brownbaggernov08

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Brown Bagger

This section is set up to provide a ready-made Brown Bag Session for you to use with employees and/or managers. Use as is, or adapt this information for a general employee group. You may reproduce as many copies as needed.

Navigating the Paper Maze: Shedding Light on ADA, FMLA, and HIPAA ompliance with the federal Americans with Disabilities Act (ADA), Family and Medical Leave Act (FMLA), and the Health Insurance Portability and Accountability Act (HIPAA) is a complicated maze for employers. Employees may fall under one, two, or all three of the laws, which seem to conflict with each other at times. Throw in periodic changes to these laws, and additional statutes and legislation, such as state Workers’ Compensation policies, and the Consolidated Omnibus Budget Reconciliation Act (COBRA), and it’s no wonder that many business owners feel like they’re drowning in a sea of alphabet soup! It would take a series of articles to shed light on all legislation that affects employers and employees. However, it’s hoped that this article will make navigating this maze at least a little easier.

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What is the Definition of ‘Disability’? There is no list of medical conditions that are considered disabilities under the ADA. Basically, the ADA considers someone to have a disability if he/she has a physical or mental impairment that substantially limits one or more major life activities, such as walking, seeing, hearing, performing basic daily tasks, etc. To determine whether a particular employee has a disability, an employer may request medical documentation that shows whether the employee in fact has an impairment, and whether the impairment substantially limits one or more major life activities. Myths and facts about the ADA are described in the Handout section on page 4. The remainder of this article will discuss some of the frequently asked questions about the ADA, FMLA, and HIPAA. Q&A: Americans with Disabilities Act (ADA) Q: What employers are covered under the ADA? A: Employers of 15 or more employees are covered under the ADA. Q: What is the purpose of the ADA? A: To prevent discrimination against “qualified November 2008

individuals with disabilities” — in other words, those persons who can perform essential functions of the job with a reasonable accommodation. Q: When is an employee protected under the ADA? A: When he or she is a “qualified individual with a disability.” A disability is defined as a physical or mental impairment that substantially limits one or more of a person’s major life activities. An employer may require that documentation about the disability and its limitations come from an appropriate health-care professional, such as a nurse, physical or occupational therapist, psychologist, and/or a licensed mental-health professional. Q: How would a reasonable accommodation be determined? Where can employers find out more about accommodations for persons with various disabilities? A: In many cases, a reasonable accommodation will be obvious and can be made without difficulty and at little or no cost. Frequently, the individual with a disability will suggest a simple change or adjustment based on his or her life or work experience. An employer should always consult the person with the disability as the first step. In many cases, the employee will be able to provide ideas. When this isn’t the case, the employee’s doctor may be able to provide suggestions. As stated, the best source of information is usually the person with the disability. If the individual is not certain what he or she needs, the Job Accommodation Network (www.jan.wvu.edu) and the U.S. Equal Employment Opportunity Commission (www.eeoc.gov) are excellent resources for guidance about accommodation recommendations. Q: What does an employer need to know about interviewing job applicants with disabilities? A: An employer may not make a pre-employment offer inquiry on an application form or in an interview as to whether, or to what extent, an individual is disabled. The employer may ask a job applicant whether he or she can perform specific job functions. Additional information is available on the EEOC website. EA Report Brown Bagger 1


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