Drive Safely Work Week: 5 Ways to Discourage Distracted Driving  

Did you know that motor vehicle crashes are the leading cause of worker fatalities each year? Drive Safely Work Week, observed during the first week of October, calls attention to the importance of preventing distracted driving on the job.

What is Distracted Driving?
Distracted driving is any activity that could divert attention away from the primary task of driving, such as using a cell phone or smartphone, eating or drinking, and reading maps or using a navigation system. Because text messaging requires visual, manual, and cognitive attention from the driver, it is by far the most alarming distraction.

As a business owner or manager, it's your legal responsibility under the federal Occupational Safety and Health Act to safeguard workers who drive as part of their job. Companies are in violation of the law (and many state laws) if, by policy or practice, they:

• Require texting while driving;
• Create incentives that encourage or condone texting and driving; or
• Structure work so that texting while driving is a practical necessity for workers to carry out their jobs.

How to Discourage Distracted Driving
OSHA advises employers to send a clear message to workers and supervisors that the company neither requires nor condones texting while driving. Specifically, employers should:

1. Enact a company policy on distracted driving that prohibits texting while driving (this model policy can help you get started).
2. Establish work procedures and rules that do not make it necessary for workers to text while driving in order to carry out their duties.
3. Set up clear procedures, times, and places for drivers' safe use of texting and other technologies for communicating with managers, customers, and others.
4. Incorporate safe communications practices into worker orientation and training.
5. Eliminate financial and other incentive systems that encourage workers to text while driving.

Check out OSHA's Distracted Driving Page for more guidance on work-related driving distractions. Our Safety and Wellness section offers other helpful information on how to keep your employees safe.

Source:  HR360.com

Deadline for Providing Medicare Part D Creditable Coverage Notices

As a reminder, the Medicare fall open enrollment  now begins on October 15th and ends December 7th. This means that sponsors of group health plans (including employers) that provide prescription drug coverage must distribute required creditable coverage disclosure notices to Medicare eligible participants prior to October 15th.

The Medicare Modernization Act requires entities whose policies include prescription drug coverage to notify Medicare eligible policyholders whether their prescription drug coverage is creditable coverage, which means that the coverage is expected to pay, on average, as much as the standard Medicare prescription drug coverage. For such an entity, there are two disclosure requirements:

• A written disclosure notice to all Medicare eligible individuals annually who are covered under its prescription drug plan, prior to October 15th each year and at various other times. This notice must be provided to Medicare eligible active working individuals and their dependents, Medicare eligible COBRA individuals and their dependents, Medicare eligible disabled individuals covered under the prescription drug plan, and any retirees and their dependents.
• Online disclosure to the Centers for Medicare & Medicaid Services to report the creditable coverage status of the entity's prescription drug plan. This disclosure is also required annually, no later than 60 days from the beginning of the plan year, within 30 days after termination of a prescription drug plan, or within 30 days after any change in creditable coverage status.

Visit our section on Medicare to learn more about the program and the employer notice requirements under Part D (including model notices).

7 Topics to Cover During New Employee Orientation

New employee orientation (also called onboarding) introduces new employees to the workplace and familiarizes them with some of the company's basic practices. Onboarding should be conducted as soon after an employee's start date as possible. Some of the topics you may wish to cover include:

1. Welcome. Give your new employee a brief tour of the workplace and introduce managers and co-workers. Be sure the employee's work station is neat and organized to make him or her feel welcome.
2. New Hire Paperwork. Orientation is a good time to collect and complete any necessary paperwork, such as Form I-9 (employee must complete no later than the first day of work for pay), Form W-4 and any required state income tax withholding forms.
3. Compensation and Benefits. Provide details on pay periods, direct deposit, payroll deductions, health insurance and any other benefits to which your new employee may be entitled. Prepare a benefits packet ahead of time to give to the employee and let him or her know who can answer questions.
4. Attendance and Leave. Review the employee's expected hours of work, as well as the company's policies regarding absenteeism, meal and break periods, and time off (including notice required).
5. Employee Conduct. Make sure the employee understands the rules regarding dress code, telephone and computer use, and other expectations. If your policies are explained in an employee handbook, be sure the employee receives a copy.
6. Safety and Security. Explain necessary safety and security procedures and distribute building keys, employee identification, and parking passes as appropriate.
7. Required Training. Schedule training sessions as soon as possible so the employee can learn about the technology, safety, and any other special skills necessary to perform his or her job.

Regardless of whether you distribute a full employee handbook, it's a good idea (and in some instances may be legally required) to inform employees in writing of your company's policies. Remember to follow-up with your employee during the first several weeks to address any concerns and answer any questions that may come up. You can find more tips for helping the orientation process run smoothly in our section on Onboarding.

Articles From Around the Web