Condition of Employment Referrals

Supervisor-assisted referrals to Dr. Heitt can range from offering a gentle suggestion to access services to warning the employee of your concerns that warrant the referral. Remember, though, that a referral to Dr. Heitt does not take the place of disciplinary action (i.e., it is often totally appropriate for a supervisor to refer an employee to Dr. Heitt while also beginning the progressive steps of disciplinary action, as indicated).

“Condition of employment” or “last chance agreement” referrals are referrals whereby the employee must comply with the referral for evaluation(s), on-going monitoring, and any treatment recommendations made by Dr. Heitt for a minimal period of time. If the employee fails or refuses to comply with any of these components of the process, s/he may be subject to termination of employment.  Because of this, clearly employees should only be referred as a condition of employment or on a last chance agreement if it is determined that they are already appropriate for termination.

The philosophy behind such referrals is to support employees by offering resources and services that may be of benefit. Thus, when explaining this process to your employee, it is often helpful to keep this philosophy in mind, as it will communicate your desire to maintain and protect the employee’s employment status, as opposed to punishing the employee.

Dr. Heitt will avail himself in conjunction with your Human Resources and/or General Counsel’s office to guide you through the process of making the referral. It is essential that you communicate with your employee verbally in person and in writing. There are several elements that should be clearly and concretely addressed in this conversation and in the referral letter. You can use the following template as a guide to writing the referral letter. Remember that Dr. Heitt, as well as your HR and/or General Counsel are available to assist you during this process, and should always be consulted prior to instituting a COE referral.

FROM:    [Your Name and Title]

TO:        [Employee’s Name and Title]

DATE:    [Date of Letter]

RE:        Disruptive Behavior

 

Make some positive statements, then identify specific problems and concerns. As your [insert your title] for the past [x] years, I have known you to be a hard working and dedicated individual.  In recent months, however, I have noticed a significant decline in your work performance and interpersonal conduct.

-or-

This letter is a follow‑up on our meeting of [insert date].  During that meeting we discussed your behaviors at work.

Specifically, … [identify and describe specific problems, concerns and/or observable behaviors].

 

Distinguish from discipline, but relate it to potential adverse actions. The purpose of this letter is to express my concern for you, to outline specific areas of concern that are in need of improvement, and to present a course of action to attempt to remedy these concerns.  This letter does not protect you from further disciplinary action if warranted.  This letter may be used as documentation if the problems mentioned persist and/or recur in the future.
Specifically state that this referral is made as a “condition of continued employment.” Alternately, you may also make the appointment directly with Dr. Heitt for the employee. Thus, as a condition of your continued employment, you should arrange to meet with Dr. Michael Heitt of Heitt Clinical & Corporate Consulting, LLC by calling him directly at 410-580-9047 or emailing him at Michael@HeittC3.com.  I have already consulted with Dr. Heitt and he is expecting to hear from you soon.  Prior to your appointment you will want to visit Dr. Heitt’s websites, www.HeittC3.com and www.BaltimorePsychologists.com  to complete intake paperwork, learn more about the evaluation process and obtain directions to his office.

-or-

I have scheduled an appointment for you to see Dr. Michael Heitt of Heitt Clinical & Corporate Consulting, LLC.  The appointment is scheduled for [insert date and time].  Please visit Dr. Heitt’s websites, www.HeittC3.com and www.BaltimorePsychologists.com  to complete intake paperwork, learn more about the evaluation process and obtain directions to his office.

 

Be sure to mention the time expectation for scheduling the first appointment as well as the expectation that s/he will follow Dr. Heitt’s recommendations. I expect that you will have this initial evaluation scheduled within one week of your receipt of this letter.

-or-

I expect that you will keep this appointment as scheduled with Dr. Heitt.  It is also expected that you will comply with any recommendations he makes as a result of his evaluation.  These recommendations may include but are not limited to continued monitoring of your situation, drug/alcohol screening or rehabilitation, psychotherapy and/or referral to another mental health clinician, or hospitalization.

 

Address financial responsibility The duration of such treatment referrals typically last approximately six months to two years. Because you are a valued member of our faculty/practice/firm, we have agreed to pay for Dr. Heitt’s services.

-or-

You will be responsible to pay for the services rendered by Dr. Heitt.  If you request his assistance in doing so, he may be able to aid in submitting receipts to your insurance company for partial reimbursement.

Assure confidentiality. Dr. Heitt’s services are confidential.  The only feedback that will be provided to me will be regarding your attendance and compliance with the referral and recommendations, and any concerns about your fitness for duty.

-or-

As a consultant to our organization, Dr. Heitt will release a report to [state who the report will be sent to and who will have access to it].  If you have questions about the content of the report, please discuss this with Dr. Heitt.

 

I want you to succeed in your job.  Initially, you may use a reasonable amount of work time for your scheduled appointment(s) with Dr. Heitt.  I will be evaluating your work requirements, and you need to know that at some time in the future you may be required to arrange your work schedule to accommodate these appointments.
Express your continued concern. I would be happy to assist you in any way that I can during this period.  I will continue to observe and evaluate your performance and interpersonal conduct.
Sincerely,[Your Name]
Always consult with Human Resources and/or General Counsel before meeting with the employee and be sure to keep them updated by sending a copy of the letter. Attachment:

Consent Form from Heitt Clinical & Corporate Consulting, LLC

cc:

Michael Heitt, PsyD

Heitt Clinical & Corporate Consulting, LLC

[Name of Human Resources Manager]

HR Divisional Office

[Name of Attorney]

General Counsel

 

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