HR Forum

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HR Forum

• March 19, 2003

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Agenda

• Process Improvements
• General HR Updates
• HIPAA Compliance
• Open Enrollment
• FY 2004 Benefits

3
Process Improvements

• Adjunct Reappointments
• Faculty Promotions
• New Banner Web Apps Tool
• Employee ID Number Update

4
Adjunct Reappointments

• No Personnel Action Form (PAF) required to extend
  an Adjuncts appointment.
• Reappointment letter (with new appointment dates
  noted) should be sent to HR Office.
• Letter will be added to personnel file and
  appointment dates will be updated in Banner.

5
Faculty Promotions

• Approvals are made at Spring Board Meetings.
• No Personnel Action Form (PAF) required to record
  this action.
• Copy of letter will be sent to HR from Janis
  Cain.
• Title account code will be changed in Banner
  letter will be filed in personnel file.

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Campus Address Update Form on Banner Web Apps

• Located under Web Entry
• Allows for updates to
• Campus Addresses (Room Nos. Building)
• Mail Stop Orgs
• Work Phone Numbers

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Step 1 Find the Employee
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Step 2 Review Current Information
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Step 3 Make Submit Changes
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New Employee Numbers Added to HR Forms

• Personnel Action Form
• Termination Form
• Check Out Form
• Leave Form
• Counseling Record
• Recommendation for Appointment
• Academic Salary Option

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General HR Updates

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HIPAA Compliance

• What is HIPAA?
• In 1996, Congress passed the Health Insurance
  Portability and Accountability Act, or HIPAA.
• In 2000, the Department of Health and Human
  Services issued final regulations under HIPAA
  establishing privacy standards for certain
  individually identifiable health information.
• Final regulations are effective April 14, 2003.

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HIPAA Compliance

• HIPAAs privacy regulations require Rice to
  protect the privacy of protected health
  information, or PHI, including
• Provide Notice of Privacy Rights to employees
  about privacy rights and how their PHI is used.
• Adopt privacy policies and procedures.
• Train employees to understand the privacy
  requirements and related policies and procedures.
• Designate a Privacy Officer and a Security
  Officer.
• Keep records containing PHI secure.
• Limit access to minimum necessary.
• General Rule do not disclose PHI except as
  authorized by individual or allowed/permitted by
  regulations

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HIPAA Compliance

• What is considered protected health information
  (PHI)?
• PHI includes written, electronic or oral
  communication of individually identifiable health
  information which relates to the past, present or
  future physical or mental condition of the
  individual.
• Example 1 I heard that John Doe surgery for
  ________ yesterday! considered PHI.
• Example 2 Benefit enrollment form considered
  PHI.
• Example 3 Short-term disability information
  not PHI, but respect other peoples private
  information.

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HIPAA Compliance

• How is Rice complying?
• Your training today
• HR is establishing a website that contains
• Information about HIPAA
• Links to policies and procedures
• Complaint forms
• Contact information
• Agreements with all vendors and business
  associates

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HIPAA Compliance

• What happens if I do not keep PHI private?
• Violation of the regulations carry significant
  civil penalties, criminal fines, and even jail
  time.
• Civil
• 100 per violation per person up to a maximum of
  25,000 per person per year per standard violated
• Criminal
• Up to 50,000, 1 year in prison, or both, for
  inappropriate use of PHI
• Up to 100,000, 5 years in prison, or both, for
  using PHI under false pretenses
• Up to 250,000, 10 years in prison, or both, for
  the intent to sell or use PHI for commercial
  advantage, personal gain or malicious harm

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HIPAA Compliance

• What happens if I receive PHI?
• If you see or hear information that is covered
  under HIPAA, stop the spread!
• Make sure you keep information secure (i.e., stop
  the gossip or secure the paper).
• Remind the source of the PHI that such
  information is covered under HIPAA.
• Respect other peoples private information as
  private.

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HIPAA Compliance

• To summarize
• To comply with HIPAA, we need your help
• Communicate appropriate information as needed,
  but keep secure at all times.
• Acquire only the minimum information necessary
  (i.e., know when an employee will be absent from
  work, but do not probe the details of the why).
• Work with HR to ensure compliance.
• Respect other peoples privacy.
• Questions?

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Open Enrollment

• When is open enrollment?
• Starts April 14th ends April 25th
• All forms must be returned to HR by 430 PM on
  the 25th
• Rice Fest is April 15th in the RMC/Ley Student
  Center
• Talk with carriers
• Ask benefits staff questions
• Turn in enrollment forms
• Get a massage

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Open Enrollment

• Who needs to turn in an enrollment form?
• Everyone who wishes to stay enrolled in medical
  or dental plans
• Because of plan changes, anyone who does not turn
  in a form may be dropped
• People who wish to participate in the medical and
  dependent care spending accounts
• Changes are effective July 1st

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Open Enrollment

• Benefits team will be available during open
  enrollment to answer questions
• Packets mailed the end of the week of April 7th
  via campus mail
• Please forward packets to employees who are not
  on campus as quickly as possible

22
FY 2004 Benefits - Medical

• Good News!!!
• Offering RiceCare HMO, RiceCare Flexplan,
  RiceCare PPO and Catastrophic plans
• All plans administered by Aetna (using Aetna
  networks www.aetna.com/docfind)
• 80 match in network providers as compared to
  Unicare and HHPO
• Plan designs include minor changes such as
  consistency in drug copayments

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FY 2004 Benefits - Medical

• What is the RiceCare Flexplan?
• Offers a copay plan similar to the HMO for
  in-network services except NO REFERRALS to see a
  specialist
• Out-of-network option that pays at 70 after a
  750/2,250 deductible
• Priced in between the RiceCare HMO and RiceCare
  PPO
• Catastrophic plan still available at current rates

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FY 2004 Benefits - Dental

• In an effort to improve the dental program, Rice
  is offering a completely new set of dental plans
• United Concordia Indemnity Dental Plan
• www unitedconcordia.com
• Aetna Dental HMO
• www.aetna.com/docfind

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FY 2004 Benefits - Dental

• United Concordia Indemnity Plan
• Elimination of the waiting periods
• Root canals oral surgery now paid at 80
• 7.2 rate increase
• Two-year rate guarantee
• Aetna dental HMO
• 80 provider match to CompDent DHMO
• More individual dental providers in the network
• 3.4 rate increase
• Two-year rate guarantee

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FY 2004 Benefits - Other

• Other benefits remain the same
• Life insurance
• Accidental Death Dismemberment (ADD)
• Short-Term Disability
• Long-Term Disability
• Flexible Benefits
• Medical Spending Account
• Childcare Spending Account
• New voluntary benefits to be available
• Auto, homeowners insurance, etc.
• Not connected to open enrollment
• More information to follow

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Questions