fmla leave administration staff training

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FMLA Leave Administration Staff Training

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FMLA Leave Administration Staff Training. Training Session Outline. Why Third Party Administrator FMLA Refresher Integrated Intake Overview FMLA Leave Management Process Roles & Responsibilities Unum Contact Information. The Value of a Third Party Administrating FMLA Leave. - PowerPoint PPT Presentation

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Page 1: FMLA Leave Administration Staff Training

FMLA Leave Administration

Staff Training

Page 2: FMLA Leave Administration Staff Training

Training Session Outline• Why Third Party Administrator

• FMLA Refresher

• Integrated Intake Overview

• FMLA Leave Management Process

• Roles & Responsibilities

• Unum Contact Information

Page 3: FMLA Leave Administration Staff Training

The Value of a Third Party Administrating FMLA Leave

• Streamlines the FMLA process by consolidating all leave administration to one source

• Maintains confidentiality and impartiality of decisions

- Calling Unum to request leave does not guarantee approval

- Employees must satisfy FMLA eligibility and certification requirements

- OU has final discretion regarding leave decisions

• Reduces lost time and lessens the impact on productivity

Page 4: FMLA Leave Administration Staff Training

FMLA Refresher

FMLA provides employees with up to 12 weeks of unpaid* leave for the following reasons:

• Employees Own Serious Health Condition/Disability

• Care of a Family Member (Spouse, Parent, Child) with a Serious Health Condition

• Care of a Child due to Birth, Adoption, or Foster Care Placement

To qualify for FMLA leave, an employee must:

• Work for the employer for 12 months

• Work 1,250 hours in a 12-month period

*Employees must use accrued Sick Leave/ Personal and may be required to use accrued vacation during any otherwise unpaid FMLA. Any paid time off used during leave will

be counted against the available leave under the FMLA.

Page 5: FMLA Leave Administration Staff Training

FMLA Refresher

OU’s FMLA Calculation Method:

• The 12-month period is measured backward from the date an employee takes any FMLA leave.

– Example: Employee requests FMLA leave on April 1, 2008. The employee must have at least 1250 hours worked since April 1, 2007 to be eligible.

Job Protection Under the FMLA:

• Employees who return to work on or before the expiration of FMLA leave should be reinstated to their same or equivalent job with the same pay, benefits, and terms and conditions of employment.

• Employees on FMLA have no greater right to reinstatement or other benefits and conditions of employment than if they had not taken leave.

Page 6: FMLA Leave Administration Staff Training

Leave Schedule

• Full/Continuous Leave

– Leave that is full-time/continuous (e.g., 12 consecutive weeks)

• Reduced Schedule Leave

– Schedule of leave that reduces the number of hours an employee works daily or weekly (e.g., full-time to part-time)

• Intermittent Leave

– Leave taken periodically and may be taken from less than an hour to weeks at a time

Page 7: FMLA Leave Administration Staff Training

Leave Reasons & Certification Types

• Employee’s or family member’s serious health condition

– Medical Certification Form

• Newborn (Paternity)

– Copy of application for birth certificate

• Adoption or Foster Care

– Court document with date of placement

Page 8: FMLA Leave Administration Staff Training

Certification: Serious Health Condition

Six Serious Health Condition categories under the FMLA:

• Hospital Care

• Absence Plus Treatment

• Pregnancy

• Chronic Conditions Requiring Treatments

• Permanent/Long-term Conditions

• Multiple Treatments

Page 9: FMLA Leave Administration Staff Training

Integrated Intake Overview

Page 10: FMLA Leave Administration Staff Training

Customer Disability and Leave Management Line at Unum

Employee calls Unum at

1-866-779-1054

Leave Management

Center Processes all

claims / leaves for FMLA / State

qualification

Benefits Center Processes all

disability claims

Integrated Intake Report a new

disability claim, family / medical leave

Ongoing Leave/Claim Processing &

Communication

NOTE: Intake line at Unum will reference disability claim.

Employees should follow this process to report all leave types, including FMLA, Extended Sick

Leave, and STD.

Page 11: FMLA Leave Administration Staff Training

Leave/Claim Intake Process• When employee calls Unum, the following information will be requested:

– Name and social security number or employee id number– Date of birth– Complete address and phone number– Company– Marital status and number of dependents– Occupation (job title)– Physician’s name, address and phone number – Brief description of medical condition – Cause of medical condition (illness or injury) or need for leave– Your last day worked and first day absent from work due to condition– Date and description of illness or injury (disability claims only)– Date of your first visit, your most recent visit and your next scheduled

visit with your physician for this condition (disability claims only)– Date you expect to return to work (if known) or the actual date if already

returned to work

Page 12: FMLA Leave Administration Staff Training

Leave/Claim Intake Process

• During telephonic intake for leave claims, the caller is also instructed to provide the Attending Physician with a signed authorization to release information to Unum so that the medical information needed to process the claim can be obtained.

Page 13: FMLA Leave Administration Staff Training

FMLA Leave ManagementProcess

Page 14: FMLA Leave Administration Staff Training

FMLA Leave Management - Process to Request New Leave

• Within 2 business days of the telephonic leave request, Unum will mail a packet to the employee containing:

– Notice of eligibility or ineligibility for FMLA leave

– FMLA Rights & Responsibilities

– If eligible:

• Conditions of leave and employee obligations

• Medical Certification form if applicable

• Permission to Contact form if applicable

Page 15: FMLA Leave Administration Staff Training

Medical Certification Requirements

• FMLA leave with a concurrent STD/Extended Sick Leave claim– No medical certification form is requested for the FMLA leave– FMLA will be approved concurrently with the STD/Extended Sick Leave

claim– If the STD/Extended Sick Leave claim is not approved, Unum will send a

subsequent request for medical certification if needed

• FMLA leave only– If eligible, a medical certification form or appropriate documentation is

requested

***Certifications are reviewed by leave specialists.

Page 16: FMLA Leave Administration Staff Training

• Day 1 - Report of family medical leave– Certification is due 15 days from the date of request

• Day 16 - Certification Reminder letter sent to employee if certification has not been submitted

– Certification due date extended 7 calendar days

• Day 23 - FMLA leave denial letter sent to employee if certification not submitted

• Incomplete certifications received are returned to employees with a certification due date extension

– Certification due date is extended 7 calendar days from original due date or 10 calendar days from the date of the incomplete letter, whichever is later

NOTE: This process includes absences for employees on leave due to workers’ compensation claims. FMLA will run concurrently if the employee is eligible and approved per the process above.

FMLA Certification Timeline for absences NOT being processed for disability

Page 17: FMLA Leave Administration Staff Training

FMLA Leave Management – Denial Reversal Process

• If an employee submits a complete and qualifying certification:

• Within 15 calendar days of an FMLA leave denial

- Unum will send an email to UHR contact notifying that a complete/qualifying certification has been received and that the denial will be reversed in 24 hours.

• Beyond 15 calendar days of an FMLA leave denial:

- Denial never reversed absent extenuating circumstances

If a denial is not reversed, leave may be approved prospectively from the date complete/qualifying certification was received.

Page 18: FMLA Leave Administration Staff Training

FMLA Leave Management – Certification Review and Advice to Leave

• Certification Screening Checklist• Incomplete Certifications

– Returned to employee (with copy and explanation)• Validity Questioned

– Verify authenticity– Request Recertification– Request 2nd Opinion (on original certifications)- Employer pays for this

• Clarification Needed for Complete Certifications– Nurse Case Manager will contact the doctor (with signed permission to

contact)• Complete Certification

– Evaluated for qualification under FMLA regulations leave law• FMLA Approvals from Short-term Disability Approvals, where possible

Page 19: FMLA Leave Administration Staff Training

FMLA Leave Management - Ongoing

• Unum monitors approved/pending FMLA leaves and/or Extended Sick Leave/Disability claims through Return to Work – Request medical recertification as needed and allowed by law

• Requests for extensions• After minimum duration specified by health care provider has passed• Every 45 days for indefinite or unknown durations• Change in circumstances• On-going validity of absences questioned

– Receive and verify intermittent hours reports

Page 20: FMLA Leave Administration Staff Training

FMLA Leave Management – Return to Work

• Verify Return To Work plans and remind employees to submit Return to Work Authorization, when appropriate

• Confirm actual return to work date with the manager and HR contact via email

Page 21: FMLA Leave Administration Staff Training

Key Capabilities of Unum’s Program

– Single dedicated toll-free number for integrated intake

– Compliance with federal regulations

• Ongoing advisement and support of internal legal counsel regarding compliance with federal regulations

• Centralized and automated eligibility determination and leave tracking

– Consistent administration across workforce

– Advice to Leave Service

• Measure, track, analyze and report all FMLA leaves

– Integrated FMLA/STD/Extended Sick Leave processes, where appropriate

– Nurse Case Manager clinical advisory expertise

– FMLA/STD Integrated reporting

– Intermittent hours tracking and reporting

Page 22: FMLA Leave Administration Staff Training

Roles & Responsibilities

Page 23: FMLA Leave Administration Staff Training

Employer Obligations

FMLA

• Notify the employee of his/her FMLA rights within 2 business days of becoming aware of the possible need for leave.

• Notify the employee when lost time from work is being counted as FMLA time.

• Return the employee to the same or equivalent job when they return from leave.

• Disregard FMLA lost time whenever taking disciplinary action for excessive absences.

Page 24: FMLA Leave Administration Staff Training

Employee Responsibilities• Contact Unum immediately to report Family/Medical leaves or Disability

claims at 1-866-779-1054.

• Notify supervisor of leave request

• Supply requested certification to Unum within specified timeframes

• Provide Unum with signed copy of Authorization to Release Information.

• Maintain contact with Unum and Supervisor while on leave

• Notify Unum and Supervisor of any changes in return to work status or date

Page 25: FMLA Leave Administration Staff Training

University Human Resources Responsibilities

• Provide employee with leave brochure as requested

• Ensure that all family/medical leaves are reported to Unum immediately

– If an employee cannot, will not, or has not reported a leave to Unum, UHR should do so in order to facilitate compliance.

• Facilitate an ongoing dialogue with Unum regarding status determinations, problem/suspect leaves and other extenuating circumstances

Page 26: FMLA Leave Administration Staff Training

Contact Information

• Leave Management Center

– FMLA/Leave Representatives may be reached by calling the toll free number 1-866-779-1054 and choosing the option for inquiring about an existing family/medical leave

– Fax number: 800-447-2498

• Unum’s Benefits Center (Short-term Disability) Unit

– Call toll free number 1-866-779-1054 and choose the option to inquire about an existing disability claim

Page 27: FMLA Leave Administration Staff Training

Any Questions?