EMPLOYEE

Paid member of an organization. Foster parents are not considered employees and are specifically referenced in relevant standards. 		 
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  PROGRAM

A system of services offered by an organization. For example, an organization providing a mental health service may offer several mental health programs to different populations, e.g., a mental health program for adolescent teens. The word "program" can be used interchangeably with the word "service" or to describe specific programs.		  
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  AFFILIATES

Independent contractors who are retained by the EAP to perform the same services as EAP counselors. Also known as "providers."

  
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  SUBCONTRACTORS

A company or firm formally retained by the EAP to provide a specific service, for example, legal sevices.

  
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  PROCEDURES

Written instructions that outline the steps for performing a task(s) or operationalizing an administrative or service delivery process. A procedure can be written as a step-by-step set of instructions or as a narrative description of a process. A procedure tells someone how to do something not just what to do.

Unlike policies, procedures do not need to be approved or reviewed by the governing body, and need not be associated with a specific policy. For example, whereas a broad anti-discrimination policy requires grievance or other procedures in order to be operationalized within an organization, assessment procedures do not require a governing body approved assessment policy.

Note: Procedures are sometimes referred to as administrative policies.

  
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  SERVICE

One or more organization-operated programs or activities that have a common general objective and deploy the organization's material and human resources in a planned and systematic manner. An organization that publicly promotes or identifies itself in writing as offering a service, is licensed to deliver a service, assigns personnel and/or space to a service, or allocates financial resources to a service is considered to offer that service.		  
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  CONTRACT

A formal written agreement between two or more parties that specifies the services, space, or products to be provided in exchange for some form of compensation. Also known as "purchase of service arrangement."		  
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  QUALITY

In this context, the extent to which contemporary and generally recognized standards for professional practice are met and exceeded, and desirable service outcomes achieved.		  
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  ACCREDITATION

The formal evaluation of an organization against accepted criteria or standards. A professional society, non-governmental organization, or a governmental agency may conduct accreditation activities. A COA-accredited organization has undergone a period of rigorous self-study and is capable of providing programs and services that meet or exceed COA standards.		  
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  CLIENT

See service recipient.		  
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  LIABILITY

An obligation, responsibility, or debt. 		 
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  SAMPLE

A portion or representative percentage of a greater whole.		  
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  APPROPRIATENESS

The degree to which a particular service, placement, treatment, intervention, or activity is: best suited to an individual's needs; not excessive, unduly intrusive, or restrictive; anticipated to be effective in achieving the desired and specified outcomes; and adequate or sufficient in quantity to address the problem.		  
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  CLINICAL

The study, assessment, and diagnosis of the client situation followed by direct treatment to help the client achieve prescribed goals.		  
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  ASSESSMENT

An evaluation, which utilizes professional expertise and skills in the collection and analysis of data to understand and describe the nature of service needs of an individual, family, or group. Assessment, as in needs assessment, is also used to determine priorities of program planning and service development for the organization as a whole. See also DIAGNOSIS.		  
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  CERTIFICATION

Assurance from a state or professional association that a person or organization possesses certain attributes, knowledge, or skills. 		 
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  SAMPLING

The process of gathering data on only a portion, or percentage, of pertinent sources of information, such as case or service records, service plans, or other documents. Organizations use sampling methods when a study population or area of study is quite large.		  
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Employee Assistance Program Services
 
Private Org Public Agency  

PA-EAP 4: Contractor Accountability

 
The EAP implements a mechanism to ensure that affiliates and subcontractors comply with EAP policies and procedures.
Interpretation: The EAP will need to demonstrate implementation of standards that address services provided by subcontractors. Implementation can be demonstrated via the contract that outlines elements of standards, and a mechanism to monitor quality. Subcontracting agencies are not required to be accredited, but as noted in the interpretation to EAP 4.04 accreditation can be used as a quality improvement mechanism.
NA The EAP does not use affiliates or subcontractors.

PA-EAP 4.01

 

Affiliate agreements address:

  1. compliance with all applicable laws, including health, safety, and accessibility laws;
  2. record maintenance and destruction;
  3. access to records;
  4. transfer of confidential information;
  5. hours of operation;
  6. standards for physical facilities, including comfort and privacy provisions; and
  7. use of standard data collection and client information forms.

Interpretation: The agency should establish procedures for affiliate record maintenance that address:

  1. ownership of records;
  2. information that must be recorded in client records;
  3. access to and secure storage of client records; and
  4. whether copies of records may be retained.
NA The EAP does not use affiliates.

PA-EAP 4.02

 
Agreements with affiliates require them to carry professional liability insurance in the amount of $1 million/$3 million, or as required by applicable law.

PA-EAP 4.03

 

The EAP routinely conducts random quality improvement reviews of a representative sample of affiliates used in the past year to assess:

  1. appropriateness of clinical protocol and procedures;
  2. compliance with EAP contract requirements;
  3. attainment of the requisite credentials required of affiliates providing services, including assessment and referral, information and referral, and short-term counseling; and
  4. possession of current licensure, certification, or registration.
Interpretation: The EAP should determine an appropriate sampling methodology based on the volume of work affiliates produce. Reviews can be conducted on-site or off-site through another quality improvement mechanism.
NA The EAP does not use affiliates.

PA-EAP 4.04

 

The EAP routinely conducts random quality improvement reviews of subcontractors to assess, as appropriate:

  1. appropriateness of service delivery procedures;
  2. safety of physical facilities;
  3. possession of current licensure; and
  4. compliance with EAP contract requirements.
Interpretation: Reviews can be conducted on-site or off-site through another quality improvement mechanism.
Interpretation: Examples of subcontracted services include, but are not limited to, legal services, work-life services, and financial services.
NA The EAP does not use subcontractors.
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PURPOSE: Employee Assistance Programs help agencies support employees working to maintain or improve their productivity, functioning, and pro-social behavior and remain at or return to the workplace.

  
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