HomeMy WebLinkAboutDoc 656 - Employee Health Plan Amend 15Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of December 11, 2013
DATE: December 2, 2013.
FROM: Danielle FegleylRonda Connor Human Resources 541-385-3215
TITLE OF AGENDA ITEM:
Consideration of Board approval and County Administrator signature of Amendments 14 and 15 to the
Deschutes County Employee Benefit Plan.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
Authorizing County Administrator signature of Amendments 14 and 15 to the health benefit plan.
Amendment 14 incorporates prescription co-pay changes as voted upon by the Board at their June 5
2013 meeting. Amendment 14 also incorporates the Patient Protection and Affordable Care Act
mandates for our non-grand fathered plan. These are updating the preventive care coverage
requirements, expanding women's health coverage to include, breast pumps and sterilization charges,
expanding the durable medical equipment payment limitations, and clarifying the level III grievance
procedure in the plan. Amendment 15 changes the employee title permitted to receive protected health
information from Personnel Services Manager to Human Resources Director.
FISCAL IMPLICATIONS:
An estimated $500,000 in savings related to the prescription drug changes.
RECOMMENDATION & ACTION REQUESTED:
County Administrator signature of Amendments 14 and 15.
ATTENDANCE: Danielle Fegley and Ronda Connor.
DISTRIBUTION OF DOCUMENTS:
Please return documents to Ronda Connor.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: IDecember 2, 20131 Department: IHuman Resource~
Contractor/Supplier/Consultant Name: IEBMSI
Contractor Contact: IErin Rymanl Contractor Phone #: ISOO-777j
13575*126ij
Type of Document: Amendment to Employee Health Benefit Plan
Goods and/or Services: Modifying coverage terms of the Plan and changing employee
title ..
Background &History: Amendment 14 modifies the coverage terms of the plan per
the EBAC and Board approval as well as modifying the plan provisions to be in
compliance with the Patient Protection and Affordable Care Act. Amendment 15
changes the employee title permitted to receive protected health information from
Personnel Services Manager to Human Resources Director.
igreelment Starting Date: IOS/01/13 and 11/0S/20131 Ending Date:
Annual Value or Total Payment: 1($500,000)1
D Insurance Certificate Received
Insurance Expiration Date: '------'
..----'--,
Check all that apply;
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? 0 Yes C8J No
If No, has budget amendment been submitted? 0 Yes C8J No
Is this a Grant Agreement providing revenue to the County? 0 Yes C8J No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
12/2/2013
--
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: 0 Yes 0 No
Contact information for the person responsible for grant compliance:
Name:
Phone #: 1,------,
Departmental Contact and Title: Ronda Connor Phone #: 541
385-3215
Department Director Approval: b~~~
Signat e CJ Date
Distribution of Document: Who gets the original document and/or copies after it has
been signed? Include complete information if the document is to be mailed.
Official Review:
County Signature Required (check one): D BOCC D Department Director (if <$25K)
D Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ____-'
Legal Review Date
Document Number
12/2/2013
AMENDMENT #15
TO THE
PLAN DOCUMENT AND SUMMARY PLAN DESCRIPTION
FOR
DESCHUTES COUNTY EMPLOYEE BENEFIT PLAN
Effective: November 8, 2013
1. AMEND the folJowing bullet (10) (a) found in the DISCLOSURE OF PROTECTED
HEALTH INFORMATION (PHI) TO THE PLAN SPONSOR FOR PLAN
ADMINISTRATION PURPOSES provision in the STANDARDS FOR PRIVACY OF
INDIVIDUALLY IDENTIFIABLE HEALTH INFORMATION (THE "PRIVACY
STANDARDS") ISSUES PURSUANT TO THE HEALTH INSURANCE PORTABILITY
AND ACCOUNTABILITY ACT OF 1996, AS AMENDED (HIPAA) section as follows:
(10) Ensure that adequate separation between the Plan and the Plan Sponsor, as required in Section
164.504(f)(2)(iii) of the Privacy Standards (45 CFR 164.504(f)(2)(iii», is established as
follows:
(a) The following employees, or classes of employees, or other persons under control of
the Plan Sponsor, shall be given access to the PHI to be disclosed:
Benefits Coordinator
Finance Officer
Accounting Manager
Human Resources Director
Human Resource Analyst
Internal Auditor
Personnel Specialist
Personnel Assistant
County Administrator
Deputy County Administrator
Legal Counsel
Assistant Legal Counsel
I, ____----,.=,--________' certifY that I am the ---------.,I""'.tler.;-----
ofthe Plan Sponsor! Administrator for the above named Health Plan, and further certifY that I am authorized
to sign this Amendment. I have read and agree with the above change to the Plan and am hereby authorizing
its implementation as of the effective date stated above.
Signature: _______________
Tom Anderson
Print Name: County Administrator
Date: _________________
DC 2 0 13 · 6 5 6.
Deschutes County November 8, 2013