Wellness Coordinator FAQs

Ideas & answers for Wellness Coordinators.

Do you have any ideas/programs for stress management?

WEA Trust has a lending library item called "Detour from Stress" which focuses on stress management activities you can do in the workplace. For more information, see the lending library.

A staff member would like to help a spouse quit smoking. Are there any resources available at the Trust?

The program is free and available to members age 18 and over who have WEA Trust health insurance. Start by downloading our brochure, Quit Smoking—Your Way! Dependents under the age of 18 are not eligible for cessation aids, but are encouraged to contact the toll-free Wisconsin Tobacco Quit Line at 1-800-QUIT-NOW (1.800.784.8669). The Wisconsin Tobacco Quit Line also offers coaching, discussion forums, and more at its Web site, WiQuitLine.org.

Trust in Your Health also offers an online smoke-free program. It provides motivational tools and clinically-based guidance to help participants overcome the addiction, based on their readiness to change.

How can I get more staff to participate in our district's wellness activities?

When staff contribute their ideas about a wellness program, chances are they will be more likely to participate. You can assess what your staff would like to see for wellness activities by using the Employee Interest Survey. Incentives are another important method to increase participation. Weekly or monthly drawings for those individuals or teams who have met their health goal can increase motivation to participate.

Flu Vaccinations

What is the WEA Trust’s maximum reimbursement for its members who participate in the on-site flu vaccination program and have the Trust as their primary health insurance?

The Trust will reimburse up to $30 for each flu vaccination for eligible members. Either the school district or the member is responsible for the difference if the cost per vaccine exceeds $30.

Who is eligible to receive the seasonal flu vaccination at the on-site clinic?

a) School district employees, spouses, dependents, and retirees who have the Trust coverage as their primary health insurance are eligible.
Eligible dependent children 3 years of age or older are also eligible to participate in an on-site clinic at the discretion of the school district and the provider. Please speak with your provider about dosage requirements for this age group. The parent/guardian is responsible for making sure that the child gets the second vaccination, if required (health plan deductible, copayment, and/or coinsurance may apply if provided in the doctor’s office).

b) School district employees who do not have the Trust health insurance coverage and members of the general public may participate at the discretion of the school district and the provider. Those individuals are responsible for payment at the time of service, unless other arrangements have been made with the provider. They should NOT be included on the Trust’s roster.

c) Retirees with Medicare as their primary health insurance may receive a flu vaccination if the provider can submit flu vaccination claims directly to Medicare. Medicare guidelines have changed, and individuals can no longer submit flu vaccination claims directly to Medicare. If the provider cannot submit these claims directly to Medicare, please advise the individual to check for alternative flu clinics on the WEA Trust FluShotFinder Web site. Retirees should bring their Medicare card to the clinic. All other retirees are eligible in the same manner as other district employees with the Trust health coverage.

How are the WEA Trust health plan member rosters used?

The Trust will provide a roster to each district with the names of employees, spouses, and retirees who have a Trust health plan as their primary health insurance. Members are required to sign this roster to verify receipt of a flu vaccination.

It is the provider’s responsibility to verify health insurance coverage by asking to see the participant’s insurance card and verifying that the member’s name is on the Trust roster.

The Trust will provide a blank roster for individuals not listed on the main roster, such as newly hired employees, dependents, or a person with WEA Trust primary health insurance through another district.
Please note: Do not include non-WEA Trust health plan members on this roster, as this will delay payment of the invoice.

• Newly hired eligible employees should clearly print their full name and sign their name.
• If an eligible dependent (age 3 years and older) receives a flu vaccination, both the dependent’s full name and the full name of the covered subscriber should be entered on the roster.
  If the dependent is a minor, a parent/guardian must be present when the dependent receives the vaccination and will need to sign in place of the minor.
• If an employee has the Trust health plan as their primary health insurance through another district, he/she should print his/her full name and sign his/her name. He/she will also need to include their Group ID #—NOT their individual subscriber number. The school district ID is listed as the Group # on the Trust insurance card (see sample insurance card below). Please note that our insurance card is identical for all lines of business.

How will the Trust pay the invoice for its health plan members?

To ensure timely and accurate reimbursement, providers have been instructed to send invoices to the Trust directly.

Ensure the provider takes the completed rosters (or a copy) when the clinic is completed for the day. The Trust requires the rosters be completed and submitted to pay the provider. If another type of log is submitted, it will significantly delay payment while health insurance coverage is verified.

The completed rosters and invoice should be submitted no later than March 1, 2011, to:
WEA Trust, Member Health Services Department
Flu Vaccination Program Administrative Assistant
P.O. Box 7338, Madison, WI 53708-7338

Whom do I call to find out about reimbursement for other vaccinations?

The Trust does not reimburse for pneumonia, hepatitis B, or other vaccinations under the Flu Vaccination Program. These vaccinations are only eligible when provided by the individual’s physician. Please contact Customer Service at 800.279.4000 during business hours if you have questions.

Hours: Monday through Friday  7:30 a.m. – 5:00 p.m.

Summer hours (Memorial Day through Labor Day):
Monday through Thursday  7:15 a.m. – 5:00 p.m.
Fridays    7:15 a.m. – 1:00 p.m.

What if an eligible WEA Trust health plan member receives a seasonal flu vaccination elsewhere?

Another school district: Eligible plan members can receive flu shots at another school district’s flu vaccination clinic. Contact the district or check the WEA Trust FluShotFinder Web site to find out if an appointment is required.

Community-based flu clinic: Eligible plan members need to pay for the vaccination and seek reimbursement from the Trust for up to $30 when the flu vaccination is received at a community-based flu clinic. The member will need to submit a receipt, including the amount paid, his/her name and subscriber number to:
WEA Trust
Attention: Claims Department
P.O. Box 8220, Madison, WI 53708-8220.

Health care clinic or physician’s office: Eligible plan members may receive a flu vaccination at a health care clinic or physician’s office. Reimbursement is subject to any applicable deductible, copayment, and/or coinsurance.

Other questions?

If you have any questions, please contact Customer Service at 800.279.4000.

Trust In Your Health

Who is eligible to access the tools and resources on TrustInYourHealth.com?

WEA Trust health plan subscribers and spouses/domestic partners who have the Trust as their primary health insurer.

Who is not eligible?

Individuals who have the Trust as their secondary health insurance. For example:

• Spouses covered under their employer’s health plan.
• Retirees and spouses with Medicare as their primary insurance.
• Dependents.

Is there an incentive this year?

Yes, the incentive program is called Trust Rewards. Eligible members who meet the program requirements (complete the Health Assessment and Satisfaction Survey), earn an additional six Reward Points by December 31, 2011, and remain an active, eligible member of a Trust health plan on January 1, 2012, will receive a $50 prepaid card. Plus, each quarter, ten qualifying people will randomly be selected to win a prize (valued up to $250).

A new program will start in 2012. Watch for updates.

How does Trust Rewards work?

Eligible members earn Reward Points when they complete activities on TrustInYourHealth.com. Each activity is assigned a point value. Once an activity is completed, Reward Points are automatically recorded on your personal home page located on TrustInYourHealth.com.

What activities are available?

• Health Assessment (8 Reward Points)—Required.
• Online Satisfaction Survey available July 1 (1 Reward Point)—Required.
• Healthy Living Program (4 Reward Points each).
  • Choose from 13 personalized 6-week programs
  • You can only participate in one program at a time.
  • Program does not allow you to jump ahead; it will take 6 weeks to complete.
• Wellness Seminars (1 Reward Point each).
  • Watch online monthly seminars on a variety of wellness topics.
• Conversations (1 Reward Point each).
  
  • Listen and participate in virtual coaching conversations on a variety of topics.
• Wellness Challenges (5 Reward Points each).
  
  • A new 4-week Challenge is offered each quarter.
  • Challenges occur in January, April, July, and October.
  • Each Challenge begins the first day of the month and ends on the last day of that month.

What do I need to do to receive the $50 incentive?

• Be an eligible participant (see above).
• Earn 15 Reward Points by December 31, 2011, by doing the following:
  
  • Health Assessment (8 Reward Points)—Required.
  • Satisfaction Survey (1 Reward Point)—Required.
  • Optional activities (6 Reward Points or more).
• Remain an active, eligible WEA Trust health plan member on January 1, 2012.

When will I receive my $50 prepaid card?

If you meet the above requirements, your $50 prepaid card will be mailed to you early in 2012.

How do I qualify for quarterly prizes?

Complete the Health Assessment or a quarterly Challenge and you’re automatically entered to win prizes for all subsequent drawings.

How many winners will be selected?

At the end of each quarter, ten winners will be randomly selected to win a prepaid card valued up to $250.

Can I win more than once a year?

No, you can win only one quarterly drawing per wellness program year.

Will I need to claim my individual incentive or quarterly drawing reward on my taxes?

The prepaid card/award is probably taxable, but the Internal Revenue Service (IRS) has not made a clear ruling regarding the provision of such awards from health insurers. If you have questions, please consult your tax advisor.

I am concerned about confidentiality.

Your health information is protected and secure. When you log on to TrustInYourHealth.com, you’ll create a personal ID that is unique to you. Your employer, WEA Trust, and Alere are committed to protecting your privacy. All personal health information that you record is stored on secure servers of Alere. Personal health information is protected under a Federal law known as the Health Insurance Portability and Accountability Act (HIPAA), and cannot be used to deny health plan eligibility or claims. The WEA Trust does not make claims or eligibility decisions based on your Health Assessment results, and your employer cannot access individual results. Your employer will only receive aggregate data.

Will the Trust have access to my individual results?

Personal demographic information is necessary only to mail you feedback and for health improvement programs, if applicable. The WEA Trust health professionals use your results to offer programs tailored for your specific needs. Also, based on Health Assessment results, some WEA Trust health plan members are offered the opportunity to work with a WEA Trust care manager. Personal health information is protected under a Federal law known as the Health Insurance Portability and Accountability Act (HIPAA), and cannot be used to deny health plan eligibility or claims. Your health information is protected and secure. WEA Trust does not make claims or eligibility decisions based on your Health Assessment results, and your employer cannot access individual results. Your employer will only receive aggregate data.

What if I am a new health plan member—when can I access TrustInYourHealth.com?

As soon as you receive your health insurance card in the mail, you can go online. The member should be able to access the Web site in seven to ten business days.

What should I do if I cannot access TrustInYourHealth.com?

Check to see if you’ve entered the required information correctly. The information needed in the Personal ID box is the last four digits of your subscriber number, your date of birth entered as mmddyyyy (two digit month, two digit day, four digit year), and the last thing to enter is “F” for female or “M” for male. So it would look something like: 123401251970F as a hypothetical example of a female born on January 25, 1970.

If after trying this, you are still unable to enter the site, please contact the Trust in Your Health Technical Support at (877) 805-0738, 8 a.m. to 10 p.m., Monday through Friday, excluding holidays.

I'm having technical problems with TrustInYourHealth.com.

If you’re having problems logging on to the Web site, please contact the Trust in Your Health Technical Support at (877) 805-0738.

What if I don’t know my blood pressure, cholesterol, blood glucose, or body measurements?

Although blood pressure, cholesterol, blood glucose, and body measurements (waist, hips, and neck) are not required to complete the assessment, including this information will provide you with personalized information and resources to help you improve your health. You can call your doctor and request this information or if your health care provider offers a personal health record, you may be able to locate your lab values there. Although entering biometric data or blood lab values is optional, entering height and weight values is required to measure body mass index (BMI).

Paper Health Assessment? I don’t have access to the Web—how can I complete the assessment?

The Health Assessment is available online only and takes about 15 to 20 minutes to complete. If you do not have access to a computer, you can go to a local library or access a computer at the school district. Be sure to log out if using a shared computer.

I completed the Health Assessment online. When do I receive my personal health profile?

You’ll receive immediate feedback after you complete your online Health Assessment. A page will pop up and you can see the results of your Health Assessment with recommendations of Healthy Living Programs that may benefit your unique health risks and interests. This online report is accessible at any time. Please print a copy for your personal records.

My personal health profile is incorrect. How can I change it?

Once your annual Health Assessment is completed, it cannot be changed. If you’ve made an important error, such as gender, please contact Lorrie Olson at Extension 2305 for assistance.

Can I be reimbursed for my health club membership?

The Trust does not reimburse health club memberships. You can apply your Trust Rewards incentive toward the cost of a health club membership or for any purpose you choose.

How late can I start the challenge?

You can start it any time after the challenge begins. The later you start, the more difficult it will be to complete all the activities to earn your points.

Why doesn’t my old user name and password work?

This is not our traditional Health Assessment. Members will need to go to TrustInYourHealth.com and create a new user name and password by following the instructions on the site.

How often can I take the Health Assessment?

One time per calendar year.