How can I manage my company's Employee Assistance Program (EAP) records?

Updated on Apr 24, 2020

Here you can keep records of your company's Employee Assistance Programs as well as list all persons involved with cost allocations.

Employee Assistance Programs (EAPs) are employee benefit programs that assist employees cope with personal problems and/or work-related problems that may impact their job performance, health, mental & emotional well-being.

Such programs include but are not limited to mental health services, financial counselling and daycare.

You can enroll an employee into a program based on their needs and record the cost associated with each form of assistance provided to the employee.

Let us look at how we enter an EAP transaction.

Navigation: Benefits>>Medical>>Employee Assistance Program

Follow the navigation above to enter, edit, delete or view a list of employee assistance programs available for employees in your organization.

Within this window there are three steps to take

Step 1 - Enter a Problem Type – for example Alcoholism, Depression
Step 2 - Enter a Referral Type – for example Psychiatrist, Therapist
Step 3 - Enter the EAP Transactions Record (Employee Assistance Program)

Let's begin with Problem Types

Step 1 - Enter a Problem Type

Navigation: Benefits>> Medical>> Employee Assistance >> Problem Types

This window allows you to define the type of problems that your employees are facing. Examples are such as Depression, Alcoholism, Bankruptcy, etc.

Click New Record to begin.
Enter a user defined Problem No and Problem Type
Save this record and repeat as needed

Step 2 - Enter a Referral Type

Navigation: Benefits>> Medical>> Employee Assistance >> Referral Types

This window allows you to enter, edit, delete and view referral types that are used as referrals for employees to participate in in employee assistance program.

Click New Record to begin.
Enter a user defined Referral Reason (code) and Description
Save this record and repeat as needed.

Step 3 - Enter the EAP Transactions Record

Navigation: Benefits>> Medical>> Employee Assistance >> EAP Transactions

You can record all of the employees that are making use of the employee assistance programs available in the company. This record takes an account of the cost to facilitate a specific EAP transaction for the employee.

To begin, click New Record to begin.
Select the Company Name, Badge Number, Last Name and First Name of the employee to be enrolled in the EAP
Select the Problem Type, Provider Name & Referral Reason
First Contact Date – Date employee is to meet with Health Care Provider
Course of Action – enter details of what will be done while the employee is with the Health Care Provider
Resolution – Select ‘Yes’ if problem is resolved, if not select ‘No’
Cost – enter the cost to send the employee to the program.
Comments – enter additional details if required
Finally, save this record and repeat to enroll more employees into EAP’s.