Registration and Tiers

Who can participate in the Tiers?

All benefits-eligible employees may participate in the incentivized, Tiered aspect of the program. Please contact HR if you have questions about your employment status or benefits-eligibility. A Student Recreation and Wellness Center membership is not required.

How do employees register?

Employees wanting to participate in the Employee Wellness Program register each year by submitting a completed Employee Wellness Registration Form online or directly to the Employee Wellness Coordinator. During the registration time, a link to an online form will be email to all employees as part of the weekly wellness communications (Wellness Wednesdays). The form is also accessible on the Employee Wellness Program website and hard-copies can be obtained from the Employee Wellness Coordinator.

When can employees register?

Employees wishing to participate in the Tiered parts of the program may register each August. Employees beginning their employment with Washburn after September each fiscal year will receive information regarding the Employee Wellness Program following their official start date.

How are health screening appointments scheduled?

After submitting the online registration form, the scheduling link will display immediately and also be provided in a confirmation email. It is the employee’s responsibility to schedule their own screening appointment time according to their availability or to contact the Assistant Director of Wellness to arrange another means of scheduling.

Who administers the health screening portion of the Health Assessment?

Washburn has contracted with HealthWorks to facilitate the administration of the health screening components. HealthWorks has been providing quality health services in the Topeka area for over 15 years and has received a Wellness Councils of America Silver Award in recognition of their outstanding health and wellness program.

I recently had blood work done with an outside provider. Can I submit the results to the Employee Wellness Coordinator in lieu of completing the on-campus screening?

Employees who have had a blood lipid profile and a blood pressure test completed by a physician within the 6 months prior to completing their Personal Wellness Profile, can submit those results to the Employee Wellness Coordinator. Employees choosing this option are required to obtain an additional consent and screening values form from the Employee Wellness Coordinator, if not requested during registration.

I am concerned about confidentiality, who will see my health screening results?

HealthWorks will have access to the results of the health screenings. This information will be compiled in aggregate form (no personally identifiable information) and will be used by Washburn University to administer the Employee Wellness Program. Employees have the option to release the results of their screening to the Employee Wellness staff. This is completely voluntary and confidential. The test results are used only to evaluate the employee’s health status, needs, or progress.

Confidential individual information will not be provided to any insurance companies, life insurance companies, automobile insurance companies, any outside companies or any Washburn departments, managers, or supervisors.

How do I complete the Personal Wellness Profile portion of the Health Assessment?

The Personal Wellness Profile can be completed online or via hard copy. Instructions will be sent to employees shortly after health screenings conclude in September. Individuals choosing to complete a hard copy version of the assessment will return the completed document to the Assistant Director of Wellness. The Assistant Director of Wellness will be responsible for entering the information on behalf of employees completing hard copy versions of the assessment.

I am concerned about confidentiality, who will see my Personal Wellness Profile results?

Washburn University has teamed up with Wellsource, Inc., a company specializing in population health management systems, to provide an online health risk assessment. Wellsource retains the information employees submit in the course of taking the Personal Wellness Profile assessment. Upon the employee’s consent, the Washburn Employee Wellness Program will have access to employees’ personal information from Wellsource. Wellsource and Washburn University have contractually agreed to fully comply with laws and regulations on the use of personal information; however, both Wellsource and Washburn University are independently responsible for fully complying with privacy and security practices. Employees choosing to participate in the Employee Wellness Program agree to share their information in two forms: 1) aggregate data (individual employee’s data combined with other participating employees’ data which does not personally identify individuals. 2) personally identifiable data (data specific to and identifiable to the individual employee). Additionally, in the course of providing services associated with the Personal Wellness Profile, Wellsource may have access to personal information. Employees can delete their personal information at any time but there is no guarantee that their information in aggregate form will be completely removed from the Wellsource system.

When do I get my incentive rewards?

Incentive rewards are processed by the payroll department and will typically be issued at the same time as the last paychecks of the month. As a general guideline, the amount will be awarded the month following the individual Tier completion. This will be reflected on the accompanying pay stub.