LeadWell: Employee Health & Well-Being for Managers

Model the way and support your team’s well-being

Employee Health & Wellbeing provides a wealth of resources to support you and your team. You can start by  scheduling an individual consultation  with a seasoned health educator to brainstorm ideas on improving the well-being culture in your group.

• Schedule a health educator  to speak with your group about services, the Wellworks platform, or other health topics or watch this video on Employee Health & Wellbeing services in a team meeting.*
  • Health on the Go Presentation Request
• Support your team’s mental and emotional well-being by normalizing having conversations around mental health. Learn more about our onsite Employee Assistance Program and use EAP resources to support your team.
  • Schedule an EAP Counselor to join your management team for an introduction to counseling and management consultation services.
  • Invite the EAP to a group meeting for a service orientation or topical presentation.
  • EAP & Emotional Wellbeing Resources
  • Sandia Employee Assistance Program  
• Encourage employees to take advantage of 1-on-1 Health Coaching (nutrition, fitness, sleep, stress management and more). Model the way by scheduling your own appointment and letting your staff know how it works.
  • 1-on-1 Health Coaching Appointment Request
• Improve your group’s meeting culture by encouraging breaks between meetings and exploring how to reduce meeting volume or duration.
  • Meetings Playbook
  • Take 10 In Meetings
• Delve into the concepts around Employee Engagement and improve the overall culture of your group.
• Encourage your teams to learn about the health benefits and services available to them by sharing this website on where to go for care.
• Encourage your staff to take care of themselves while at work by taking breaks to relax, reset and reenergize.
  • WorkingWell 

Contacts and resources

 Employee Health & Wellbeing

Preventive Health NM: 505-284-4700, option 1

Preventive Health CA: 925-294-2700; cahealth@sandia.gov

Support an employee taking medical leave and their return to work

When your employee needs time off for medical reasons, help them locate and understand the following policies and procedures:

• Sickness Absence, Paid Family Leave, FMLA and CFRA Policy
• How to complete your timecard during sickness absence
• Time Reporting Codes 
• When and how to complete a Physician’s Certificate of Injury/Illness (PCII) Form

A PCII is required when the employee:

• Has been absent for a full work week or seven consecutive calendar days
• Has had surgery and/or was under general anesthesia (exceptions: colonoscopies, laser eye surgery and routine dental or dermatology procedures without complications)
• Has been admitted to the hospital
• Has been absent due to a heart or psychiatric condition
• Requires medical restrictions
• Applies for FMLA/CFRA for their own serious health condition (see Completing the FMLA/CFRA)
• Is asked to submit a PCII by their manager and/or Employee Health & Wellbeing
• Needs an extension to a current sickness absence or FMLA/CFRA leave
• Is on a plan that requires a PCII for all absences

Employees must return to work through Employee Health & Wellbeing after an injury or illness if they:

• Meet any of the above PCII submission requirements
• Wear a dosimeter and have undergone a nuclear medicine procedure
• Were absent because of a work-related illness or injury
• Were evaluated by an outside facility for a potential exposure
• Were absent as a result of any injury or treatment (including medication) that might affect their job performance
• Were evaluated by an outside health facility for a potential Sandia exposure to a hazardous substance or electrical shock
• Participate in the CDL, HRP and/or Crane and Hoist—refer to your specific program regulations
• Were requested to do so by their manager or Employee Health & Wellbeing

Employees can call 505-284-4700 option 1 to schedule a return-to-work appointment

Employees with questions about time away, sickness absence extension or balances can schedule an appointment with a Medical Case Manager through the Employee Health & Wellbeing appointment line,  505-284-4700, option 1.

Manager Responsibilities:

• Ensure that your employee’s timecard is completed and reviewed for accuracy each week.
• Track leave duration and remain aware of anticipated return to work timing.

Pro Tips:

• Keep check-ins brief, supportive and confidential.
• If leave is planned, prepare for coverage and workload planning early.
• If an employee returns to work with a medical restriction(s), review the medical restriction and accommodations policy.
• Both manager and employee can contact Employee Health & Wellbeing or HR Solutions for support.
• Do NOT request employee send you documentation directly. Request they send PCII forms or doctor’s notes to fmlasub@sandia.gov or mcmdocs@sandia.gov.

Contacts and resources

HR Solutions: 505-284-4700 (option 3)

Ask HR chat on the Sandia portal

Medical Case Manager:  505-284-4700 (option 1) to request a meeting

Act on a workplace injury or illness

Manager Responsibilities:

Ensure injured or ill members of the workforce seek the appropriate level of medical care. 

On-site medical emergencies in NM and CA:

• Call 911 from a Sandia phone
• Call 505-844-0911 (NM) or 925-294-2222 (CA) from a mobile phone.

Walk-in and same-day appointments are available for both work-related and personal health care illness or injury

• Call to schedule an appointment: 505-284-4700 (NM) or 925-294-2700 (CA)

When an employee reports a work-related injury or illness, managers should ensure the employee are aware of the reporting requirements as provided through the Medical Services Policy EHW002 and MN471022, ES&H Manual. If an employee is given medical restrictions, follow the EHW002.2, Medical Restrictions Process and Reasonable Accommodations Policy HR014.

For help supporting case management and employee recovery, contact Medical Case Management by scheduling an appointment at 505-284-4700, option 1.

Non-employees:

• Contractors may receive emergency stabilization or transport assistance when necessary; however, all non-emergency evaluation, treatment, reporting and workers’ compensation processes must be managed through the contractor’s employer and according to their company’s procedures.
• Visitors may receive emergency stabilization or transport assistance when necessary. Any follow-up medical care, reporting or occupational injury management must be coordinated through the visitor’s employer or sponsoring organization.

Manager Response to Work-Related Injury or Illness>>

Pro Tips: 

• Understand the difference between a work-related injury/illness and Worker’s Compensation:
  • Work related injury/illness: Occupational injuries result from physical, biological, chemical or psychosocial hazards such as noise, temperature, insect or animal bites, aerosols, blood-borne pathogens, hazardous chemicals, radiation and occupational burnout.
  • Workers Compensation: Workers’ compensation is a voluntary insurance program financed by the business that provides monetary benefits to workers who are injured on the job or who develop work-related illnesses as a result of their occupation.
• An employee who needs time off for a workplace injury or illness should see an Employee Health & Wellbeing provider before leaving work and contact Medical Case Management for time reporting guidance.
• Consider the emotional impact on those that may have witnessed the incident. Consult with an Employee Assistance Program Counselor about protecting employee well-being following an accident or disruptive event in the workplace.

Contacts and resources

Medical Case Manager: 505‑284‑4700, option 1 to request a meeting

Support medical restrictions and accommodation requests

Understand the difference between medical restrictions and reasonable accommodation:

• Medical restriction: functional limitations determined by a healthcare provider related to medical condition/s or injury.
• Reasonable accommodation: modifications or adjustments to the application process, job or workplace that do not constitute undue hardship, and enable a qualified individual with a disability or known limitations related to pregnancy, childbirth or medical conditions covered by the Pregnant Workers Fairness Act to apply for a job or to perform the essential functions of the job and enjoy benefits and privileges of employment equal to those of similarly situated applicants or employees without disabilities.

If your employee has medical restrictions and/or requesting job accommodations, help them locate and understand the following policies and processes:

• Medical Restriction Process EHW002.2
• Reasonable Accommodations Policy HR014

Manager Responsibilities:

• When an employee has a medical restriction, work with the employee as outlined in Reasonable Accommodations Policy HR014.
• Engage the Job Accommodations Specialist, Medical Case Manager and HRBP as needed to evaluate the requested reasonable accommodation and identify potential alternative accommodations.

Pro Tips:

• Employees who express need for possible medical restrictions need to:
  • Submit medical documentation from their health care provider to mcmdocs@sandia.gov or bring the documentation to their appointment with EH&W.
  • Make an appointment for a medical restriction review at EH&W.
• Employee Health & Wellbeing must review long-term medical restrictions at least annually.

Contacts and resources

Accommodation for Lactation

Ergo Zone

Travel and Event Management

Medical Case Manager: (NM) 505‑284‑4700, option 1 to request a meeting

Job Accommodation Specialist: medacc@sandia.gov and HRBP

Handle concerns about an employee’s fitness for duty secondary to a possible medical condition or health issue

A clinical evaluation helps determine whether an employee can safely perform their job without posing a direct threat due to a medical condition.

A referral for an evaluation must be:  

• Job-related and consistent with business need when there is a reasonable belief that an employee’s ability to perform essential job functions is impaired or poses a direct safety or security threat due to an observed medical or psychological health concern. 
• Based on observable and objective facts. 

It is not appropriate to make a referral for performance, behavior or attendance problems alone.  

If the situation is not an emergency, but you have urgent medical or mental health concerns about an employee, contact a Medical Case Manager and/or Employee Health & Wellbeing Behavioral Health Provider to request a potential fitness for duty evaluation. They can help determine whether the individual should be escorted to the clinic or if another course of action is warranted. 

For non‑urgent concerns about an employee’s ability to perform their job due to a medical/health issue, contact your Employee Relations Specialist and the Medical Case Manager (NM: 505‑284‑4700, option 1).
If, after consultation, a clinical evaluation referral is indicated, complete the Referral for Clinical Evaluation (SF 4040FFD) form to initiate the referral.

Pro Tips:

• In an emergency call 911 from a Sandia landline or 505‑844‑0911 from a cell phone (NM).
• If an employee is exhibiting a change in performance or behavior, addressing these changes early can help alleviate escalating mental health issues, security concerns and progression to corrective action.
• If you have concerns, but are unsure how significant the issue may be, request a confidential consultation with a Medical Case Manager (NM: 505-284‑4700, (option 1) or EAP Counselor in EAP (NM 505-284-1562). They can help you make informed decisions and approach employee situations with compassion. 
• For additional guidance for clinical evaluations, review Medical Services Policy EHW002.

Contacts and resources

How the EAP supports Manager Success

Let’s Talk – Conversation Guide

Employee Relations Specialist  

HRBP

Medical Case Manager: NM 505-284-4700, option 1 to schedule an appointment

EAP: NM 505-284-1562 to schedule an appointment

Understand medical surveillance

Some of your employees may have work duties that qualify them for or require participation in a medical monitoring or surveillance program. Review EHW002.1 Medical Monitoring & Surveillance Process to understand the partners involved in these programs and your responsibilities as a manager.

Contacts and resources

Occupational Medicine: NM 505 284-4700 option 1

Understand testing policy for alcohol, drugs and tobacco in the workplace

Policy EHW001 explains requirements for members of the workforce to meet and maintain suitability standards for continued employment while complying with applicable federal laws and regulations and Sandia policies.

Manager Responsibilities: Random drug testing program

To protect the integrity of the random drug testing program, managers play an important role in helping Employee Health & Wellbeing contact selected employees while maintaining confidentiality.

Random drug testing notifications must be made verbally by drug testing staff. Notifications cannot be delivered through email, Teams or text messages.

Drug testing staff will attempt to contact the employee at least three times before reaching out to the manager for assistance.

• If contacted by drug testing staff, instruct the employee to call the Drug Testing Office immediately at 505-844-1892, leave a voicemail if staff does not pick up.
• Do not disclose the reason for the requested callback. Drug testing staff will provide the required notification and instructions.
• Once an employee has been officially notified of their selection for random testing, the drug test must be completed before the end of the business day.
• Ensure employee contact information is current. Drug testing staff rely primarily on the Sandia Directory for employee contact information. They do not have access to employee calendars, schedules or HR systems. If an employee’s phone number is unavailable or outdated, managers may be asked to provide updated contact information or contact the employee and instruct them to call the Drug Testing Office.

Manager Guidance: Positive Drug or Alcohol Test

If a MOW has a verified positive test, the manager will be contacted by the Drug Testing Program Administrator only after the Medical Review Officer (MRO) has reviewed the results and completed the required interview with the MOW.

Once notified, managers should:

Maintain confidentiality and limit information to those with a business need to know.

Follow guidance from the Drug Testing Program Administrator and Employee & Labor Relations (ELR) regarding next steps.

Do not independently discuss medications or medical information with the MOW.

Engage Security/ProForce if there is an immediate safety, conduct or escort concern.

Coordinate with ELR regarding any work restrictions, administrative actions, or employee communications.

Contractor Notification Process

For contractor personnel, drug testing staff typically work through the Facility Security Officer. If the FSO cannot be reached, the Sandia manager listed in SAPLE may be contacted to assist with communication.

Frequently Asked Questions

Contacts and resources

Drug Testing Program Administrator: (NM) 505-844-5668 

Support your team or employee through difficult events

Considering the emotional impact on your team in times of uncertainty, loss or change is key in supporting team productivity and morale.

Providing timely psychological support following a critical incident or disruptive event helps employees normalize their natural reactions, address emotional injury, cope and restore functionality. It also tangibly demonstrates organizational care and responsibility and lessens the potential negative impact to efficiency, productivity and morale.

Employee Assistance Program staff are available for confidential consultation and critical stress debriefings.

Pro Tips:

• Consult with an EAP counselor when concerned about an employee’s emotional or mental well-being
• Coordinate with the EAP in support of your team following an employee death, critical incident or disruptive workplace event.

Contacts and resources

Employee Assistance Program (EAP) – Fact Sheet

Let’s Talk – Conversation Guide

How the EAP supports Manager Success

Disruptive Event Management

Employee Assistance Program: (NM) 505-284-1562 to schedule an appointment