Bend Chamber
Wellness Coordinator’s
Guide
Summary
Congratulations! Your organization is receiving a five percent discount on 2016 health insurance plan
premiums. To receive this discount, your organization has committed to four wellness requirements:
1.
2.
3.
4.
Attend a Wellness in the Workplace workshop.
Promote the Winning at Wellness monthly toolkit.
Ensure 50 percent of employees participate in CaféWell's online health assessment.
Ensure 50 percent of employees complete a preventive service, and log it in CaféWell.
We want to provide you with the tools to succeed. To help you, this guide includes:

Outline of your wellness commitments and how to meet them

A recommended implementation timeline

Communication best practices

Sample promotional emails

A copy of your wellness commitment
You will also receive access to:

A participant program guide (including CaféWell sign-up instructions and FAQs)

Promotional fliers

Monthly Winning at Wellness toolkits via email
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Why Workplace Wellness?
Our everyday choices have a dramatic effect on the quality and length of our lives. A healthy lifestyle is
vital to preventing chronic and life-threatening conditions, such as heart disease, diabetes, cancer, and
obesity. With most adults spending more of their waking time at work than anywhere else, it’s a great site
for promoting healthful habits. When the workplace culture and environment promote healthy choices,
employees are more likely to make healthy decisions, and encourage others to do so.
Studies on workplace wellness have also shown that workers are more likely to be on the job and
performing well when they are in optimal physical and emotional health. Employees are also more likely
to be attracted to, remain with, and value an employer that appreciates them.
The four wellness commitments have been designed to support your organization to establish or maintain
a culture of wellness in your workplace. Employees will be exposed to monthly wellness messages and
encouraged to actively engage in their health.
Your Four Wellness Commitments
1. Attend a Wellness in the Workplace Workshop.
The first step is to attend a workshop where you will be provided with the tools to meet your wellness
commitments. If you missed our April 2016 workshops, please contact [email protected].
2. Promote the Winning At Wellness monthly toolkit.
The PacificSource wellness toolkit is a monthly publication that provides succinct health messages to use
in your workplace. The goal is to educate employees on a variety of wellness topics in a consistent, visual
manner. Each month’s toolkit includes a flier, poster, payroll stuffer, table tent, text messages, and an
article that can be placed on a bulletin board or used in an existing employee newsletter.
You committed to promoting the wellness toolkit by hanging posters (or fliers) and disseminating
the newsletter article to employees each month.
We distribute the wellness toolkit through our monthly Winning at Wellness newsletter. To sign up to
receive the Winning at Wellness newsletter, email [email protected]. You can request to
receive the toolkit monthly via email, or order copies to be mailed to your office. Please specify if you
would like to receive copies in Spanish as well. If your wellness focus area differs from our 2016 scheduled
topics, you can access our archived toolkits online at PacificSource.com/wellness-toolkit for an alternative
to the monthly topic.
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3. Ensure 50 percent of employees participate in CaféWell’s online health
assessment.
The health assessment in CaféWell is a confidential online survey that allows individuals to identify
potential health risks and create or revamp a plan to achieve their health goals. A personal report is
generated at the end of the survey, which a participant can print and share with their doctor.
4. Ensure 50 percent of employees complete a preventive service and log it in
CaféWell.
Engaging in preventive care services is a proactive way for individuals to reduce their health risks. As part
of your commitment to wellness, at least 50 percent of your employees will need to complete one of the
following services by December 31, 2016, and log their completion in the CaféWell rewards program:






Have a wellness visit with their physician
Complete a dental cleaning
Enroll and participate in Quit for Life® (tobacco cessation)
Get an annual flu shot
Receive an immunization
Complete a preventive screening for breast cancer, colon cancer, cervical cancer, or prostate
cancer
To reach your goal of 50 percent employee engagement in wellness commitments three and four, we
recommend offering a reward to employees who complete the online health assessment during a monthlong promotional campaign in June 2016, and a second reward for completing both components by
October 31, 2016.
Rewards can be a cash bonus, paid time off, gift certificate, or merchandise. If you do not have the
capacity to offer a reward to every participant, consider offering one or two larger raffle prizes. Here is an
example: Everyone who completes the health assessment in June 2016 is entered in to win a $50 Amazon
gift card! Everyone who completes the health assessment and logs a preventive service by October 31, 2016,
is entered into win an extra day of PTO.
Promotion Planning and Timing
A successful campaign requires a solid promotion plan. In this guide, we have provided a program
timeline and promotional material to help you with this, including sample emails you may use and adjust
as needed. Be sure to also check out the sample participant program guide.
Program Timeline
Items and Tasks
Timeline
Campaign One: Health Assessment
Attend the Wellness in the Workplace workshop
April 11 – 14
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Review program material
By April 15
Discuss both campaign plans with other organization leadership
By May 6
Determine incentives for the campaigns
By May 6
Order incentives for the health assessment campaign
By May 6
Download program materials from pacificsource.com/BCOC/employer
and complete customization fields
By May 27
Print program materials
By May 27
Hang up the health assessment campaign fliers
June 1
Send initial health assessment campaign promotional email with
participant guide
June 1
Present the health assessment campaign at staff meetings
By June 8
Send first reminder email for the health assessment
By June 9
Send second reminder email for the health assessment
By June 22
Send final reminder email for the health assessment
June 30
Review participation report (provided by PacificSource)
By July 8
Disseminate rewards/incentives
By July 8
Campaign Two: Health Assessment and Preventive Services
Remind leadership about the upcoming campaign promoting the
health assessment and logging a preventive service in CaféWell
Download program materials from pacificsource.com/BCOC/employer
and complete customization fields
Print promotional fliers for the health assessment and preventive
services campaign
By September 9
By September 9
By September 26
Hang the campaign poster
By October 3
Order incentives for the campaign
By October 3
Send out initial health assessment and preventive services promotional
email with participant guide
Present the health assessment and preventive services campaign at staff
meetings
Send first reminder email for the health assessment and preventive
services campaign
Send second reminder email for the health assessment and preventive
services campaign
Send final reminder email for the health assessment and preventive
services campaign
October 3
By October 7
By October 12
By October 25
October 31
Review participation report (provided by PacificSource)
By November 9
Disseminate rewards/incentives
By November 9
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Review participation report (provided by PacificSource) to determine if
you have reached 50 percent employee engagement on completing the
health assessment and logging a preventive service. If you have not
By December 9
reached 50 percent, reach out to staff to encourage participation.
Review final participation report (provided by PacificSource)
By January 11, 2017
Wellness Toolkit Promotion
Sign up to receive the monthly Winning at Wellness newsletter
By April 15
Hang the monthly wellness toolkit poster and newsletter
May 2
Hang the monthly wellness toolkit poster and newsletter
June 1
Hang the monthly wellness toolkit poster and newsletter
July 1
Hang the monthly wellness toolkit poster and newsletter
August 1
Hang the monthly wellness toolkit poster and newsletter
September 1
Hang the monthly wellness toolkit poster and newsletter
October 3
Hang the monthly wellness toolkit poster and newsletter
November 1
Hang the monthly wellness toolkit poster and newsletter
December 1
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Supplemental Tools
Effectively Communicating Your Wellness Plan to Employees
Communicating your workplace wellness efforts to your
employees can make or break how well the program is
received, adopted, and supported. Here are some best practice
strategies to help engage employees in workplace wellness
efforts:
Keep it positive! Positive messaging excites people and
makes them feel supported. This will also help your employees
with long-term, intrinsic motivation to change.
Be clear and concise. Your messages should include all of
the details employees need to take action. Keep messages easy to understand and instructions easy to
follow.
Promote the benefits. Focus your message on what being healthy can mean for your employees, both
at work and in their daily lives. Think about what your workforce really values, and craft your message to
promote health's role in those values.
Communicate often. A person typically needs to hear a message seven to ten times for it to stick. Aim
to get your wellness messages in front of employees at least that many times. Take advantage of relevant
events at your workplace, such as staff meetings, department huddles, one-on-ones, etc.
Add variety. Use a variety of channels to reach your employees—email, fliers, video, social media, and
in-person are great ways to share your message. Meet your employees where they are to share your
message.
Develop a wellness brand. A wellness brand will help you set the tone and positively promote
wellness opportunities in the workplace. This will also help you ensure your wellness messages look, feel,
and sound similar, making it more easily recognizable. This will also help establish wellness as part of your
organization’s culture.
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Email Communications
Below is recommended email text for the communications schedule. Your organization can make any
edits necessary for your program rollout. Remember to fill in the appropriate information for your
campaigns. We also recommend you attach the participant program guide with each email.
We strongly recommended that you offer incentives to participants. We’ve highlighted these references in
the sample email messages below.
Campaign One: Health Assessment
Announcement Email
Subject: Complete Your Health Assessment Today, and be Entered to Win Prizes!
Body:
When you take the health assessment in CaféWell, you will gain greater insight into your personal health
and wellness in as little as ten minutes. Not only that, but if you complete the health assessment by
Thursday, June 30, you’ll be entered in a drawing to win <<prize>>!
Once you complete the health assessment, you’ll receive a personalized report that outlines your health
status and what you can do to maintain or improve your health.
Taking the health assessment is voluntary and completely confidential. Your personal health information
will not be shared with us as your employer. We will only be notified that you participated for the purpose
of rewards redemption.
View the attached program guide for more information and how to get started, today.
Reminder Email #1
Subject: Don’t Forget to Complete Your Health Assessment Today for a Chance to Win!
Body:
Have you completed the health assessment in CaféWell? If yes, great! You’re entered in the drawing to
win <<prize>>!
If you haven’t, don’t miss out on your opportunity to win! By taking the health assessment in CaféWell by
June 30, you’re automatically entered into our drawing. You’ll also get:

Greater insight into your personal health

A personalized report outlining your health status
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
Guidance for what you can do to maintain or improve your health
Taking the health assessment is voluntary and completely confidential. Your personal health information
will not be shared with us as your employer. We will only be notified that you participated for the purpose
of rewards redemption.
Need help getting started? View the attached program guide for more information.
Reminder Email #2
Subject: It’s Not too Late to Complete the Health Assessment!
Body:
Where did the time go? We’re already nearing the June 30 deadline to complete the health assessment in
CaféWell and be entered in a drawing to win <<prize>>. Can you believe it?
The good news is that you still have plenty of time to complete the health assessment, get entered into
the drawing, and get your personalized health report. After all, the best way to maintain or improve your
health is to find out exactly where you’re starting from.
Taking the health assessment is voluntary and completely confidential. Your personal health information
will not be shared with us as your employer. We will only be notified that you participated for the purpose
of rewards redemption.
Don’t remember how to get started? View the attached program guide for more information.
Final Reminder Email
Subject: Last Chance to Complete Your Health Assessment, and be Entered to Win Prizes!
Body:
Today’s the day! It’s your last chance to complete the health assessment on CaféWell and still be entered
in a drawing to win <<prize>>!
But there’s more to gain than just a chance to win <<prize>>. When you take ten minutes to complete
the health assessment, you get a personalized report that outlines your health status and what you can do
to maintain or improve your health.
And remember, taking the health assessment is voluntary and completely confidential. Your personal
health information will not be shared with us as your employer. We will only be notified that you
participated for the purpose of rewards redemption.
Attached is the handy program guide to help you get started.
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Campaign #2: Rewards
Announcement Email
Subject: Complete These Two Health Activities for Your Chance to Win!
Body:
Whether you’re looking to take charge of your health, get ready for the upcoming holidays, or just
looking for a little motivation to take care of you, you’ll want to hear this:
When you complete the heath assessment in CaféWell, and complete and log a preventive service by
Monday, October 31, you’ll be entered to win <<prize>>!
Complete the Health Assessment
Did you take the health assessment back in June when we did a drawing for <<prize>>? Or have you
taken it since then? If yes, you’re already done with this step! Good deal, right?
If you didn’t, worry not! You have another chance.
When you take the health assessment in CaféWell, you will gain greater insight into your personal health
and wellness in as little as ten minutes. Once you complete the health assessment, you’ll receive a
personalized report that outlines your health status and what you can do to maintain or improve your
health.
Taking the health assessment is voluntary and completely confidential. Your personal health information
will not be shared with us as your employer. We will only be notified that you participated for the purpose
of rewards redemption.
Complete and Log a Preventive Service
Preventive services are a big part of taking care of your health. Participate in one of the following
preventive services, and log it in CaféWell:

Have a wellness visit with your physician

Complete a dental cleaning

Enroll and participate in Quit For Life® (tobacco cessation)

Get an annual flu shot

Receive an immunization

Complete a preventive screening for breast cancer, colon cancer, cervical cancer, or prostate
cancer
View the attached program guide for more information and how to get started, today.
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Reminder Email #1
Subject: Health Assessment + Preventive Service = Your Chance to Win!
Body:
Have you completed the health assessment in CaféWell?
How about completing a preventive service and logging it in CaféWell?
If you’ve done these two things, congratulations! You’re entered in our drawing to win <<prize>>. If not,
you still have time to complete these activities by October 31, and be entered to win. So what are you
waiting for?
Complete the Health Assessment
When you take the health assessment in CaféWell, you’ll receive a personalized report that outlines your
health status and what you can do to maintain or improve your health. All that in as little as ten minutes.
Taking the health assessment is voluntary and completely confidential. Your personal health information
will not be shared with us as your employer. We will only be notified that you participated for the purpose
of rewards redemption.
Complete and Log a Preventive Service
Preventive services are a big part of taking care of your health. Participate in one of the following
preventive services, and log it in CaféWell:

Have a wellness visit with your physician

Complete a dental cleaning

Enroll and participate in Quit For Life® (tobacco cessation)

Get an annual flu shot

Receive an immunization

Complete a preventive screening for breast cancer, colon cancer, cervical cancer, or prostate
cancer
Need help getting started or logging your preventive service? The attached program guide will give you
the information you need to wrap up these activities, and check them off your to-do list.
Reminder Email #2
Subject: Tick-tock, Tick-tock… Don’t Miss Your Chance to Win!
Body:
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We know—there’s a lot on your to-do list. But trust us, both the health assessment and preventive service
are worth doing! They’re worth it not only for the health benefits, but also to be entered in the drawing to
win <<prize>>.
Remember, you have until October 31 to complete the health assessment, and complete and log a
preventive service, and be entered to win <<prize>>!
Complete the Health Assessment
When you take the health assessment in CaféWell, you’ll receive a personalized report that outlines your
health status and what you can do to maintain or improve your health. All that in as little as ten minutes.
Taking the health assessment is voluntary and completely confidential. Your personal health information
will not be shared with us as your employer. We will only be notified that you participated for the purpose
of rewards redemption.
Complete and Log a Preventive Service
Preventive services are a big part of taking care of your health. Participate in one of the following
preventive services, and log it in CaféWell:

Have a wellness visit with your physician

Complete a dental cleaning

Enroll and participate in Quit For Life® (tobacco cessation)

Get an annual flu shot

Receive an immunization

Complete a preventive screening for breast cancer, colon cancer, cervical cancer, or prostate
cancer
Need help getting started or logging your preventive service? Consider the attached program guide your
buddy, who’s there to help you out.
Final Reminder Email
Subject: Last Chance to Be Entered to Win <<prize>>!
Body:
It’s the final countdown! OK, not entirely—but today is the last day to be entered to win <<prize>> when
you complete the health assessment and complete and log a preventive service!
Complete the Health Assessment
When you take the health assessment in CaféWell, you’ll receive a personalized report that outlines your
health status and what you can do to maintain or improve your health. All that in as little as ten minutes.
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Taking the health assessment is voluntary and completely confidential. Your personal health information
will not be shared with us as your employer. We will only be notified that you participated for the purpose
of rewards redemption.
Complete and Log a Preventive Service
Preventive services are a big part of taking care of your health. Participate in one of the following
preventive services, and log it in CaféWell:

Have a wellness visit with your physician

Complete a dental cleaning

Enroll and participate in Quit For Life® (tobacco cessation)

Get an annual flu shot

Receive an immunization

Complete a preventive screening for breast cancer, colon cancer, cervical cancer, or prostate
cancer
We lose track of stuff sometimes, too. That’s why we’ve attached the program guide again, which includes
all the information you need to complete these two activities.
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Certification of Wellness Participation
This certificate of wellness participation outlines the requirements for your company to receive a five
percent premium discount on your 2016 medical plan. Your group must meet the four requirements
outlined below between January 1, 2016 and December 31, 2016.
Certificate of Wellness Participation
1. Participate in an approved Worksite Wellness workshop, facilitated by Johnson Benefit
Planning and PacificSource Health Plans.
2. Commit to promoting the Winning at Wellness monthly toolkit at your office. Sign up for the
Winning at Wellness email newsletter, and commit to hanging posters and disseminating the
newsletter article to employees each month.
3. Fifty percent of employees will participate in an online health assessment, powered by
CaféWell. Participation engagement is the employer group’s responsibility. CaféWell access will
be provided by PacificSource Health Plans.
4. Fifty percent of employees will complete at least one of the preventive service listed below
in 2016 and log their participation in the CaféWell rewards program.
Eligible Preventive Services:
 A wellness visit with a healthcare provider
 A dental cleaning
 An age-appropriate preventive screening, such as mammogram, colonoscopy, PSA/DRE, etc.
 An immunization such as flu, tetanus, pneumonia vaccine, etc.
 Quit For Life® (tobacco cessation)
By signing below, I affirm I have read and understand the information in this certificate.
I understand that by failing to complete the four requirements above, my group may lose its five
percent premium discount for 2016.
Return this signed certificate to Johnson Benefit Planning along with your new group enrollment forms.
Company Name:
Date:
Authorized Signature:
Title:
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