Wellness Your Way Tutorials and Tools

Your Employee Wellness team created the following tutorial videos to assist staff and faculty with navigating the employee wellness program, including the Wellness Your Way rewards program, the Be Well Solutions web portal, and more.

As a reminder, Be Well Solutions is the physician-owned and operated comprehensive wellness company staffed by professionals experienced in patient care and education that Kent State partners with to offer complimentary wellness services for full-time, benefits-eligible employees and oversee our confidential and voluntary wellness rewards program. The Be Well Solutions web portal is where employees can schedule services, access resources, and find information about the rewards program.

Use the videos below, which are labeled by topic, to help you navigate the wellness program. If you have additional questions, explore the Employee Wellness web pages linked above and/or reach out to your Employee Wellness team at 330-672-0392 or wellness@kent.edu. We are here to help!

Select a subject below to view the tutorial video or transcript.

Be Well Solutions portal first-time login instructions

(3:33 min)

Transcript

This video will cover fist-time login instructions for the Be Well Solutions web portal. All full-time, benefits-eligible faculty and staff at �� have access to Be Well Solutions’ secure and private member portal. On the portal, employees can find information related to the wellness reward program. They can also schedule a Know Your Numbers health screening, as well as health coaching and nutrition counseling. And, in addition, Be Well Solutions provides several web-based resources for employees. To access the first-time login instructions, you will first visit the Employee Wellness home page, which is www.kent.edu/people-and-culture/wellness. Then, from the top navigation, you’ll hover over the Be Well Solutions tab and click on “Be Well Solutions first-time login instructions”. Your username for the Be Well Solutions web portal is similar to your FlashLine username with one difference: the first letter is moved to the end. So, in my case, if my FlashLine username is dduffy8, my username for the Be Well portal is duffy8d. Next, you will build your password. So, let’s go through an example. The first three digits of your password will be the first three letters of your birth month in uppercase. This is case sensitive. So, let’s say you were born in January. The first three digits of your password will be capital JAN. The next two digits of your password will be the last two numbers of your birth year. So, if you were born in 1989, it would be 89. The last five digits of your password will come from your �� ID number. So that’s that nine-digit number that begins with 8. Let’s say that the last five numbers of your �� ID are 12345. Now I’ ready to create my password. So, I’ll copy this information and combine it to build my password. Once I have this ready to go, I’ll copy it, and return to the web, and open the link for the portal. So, recall that your username is your FlashLine username with the first letter moved to the end. So, in my case, that is duffy8d. Then, I’ll paste in my password and login. If you forget your username or password, you can use this link here to retrieve it. And if you need additional assistance, you can feel free to reach out to Be Well Solutions, or you can contact Employee Wellness at wellness@kent.edu or by calling 330-672-0392, and we are happy to assist you with logging in.

Navigating the Be Well Solutions portal

(5:50 min.)

Transcript

I’m going to take you through navigating the Be Well Solutions web portal and point out some key areas of the portal. So, first you will login at portal.bewelldata.com with your login information. Once you login, this is what you’ll see on the homepage, and you have two different options for navigating the portal. First, you have the tabs at the top, and then there’s also the sections down here that contain the same information. So, it’s the same information that’s at the top and down here, so it’s really up to your personal preference where you want to navigate from. For the purposes of this tutorial, let’s start down here, because it provides a nice visual. I am going to move left to right. So, first, under “My Wellness”, you have a link for the health risk assessment. The health risk assessment is one of the activities for Tier 1 of the wellness rewards program. So, if you need to complete the health risk assessment, you can do so here. The next link under My Wellness is for your biometric screening results. If you participate in a Know Your Numbers screening with Be Well Solutions, or if you participate in a screening with your primary care physician and submit those results as part of the wellness rewards program, Be Well Solutions will post your screening results here. And, keep in mind that this is your own private portal, so it’s only you that’s going to see those results. Next, Be Well Solutions uses your responses to the health risk assessment and your results from your biometric screening to create a risk profile for you. The risk profile will indicate whether you are at a low, moderate, or high risk for common chronic illnesses. If you find that you are at a moderate or high risk for any of those diseases, you will find that Be Well Solutions provides strategies for improving those numbers and getting them into a healthy range for better health. Additionally, if you find that you are at a higher risk for any of these chronic diseases, you can always schedule time to speak with someone from Be Well Solutions and create a plan for getting those numbers into a healthy range. Below the risk profile is the link for the wellness reward program section of the portal. This is an important section of the portal, because it contains all of the information related to the Wellness Your Way rewards program, through which full-time, benefits-eligible employees can earn up to $300 every calendar year. So, in this section of the portal, you will find key information about Tier 1 and Tier 2, including all of the eligible activities. And, Be Well Solutions also tracks your progress along that way. So, at any time, you can enter this section of the portal and see what activities you’ve completed. You can also build a plan for activities you would like to complete. And, you can see how may points you have earned to date. You can also download and submit verification forms related to your participation in the wellness rewards program. So, now let’s move over to “My Appointments”. The first link under My Appointments is a link for worksite screenings and flu vaccine. So, this is where you can schedule an onsite Know Your Numbers health screenings, and, if it is fall semester, you can also schedule an optional flu vaccine. You can also schedule worksite health coaching, which is available monthly on the Kent campus. And, health coaching is provided by Be Well Solutions’ registered dietitians and certificated health coaches. If you are at a regional campus, or prefer a virtual counseling modality, you can schedule virtual or telephonic nutrition counseling and health coaching. And this is unlimited and available year-round. Next, under “My Resources”, Be Well Solutions provides several resources to support your health, including their video library, where they have recorded webinars on a variety of different health topics, and you can also earn Tier 2 points for viewing videos from the video library and taking short quizzes afterwards. Another resource available under My Resources is the link for web-based tools. Be Well Solutions has compiled and vetted several different web-based tools to support you on your wellness journey. So, you will find websites and apps on several different topics, from finding a doctor that’s right for you, to building an exercise program and finding healthy recipes, and more. The last section of the portal is “My Messages”. The first thing you’ll see under My Messages is whether or not your health risk assessment is complete. So, you’ll see, it will either say “complete” or “incomplete” here. And, below that, there are questions and answers related to the wellness reward program.

Portal rewards page overview

(6:57)

Transcript

This video will provide an overview of the wellness reward program section of the Be Well Solutions web portal. Once you’re logged in, you can access the “Wellness Reward Program” page under “My Wellness”. Once you’re on the wellness reward program page, you’ll see this introductory text. The first paragraph here talks about eligibility. So, all full-time, benefits-eligible faculty and staff at �� can participate in the wellness rewards program and earn up to $300 every calendar year for participating in healthy lifestyle activities. So, while employees have to be benefits-eligible, meaning that they’re eligible for the university-sponsored health plans, they do not have to be opted into those health plans through the university; they just have to be full-time and eligible for those benefits. The next paragraph here is indicating that participation in the program is entirely voluntary. So, while you can earn $300 each year for participating, there are no consequences if you choose not to participate. So, if you want to participate in wellness activities, but maybe not the actual rewards program, that’s alright. You’re still welcome to participate in all of our offerings. We want to make sure you know that your insurance premiums, so what you pay into insurance, will never be affected by your participation in this program or not. And in addition to this program being voluntary, it’s also confidential. So, one of the reasons that we work with our wellness partner Be Well Solutions is because they are compliant with (The Health Insurance Portability and Accountability Act of 1996), meaning that your personal health information remains confidential and protected with Be Well Solutions. So, Kent State never sees your personal health information. The next section of this text is providing an overview of Tier 1 and Tier 2. The goal of Tier 1 is to build awareness of your personal health, and that is accomplished by completing three Tier 1 activities. So, the three Tier 1 activities are participating in a Know Your Numbers health screening, either onsite with Be Well Solutions or with your primary care physician. The other Tier 1 activities include completing the health risk assessment, which is available on the Be Well portal, and submitting your Employee Wellness Consent, Waiver, and Release Agreement, which is also downloadable from the portal, and then that gets submitted to the Employee Wellness office. That is actually the only form that goes directly to Employee Wellness. All other forms related to the wellness reward program go directly to Be Well Solutions, and that, again, is to protect your privacy and confidentiality. Then in Tier 2, employees gets to choose their own path toward their second, $200, wellness reward. So, Tier 1 is worth $100, and Tier 2 is worth $200. So, this is where you get to choose your own path. The goal of Tier 2 is to earn 350 points by participating in a variety of health-promoting activities that have been deemed points-eligible. Once you accumulate your 350 Tier 2 points, you receive your $200 incentive. So, both tiers are date-sensitive, so there is a qualifying period for each tier annually. So, you can work on both tiers simultaneously, but you do have to complete Tier 1 in order to receive a Tier 2 payout. Here is where you would make an election for where you would like your wellness reward dollars deposited. The default option is that the reward dollars will go as a taxable reward into your paycheck. However, if you have the high deductible health plan with the university, that comes along with a health savings account, and you can elect to have your wellness reward dollars go tax-free into that health savings account. So, you can make an election right here on the portal and save that for the current year. We usually do ask people to make this election early on in the year, so typically in January, so that as you’re earning your reward, we can make sure that it is paid out in the way that you prefer. So, down here, you can see that there are dropdown tables for both Tier 1 and Tier 2, and this also provides some additional information. So, it includes the qualifying period. So, for the 2022 rewards program cycle, the Tier 1 qualifying period is September 1, 2021, through April 30, 2022, and you can see that the goal here is complete all three steps within the qualifying period to earn your $100 reward. So, each of the steps are listed here, and we’ll talk more about what these different columns mean and how to download and submit forms in our next video. The qualifying period for Tier 2 is January 1 through October 15 of 2022 for the 2022 rewards program year. If you click on the box for Tier 2, it’ll open a table that shows all of the points-eligible activities. We like to encourage employees to think of this as a menu rather than a to-do list. These are options for ways you can earn points. So, you don’t have to do all of these things, but the idea here is that you would pick the wellness activities that are most relevant and meaningful to you, and you can participate in those activities to earn your points. So, that’s why the program is called Wellness Your Way, because it’s really up to you to plan out your own wellness journey and determine how you’d like to earn your points this year. You can see that Be Well Solutions keeps track of your points along the way. So, at any time you can look right here next to where is says “Point Total” and see how many points you have toward that goal of 350 Tier 2 points.

Portal rewards page dropdown tables

(6:32 min.)

Transcript

Let’s talk about the Tier 1 and Tier 2 dropdown tables on the wellness reward program page of the portal. As a reminder, I got to this page by hovering over ‘My Wellness” and clicking on “Wellness Reward Program”. When you scroll down this page, you’ll find that there is a green box for Tier 1, as well as a green box for Tier 2. So, let’s look at the specific columns within the Tier 1 dropdown. The first column is the name of the activity, and then under the “What to Do” column, it describes that activity. Under the “What to Submit” column, it will indicate how you participate in that activity and if anything needs to be submitted related to your participation in that activity. The “Points Per Activity” column tells you how many points that activity is worth; the maximum number of points per activity for that category; and then how many points you have earned in that category. These points become more relevant under the Tier 2 dropdown. The last column is an “Upload Document’ column, where you can actually submit forms through the portal. So, for Tier 1, there are three activities, which is the Know Your Numbers screening, the health risk assessment, and the waiver. So, if you look under the “What to Submit” column, you can see that there is a link for the physician screening form. So, a lot of times, there will be two different options for activities, and the Know Your Numbers screening is an example of that. So, if you complete a worksite screening with Be Well Solutions, then you don’t need to turn in any documentation. If you complete the screening with your physician, however, you’ll want to download this form, have your physician populate that and sign off, and then submit this either by sending it into Be Well either by fax, email or mail, or like I said, you can submit it right here to your portal. An activity like the health risk assessment you are going to complete right within the Be Well portal, and then they’ll automatically have that information. So, this is an online survey, so there is not a form to submit. And then the consent, waiver, and release agreement – this form actually goes to the Employee Wellness office. It’s the only form related to the wellness reward program that goes to Employee Wellness. Be Well Solutions processes all other forms related to the rewards program, and that’s just so we can maintain your confidentiality and privacy, so that your employer is never seeing your personal health information. And that’s why you don’t see a submit button here for the consent, waiver and release. And if you’re ever not sure where to submit a form, that’s what you can find out under this “What to Submit” column, as well as on the form itself. So, it says, “return your completed form to the Employee Wellness office”, and then when you actually open this form, right on the form there is contact information for where you can send that form. And that’s true of all the forms. So, all of the other forms, like the Tier 1 physician screening form, for example – it has contact information for Be Well Solutions and indicates that that’s where you should send that form. So, for Tier2 you’ll want to complete all three of these activities. So, let’s look at Tier 2 now. You can see that the columns are the same, so you have the activity, what to do, what to submit, points per activity, maximum points per activity, points earned, and upload document. So, for something like the dental exam and cleaning, you can see that the points per activity is 40, but then the maximum points per activity is 80. That means that you can complete this twice to earn up to a total of 80 points per reward program cycle. So, if you have two different cleanings within the qualifying period, you can submit those for 40 points each. So, unlike Tier 1 where you have to complete all three activities within that dropdown table, Tier 2 is more like a menu of activities. So, you’ll recall that the goal in Tier 2 is to earn 350 points within the qualifying period from January 1 through October 15. The way you earn your points is up to you. So, these are all different options of ways that you can earn your points. And Be Well Solutions tracks your progress along the way, so at any time you can login and see how many points you have toward that 350. So, you don’t have to do all of these things, but the idea is that you pick and choose what wellness activities are most meaningful to you, and you earn your points that way. I want to demonstrate another way there may be two different ways to participate in something. So, take the group exercise category for example. Employee Wellness and Recreational Services offers free lunchtime exercise classes for employees at Kent State, and for employees who participate in those sessions, as long as you’re signing in, or joining the Zoom if you’re participating virtually, then we will automatically apply your points. We will send those points over to Be Well Solutions on a report, and you won’t need to submit any documentation. On the other hand, if you are participating in group exercise that is not sponsored by the university – so, say you go to a local gym near your house, and you participate in group exercise sessions there, then you can use this group exercise form to submit your participation in those activities. The last thing that I want to make sure to mention, is that when you download any form from the portal, it’s going to open in a new window, and you’re going to want to make sure that you save that to your computer before filling it out. If you fill it out in the browser window, and then try to download it, it won’t save that information. So, just make sure to download the form, save it to your computer, and then fill out the fillable PDF if you’re going to be completing these forms electronically rather than printing and then filling them out.

Getting started with Tier 2

(3:24 min.)

Transcript

In this video, I will share some pointers for getting started for Tier 2. While Tier 1 of the wellness rewards program is something that can be completed in a single day, if you plan it out that way, earning your Tier 2 reward requires a bit more time and sustained effort, which also does come along with a larger payout. So, while Tier 2 does require some dedication, so does caring for your health. Behavior change doesn’t happen overnight, but it is worth it. And that’s kind of the idea surrounding Tier 2. The goal is for employees to adopt healthy behaviors as a lifestyle rather than a quick fix. We encourage employees to think of Tier 2 as a menu, rather than a to-do list. I am going to open the Tier 2 dropdown box here, and you can see that there are several different activities listed. And that can seem somewhat overwhelming if you’re just looking at this for the first time or maybe not familiar with participating in the program. You do not have to engage in all of these activities, but we want to provide numerous options to fit different lifestyles and preferences. As a reminder, the goal of Tier 2 is to earn 350 points between January 1 and October 15 of the rewards program year. You’ll find that there are well over 1,000 points available within these categories. Since this can seem a little bit overwhelming, especially at first, I’d like to offer some suggestions for getting started. It might be helpful to print out this page or copy it over to an external document. Once you have done so, you can go down the list and put a mark next to each activity that you already do. This might include activities like attending annual preventive care appointments and screenings, maybe being a non-smoker, or adhering to a regular exercise routine. It really depends on your lifestyle. Once you’ve done that, calculate how many points you would earn if you only participated in those activities. You might find that you’re already close to 350 points! By doing that, you’ll understand how many points you would already have toward the goal of 350 just by tracking and reporting the things that you are already doing for your health. It will also give you a picture of how many additional points you would need to reach the goal of 350. Next, you might think about areas of your health that you want to enhance or topic areas and activities that you’re interested in exploring. So, go down that list again, and put a different type of mark next to any activities you would be open to trying this year, or, like I said, fall within an area of health you want to work on. And that will inform how you can go about earning the remaining points you need for Tier 2. Now that you know what activities you want to complete and how many points those would earn you, you have the beginnings of a plan for achieving Tier 2. Keep in mind that you have 10 months to complete these activities, so you do have time to implement your plan, as well as the opportunity to focus on the areas of wellness that are most relevant and important to you, and earn wellness rewards while you’re at it!

Up-to-date age-appropriate screenings

(4:08)

Transcript

This video will discuss a Tier 2 category that has sometimes been a source of confusion. So, it is the first category under Tier 2 when you open the dropdown, and that is the up-to-date age-appropriate screening category. So, this category previously held some different names, such as annual wellness exam and preventive care. We have updated that to be called the up-to-date age-appropriate screening form. So, I am going to open this form and talk a little bit about how this form is meant to be utilized and how you can maximize earning your points in this category. Because what you’ll find id that you can submit this form for a total of 100 points. So, let me explain how that works. So, on this form, you can see that there are several types of screenings. Some of these are applicable to just about everyone, such as this preventive wellness exam here at the top. Others might only be applicable to you depending on your age, gender, how frequently the screening Is recommended, etc. This form is intended to be populated by your physician, so if your physician – or any type of doctor you might be seeing – so, maybe you see a specialized doctor for some of these screenings, such as for a mammogram – they can mark that you are “current” on a screening. So, something like a mammogram is not recommended every year for most people. So, your physician is just marking that you are current on the screening, not necessarily that you had it within that current year. So, for submitting this form with this box checked “Yes” that you are current on this screening, you would earn 50 points. So, the way that you can earn 100 points for this category is simply having your doctor, or doctors, indicate that you are current on two or more of these screenings. So, if you submit this form – or maybe you even submit it two different times – and you’ve had your doctor indicate that you are current on your preventive well exam (so that’s like your annual physical), and you are also current on a skin cancer screening…for submitting this form with those two boxes checked, and your physician has signed off on that, you would earn 100 points for this category. I think where people sometimes get confused is the language about the screening being current. So, people will often think that their screening or exam had to occur within the qualifying period for Tier 2. So, we have an annual qualifying period for Tier 2 from January 1 to October 15 each year. So, while these screenings might not be occurring within that window, if you have any type of appointment at all within that window, your doctor, at the time of that appointment, can mark that you are current on as many of these screenings as you are current on, and you can earn points for being current on those screenings, even if you didn’t have them completed within that qualifying period of the current year. If you ever have any questions about this at all, please feel free to reach out to Employee Wellness, and you can also reach out to the staff at Be Well Solutions, and we can help you navigate this form and provide any clarification that you might need to help you be successful in earning all 100 points in this up-to-date age-appropriate screening category.

Finding and registering for Employee Wellness offerings

(4:14 min.)

TRANSCRIPT

During this video, I will demonstrate how to find and register for wellness offerings. You’ll want to start by visiting our Employee Wellness homepage, which is at www.kent.edu/people-and-culture/wellness. You’ll notice that the very fist tab on our homepage is a tab for wellness events. When you hover over this tab, you’ll see that there are several different options, but I am going to go ahead and click on this link, because it brings up a page that shows all of these options as a list. If you are looking for a specific type of offering, and you know what that is, you might choose to go directly to that page. So, for example, if you’re looking for a Mindful Mondays session, if you’re looking to peruse and register for challenges, maybe you’re looking for financial wellness programming, or maybe you’re looking for information about faculty and staff group exercise offerings, Know Your Numbers health screenings, or Weight Watchers. So, if you’re looking for information on those offerings, you can go directly to the pages associated with that programming. There are two other options on this page that are designed to help employees discover offerings. So, first is our monthly focus page. So, when you click on the monthly focus page, it’ll bring up a page for either the current month or the month that is coming up next, and this monthly focus page will indicate a topic area that programming is focused on that month. So, you can see for January 2022, the focus is “Recommitting to Self-Care”. So, the monthly focus page is a central location where you can find offerings that are specifically taking place that month on that topic. So, if you scroll down the page, you can see an introduction to the topic, there is a Wellness Your Way spotlight and other helpful links along the left, and then the focus page will list presentations occurring during that month, so any webinar that we’re offering or other workshops, like the Fall Speaker Series, and special events. Then, if there is a challenge going on that month, this will also be listed on the focus page and there will be links to learn more and register. And then, if there is any other special offering, or something new, or a resource we want to remind you of that month, that will also be included on the page. So, that’s the monthly focus page. Let’s go back to the wellness events page, and the other link we haven’t talked about yet is the calendar of events. So, if you click on the calendar of events, it’ll bring up an interactive digital calendar. So, let’s move to January. So, when you’re looking at offerings on this calendar, if you find something you’re interested in… So, say on the 25th, I see that there’s a webinar, and I want to learn more about that. So, I’m going to click on that, and it will bring up a description, as well as a registration link. So, if you click this link, it will bring up the registration page where you can register for that webinar. Offerings you’ll find on this digital calendar include webinars, challenges, exercise classes, and much more. Lastly, if I return to the homepage, I just wanted to point out that the calendar of wellness events, as well as the focus page, are included as links from this homepage as well.

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