10 ways to support employees in an emergency
The devastation wrought by hurricanes Helene and Milton is an urgent reminder for employers of their critical role in helping to reduce the impact of climate-related disasters on their workforce and supporting the recovery of those affected.
If your organization has operations in the areas hit by these hurricanes, keep in mind that government-designated disaster and emergency zones will receive the bulk of support, and that people outside of those ZIP codes may not have access to the same services but still need some help. In addition, employees who were not directly affected may be called upon to assist family members. You are likely being inundated with calls from vendors referencing their capabilities. Simply collating those emergency capabilities and benefits all in one place so that the HR field team can communicate with them effectively is a good place to start. Connect with your vendor partners to understand what their capabilities are and ensure they are prioritizing employees affected by these disasters.
Even if none of your employees were in the path of these hurricanes, it’s a matter of when, not if, they will be threatened by some type of extreme weather event. Here’s a checklist of 10 ways you can prepare for and support employees during emergencies:
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Safety firstProviding employees with information on how to be prepared for various types of emergencies is a good place to start. There are a number of resources available including from the US Government. In addition, anticipate how and what to communicate with employees – in advance of anticipated weather event, during and after to confirm their safety.
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MedicalIn a disaster, most insurance carriers suspend typical utilization management processes to make it easier to access care. Confirm this with your health plan and make sure the information is communicated to your workforce to remove any unnecessary barriers.
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TelemedicineWhen in-person care isn’t an option, telemedicine is vital. Many service providers will offer $0 visits for everyone in the disaster area: customers, employed, or otherwise. Continue to communicate the benefits of telemedicine and how to access it – even after the immediate crisis has passed. For displaced employees in particular, digital healthcare solutions can serve as a vital connection point with providers.
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Pharmacy benefitsIn an emergency, typically pharmacy benefit vendors will provide no-questions-asked grace fills and suspend some utilization management processes for medications. This is critical for those on maintenance medications or who may have lost essential medications that they normally receive through a mail-order plan. Some vendors have created partnerships to enhance the accessibility of prescribed medication, which can be important in the aftermath of a disaster.
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Vision plansCarriers can help expedite the replacement of prescription eyeglasses and contact lenses. Check with your vendor and communicate these benefits to employees.
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DisabilityDisability claims may be fast-tracked for those in disaster areas, and the benefit administrator may ask the employer for an exception to waive elimination periods.
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EAPClimate disasters have a material impact on the mental health of employees. Some vendors may be willing to extend their services with no additional cost to employees who wouldn’t otherwise be eligible, such as part-time workers. Be sure to communicate with employees about the EAP programs available to them and what the programs can offer.
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401(k) hardship withdrawals401(k) or defined contribution retirement plan hardship withdrawals may be available. Ask your administrator if they can fast-track distributions – after carefully guiding the member around the federal guidelines and opportunity costs.
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Voluntary benefitsCarriers for home, automobile, boat, motorcycle, and pet insurance may offer expedited payment services following a climate disaster or provide the option of in-person adjuster locations, typically in front of home improvement and grocery retailers.
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Consider setting up relief fundsThis latest climate disaster may serve as a prompt to consider sponsoring an emergency relief fund, which would also provide support for individual disasters such as fire in the home. Emergency relief funds may be viewed as an essential part of an organization’s financial well-being program and – given that climate disasters are often the hardest on the most vulnerable – can also support efforts to address the social determinants of health. Employers can manage the process internally or work with external vendors that will administer the funds in an unbiased and formal way.
