prescription before stepping foot into a pharmacy. This program is not an insurance policy and does not provide insurance coverage. Discounts are available exclusively through participating pharmacies. Below is a sample of the ScriptSave Select card: (To allow for actiwatirxl, please wait 24 hours laetore using your card.) rFOLD ------------------- C°,"IPTS"E i Customer Care:1-866-22S-3554 3it.iF,MAN � ., Group # T2025 www.scriptsm'e5e[Kt.com i i Pharmacist Assistance:1,70a-4od-10 Process online as MSC or ScriptSaoe Emaf ft#0o5522 Nd�: Bin#0)6053 For brand name, generic tt rnorrcnaered Rt i i i ------------------- FCL7 Printed 5118111 15 T l 1, € Mom,.. .�...., HOLMAN NNR Group Taking Advantage of the EAP One Call Connection When an employee/dependent has made the decision to access EAP services, he/she would call Holman's toll -free telephone number. In a routine situation, the Intake Specialist would explain what services are included in his/her plan and would assure him/her of the confidentiality of the call. Our toll -free telephone number is available for routine appointments between the hours of 7:30 am and 6:30 pm PST. During the intake call, the member is informed that a qualified provider will contact him/her within 2 business days. The Holman Intake Specialist would then locate a clinically and geographically appropriate provider for the appointment. Holman has a network of providers that have appointment times available during the day, evenings and weekends. The provider calls the member to introduce him/herself and offers an appointment time within five business days. We have found that contacting the member for an appointment decreases frustration that may occur from trying to contact a provider from a list of names while increasing the likelihood that the member will seek assistance. Assessment, Referral, Treatment Holman utilizes the same provider for the assessment, referral and treatment process, if possible. We have found that it can be disruptive for a member to see different providers for different levels of the EAP process. Following the initial assessment visit, the provider formulates a treatment plan that will benefit the member and face-to-face sessions with the provider continue within the designated benefit plan as clinically necessary. Throughout the course of treatment, Holman consults and reviews with the provider the member's progress and treatment/referral options. Follow -Up We consider quality management to be synonymous with "doing good business". As a result, each member that accesses Holman's EAP is mailed a Client Satisfaction Survey in the quarter following the EAP session(s). Measures of client satisfaction include satisfaction with Holman, the timeliness of their referral, the treatment experience, the effectiveness of treatment and willingness to repeat services. The results of our Client Satisfaction Surveys consistently reflect a range of 90%- 96% level of satisfaction with Holman's services. Printed 5/18111 7 REV& ; 'b The w + � HOLMAN ..w Group Crisis Intervention Holman's toll -free telephone number is available 24 hours a day, seven days a week for members in crisis. Our Intake Specialists have been specially trained to handle all types of calls, including those members in an urgent or crisis situation. When a caller appears to be or says that he/she is in crisis during Holman business hours, he/she is immediately transferred to a licensed staff clinician who is able to assess the caller and begin treatment if necessary. Holman is licensed under the "Department of Consumer Affairs Telephone Medical Advice Services Bureau" to provide treatment telephonically. After hours, Holman's medical answering service keeps the caller on the line while at the same time contacting the on -call licensed staff clinician. The answering service then patches the call through to the clinician who can assess the caller and begin treatment if necessary. In addition to the clinician talking to the caller, all available clinical and non - clinical staff assigned as the "emergency" team may be used to contact community resources, facilities, family members (with caller permission), etc., to ensure that the caller is stabilized and/or brought to in -person care. Typically, the member will be seen by a therapist the same day. If it is determined that the caller is in an urgent situation, but not in crisis, he/she will typically be seen by a therapist within 48 hours. Printed 5/18/11 17 The HOLMAN Group Additional Services Employee Communication Once the reporting processes are defined and operational details are in place, the communications plan begins. We work with our clients to ensure that communications are part of a broader program defining the organization's ethics policy and promoting ethical behavior in the workplace. Messages Ethical Advocate helps craft include: ► Behaviors that are expected (e.g., conducting business in a legal and ethical manner) ► Behaviors the company does not condone (e.g., illegal and/or unethical behavior) ► What to do if you are aware of unacceptable activities (this communication should include information about all of the available avenues for reporting unacceptable behavior) ► How to access the client's anonymous incident reporting service and ► What happens when you submit a report. At the client's discretion, these messages are delivered through numerous vehicles including strategically located posters, articles in employee newsletters, letters and corporate intranet sites. There is an added 'soft benefit' to communication: it reinforces the employee's perception and experience that Holman wants to assist its clients - In protecting its workers and customers - Know about illegal and unethical activities - Do the right thing Once the program is rolled out, the communication continues. Ethical Advocate will work with Holman to craft messages for distribution to client management and all staff on how to create the client as a more ethically driven organization. There is no additional cost for this ongoing communication/training program. Optionally, Holman also provides consultation and leadership training in the integration of strategy, goals and ethics. Ethical Advocate will provide information necessary for Holman to add a web -link from Holman's internet site (or its clients) to Ethical Advocate's website. There is no additional Ethical Advocate cost for this link. Printed 5/18/11 18 Holman LifeSolutons Today employees are working longer hours, spending more time commuting and are simultaneously handling personal responsibilities outside of work. As a result, they are seeking organizations that offer benefits that more effectively manage their work and personal responsibilities. Holman LifeSolutions is a full -service resource and referral program that provides rapid and complete responses to your employees' work/life needs. This innovative program gives your employees the widest possible coverage of lifecycle and daily living information topics. Whether online or through Holman's toll -free telephone number, employees can receive unlimited information and referrals for a variety of issues including: Daily Living Health & Wellness Self Improvement Programs Cleaning Services Relocation Assistance College Colleges/Universities Financial Aid Information Scholarship Information Community Colleges Eldercare In -Home Care Respite Care Geriatric Specialists Meals on Wheels Prenatal Services Birthing Classes Support Groups Parent Education Exercise & Nutrition Childcare Childcare Centers Family Day Care After School Pre -School Adoption Adoption Agencies Support Groups Information Financial Concerns We offer employees all the tools needed to better manage their personal and professional responsibilities — and be their best at work and at home. By offering an integrated EAP and work/life program, employees will receive a one -stop resource for all of their work/life needs and your organization can position yourself as an "Employer of Choice." Printed 5/18/11 The HOLMAN Group WellCall Healthy Start — The Core Wellness Program can help your employees and their family members to lead healthier lives by offering a wide array of health management and wellness programs. Simply by picking up the phone, members can access health coaches who are dedicated to providing high quality personalized health and wellness coaching, education and referral services. After developing a personalized wellness plan, WeIlCall coaches will identify best program for the member, and make referrals tailored to his/her specific needs VOL and circumstances. Members can be referred to a wide variety of carefully screened health and wellness resources and are also provided with education and information about their personal wellness goals. WeIlCall wellness coaches provide assistance with: Weight Management • WellWeight personalized weight management program • Registered dietitians • Nutritionists • Hospital supported programs • Self-help or at-home programs • Complementary providers Fitness and Exercise • Clubs, gyms, and fitness facilities • Walking and swimming programs • Weight and body conditioning classes • Kids and senior fitness programs • At-home exercise programs • Certified personal trainers Smoking Cessation • WellQuit personalized quit smoking program • Classes and support groups • Hospital supported programs • Complementary providers Pre- and Postnatal Care • WellBaby personalized healthy baby program • Breastfeeding • Nutrition and diet • Postnatal weight management • Birthing methods Health Self -Help • Arthritis • Asthma • Back pain • Cardiovascular disease • Diabetes Printed 5/18/11 20 The HOLMAN (Troup Client References The Holman Group provides services for over 511 clients nationwide, including: Printed 5/18/11 21 e HOLMAN Group EAP Pricing City of Palm Desert Services for Covered Individuals A• Model Rate (per employee, 3 Session Model $1.31 6 Session Model $2.41 8 Session Model $4.90 Holman .employee, Online & Telephonic (Unlimited Consultations) $0.25 Community Referrals Rate (including 12 Steps Groups, Grief Groups, etc) Community -Based Resource Referrals Consultations: Unlimited Elder/Disabled Care Consultations Consultations: Unlimited and Referrals Child Care Consultations and Referrals Consultations: Unlimited employee,WellCall Rate (per Online & Telephonic Access $0.45 Unlimited Consultations Legal/Financial Members are entitled to one initial 30 (thirty) minute Consultations: Unlimited telephonic consultation per issue with a network attorney. A 25% discount is available for any legal Will Kit, End of Life Kit services beyond the initial consultation. Telephonic & Retirement Kit: financial consultations are provided to members as As Requested needed. Printed 5118/11 22 The HOLMAN *Training Hours and Health Fair hours are not carneu w 1 11 V1I I **Four (4) weeks notice in advance is needed for planned events. ***Upon request, The Plan shall provide up to 4 hours per contract year of on -site educational seminars and crisis response. Cancellations of educational seminars within two business days (48 business hours) of their scheduled time shall be counted as used on -site hours, or subject to a late cancellation billing of Two Hundred Twenty Five Dollars ($225) whichever applies. Additional on -site hours may be purchased by The Group at current pricing. EAP Pricing also includes: • Face -to -Face Sessions with a Holman Network Therapist Per Household Unit, Per Problem Area, Per Year • 24-Hour Toll Free Nationwide Telephone Access • Crisis Line and Crisis Intervention • Multilingual Interpreter Services Available In as Many as 150 Languages • Client Service Representative (Face -to -Face & Telephonic Consultations) • Unlimited Education & Communication Materials • Unlimited Supervisory Training Manuals • CDNideotape for Employee Orientations & Supervisory Trainings • Online Quarterly Utilization Reporting (One Company Location Only) Printed 5/18/11 23 i HOLMANrvY,r. sus ,fia^= w^ 75" Group The following services are also available on a fee -for -service basis of $150.00 per hour, plus $75.00 per hour for travel; • CISM (Critical Incident Stress Management) • Employee Orientation • Wellness Seminars & Trainings • Supervisory Training * Pricing Assumptions and Limitations • The quoted rates are based on 130 employees. Should the actual employee count vary ± 10% from the assumed employee count, Holman reserves the right to alter the rate accordingly. • The quoted rates are valid for a period of no more than 90 days following receipt by consultant and/or client. The quoted rates are guaranteed for a period of two years. Rates may be modified if there is a substantive change in employee count and/or benefit design. • WellCall and Holman LifeSolutions can only be purchased in conjunction with Holman's Employee Assistance Program, Managed Behavioral Health Care Plan or Administrative Services Only (ASO). • Client will be billed on a monthly basis prior to the month service begins, with premium due no later than the 1 st of each month. Walker, Del From: Carney, Lori Sent: Friday, May 27, 2011 10:34 AM To: Walker, Del Subject: FW: Employee Assistance Program Proposal Attachments: City of Palm Desert 5-11.pdf I'm not sure if I sent you this one. From: Glenn Green,[maiIto: Glen nGC&holmangroup.coml Sent: Wednesday, May 18, 2011 4:44 PM To: Carney, Lori Subject: Employee Assistance Program Proposal Dear Ms. Carney: Thank you for your interest in our services for the employees (And household members) of the City of Palm Desert. We would feel honored to be awarded this contract and are very interested in working with you and in providing a customized, service -oriented program that will be successful for years to come. At Holman, we believe that quality blended with superior service, is the foundation for a successful business. Enclosed you fill find our proposal detailing the following Holman offering: ? 3-Session per Problem per Year EAP Quote (Including all Household Members) ? 6-Session per Problem per Year EAP Quote (Including all Household Members) ? 8-Session per Problem per Year EAP Quote (Including all Household Members) ? Unlimited Legal/Financial Counseling Included at No Cost ? Unlimited Management Consultation Included at No Cost ? Unlimited Management Referrals Included at No Cost ? Unlimited Referrals to Community Resources for Child/Elder Care Services or Substance Abuse Services ? Monthly Webinars Included at No Cost ? Unlimited Wed Page Access for HR and Members Included at No Cost ? Health fair and Open Enrollment Attendance Included ? Optional Onsite Training Hours ? Optional Holman LifeSolutions (work/life benefit) ? Optional WellCall (health and wellness coaching benefit) All pricing has a 24 month guarantee. If you have any questions, or would like us to come out with you to meet with and review the many benefit in our EAP, please feel free to call me. Thank you again, and we look forward to working with you. Sincerely, Glenn Green Vhe Hole On Grou9 � l -1 Sprinc;s CA 92264 s 9 z; t.:A,mir Avenue, SuitC 1,O N„-I;rthi d,-je; CA 911324 3.)& 321-2�43 0 4C?7-4()88 Cell (Best way to reach me) ? '_ 3_ N4 -9339 Fax (;1cnrrG (izi h � 1manroute. coin Go GREENwith Glenn GREENand remember that going GREENis environMENTAL! Please consider the environment before printing this email. The information contained in this transmission is private. It may also be legally privileged and/or confidential information of the sender or a third party, authorized only for the use of the intended recipient. If you are not the intended recipient, any use, disclosure, distribution, or copying of this transmission is strictly prohibited. If you have received this message in error, please return the original message and notify the sender immediately.