by Bill O'Hara, Safety Consultant

Fire Safety Week falls in October. Many people turn their furnace on for the first time, the days get shorter and we start spending more time indoors, we light candles inside our Jack-o-lanterns and fires in the fireplace on those chilly nights. With a few quick checks, you can ensure your family's safety in the coming blustery months.

You should always replace smoke detector batteries at least once a year to help ensure they will work when needed. The end of Daylight Saving Time is 2 a.m. on Sunday, November 3. When clocks are adjusted to “fall back” an hour, that can serve as a yearly reminder to replace the batteries. 

It's also a good idea to practice fire safety home evacuation test drills with your children. State Fire Marshals recommend creating a family fire safety plan that includes learning about kitchen fire hazards and how to avoid them, as well as developing a home fire escape plan. Families should regularly practice these plans and explain them to children, revising the plan as the children grow up. Establish a safe meeting point outside the home or near a neighbor's house. 

Purchase a fire extinguisher for your house and garage. Check to make sure it's properly charged and accessible. 

Prevent Kitchen Fires

Did you know more fires occur in the kitchen than in any other room of the house? Cooking is the leading cause of home fires and of home fire-related injuries. Kitchen fires, especially those involving grease, can spread quickly and be very difficult to put out. There are other fire risks in the kitchen: including toasters, toaster ovens and overloaded outlets and extension cords. That is why it is essential to know how fires can start in the kitchen, understand the ways they can be prevented, and have an action plan for what to do if a fire starts.

In case of a kitchen fire, control the fire by: 

• Covering the pan with a lid or a bigger upturned pan.
• Turn the heat off.
• If you don't have a proper fire extinguisher handy, douse the burning oil with baking soda.
• Never run with a pan fire. You run the risk of spreading the fire further when the oil drips.
• Never throw water on the pan—it will splatter the oil and spread the fire, possibly burning you.
• Never throw sugar or flour on a grease fire. Flour might look like baking soda, but it's not, so it won't react similarly! One cup of either of these baking products contains the explosive potential of two sticks of dynamite. (Pay special attention this fire safety tip, it can result in third degree burns and even death in some cases.)
• Wear tight clothes when cooking over the stove. Billowing sleeves or hanging accessories above a lit stove can spell disaster.
• Install a smoke detector in the kitchen.

In a commercial environment, employers should schedule fire safety training, including fire extinguisher training for your employees to be able to know the proper use of the device. This can prevent millions of dollars in damage, lost time, and possible costly lawsuits. 

MCS is counting down the minutes until the Illinois Health Care Exchange opens on October 1. Keep checking back for what-you-need-to-know updates!

FOR EMPLOYERS: You are required to send a letter to your employees, explaining their exchange options. We have drafted a letter for you. There are two options: one for businesses that already offer healthcare and one for businesses that do not. Contact us and we can co-brand it with your company’s information. 

FOR EMPLOYEES: If your employer doesn’t offer coverage, or you want to explore your options, we are here to give you the best health quote. We take into consideration your income, your life, and your desired level of coverage. There is a plan for everyone out there, and we can answer whether your best course of action is to go through the state, stick with your employer’s offering, or go out on your own.

Illinois opened the registration process for Producers to sign up on the Exchange on August 9. The first step is to complete the certification requirements for the Federally Facilitated Marketplace. As they say, “The course only takes 3-4 hours to complete, and it’s free.”

Our licensed agents have been attempting to complete this training for a while now, and so far, they haven’t been able to get access to the site to complete the verification process. One of them called the number listed on the site, and after being redirected to the right number (which has since been updated), was told that the site was experiencing a high volume of visitors (not surprising, since thousands of agents in the state have been waiting for access to rates and more information for their clients). He was told to try back later. Seven in the morning, eleven at night. Same error message. These lines are longer and more frustrating than the DMV! This problem is occurring with just enrolling agents--what happens if the population of Illinois wants to log on for more information? That's 12.8 million people. Facebook may be able to handle it, but we aren't sure about the Exchange.

The good news about the Exchange is that if you, as an individual, use a licensed and trained agent to find the best plan, you won’t pay a penny more than if you sat in front of the computer and dealt with the headache yourself! 

Mensing Consulting Solutions is here with the information you need to make an informed decision.

You’ve been through your files. You make sure to follow HR Best Practices. You don’t discriminate and you’ve made sure your staff has been through safety and harassment training. You’re doing everything a business owner should do. But did you know that your computer system could make you non-compliant?

According to Tech Republic, if you’re still running Windows XP, you are open to liability. On April 8, 2014, Microsoft will no longer release security patches for this operating system, which will make it non-compliant with HIPAA/HITECH. 

For those in the medical field, now is the time to work out a plan. There are a few things to consider:

· See if your current workstations can update to a newer version of Windows or if they need to be replaced.

· Contact current vendors for updated software that will run on a newer platform.

· Analyze whether you can run outdated software on a terminal server and have clients access it remotely.

· Decide whether a virtual desktop infrastructure (VDI) will work for you. This would run 50-100 desktops on one physical server. 

We know you would’ve updated already if it seemed like the best option. Now may be the time to replace slow, outdated machines with new. For more information, read this article.

Even if you aren’t in the healthcare field, there may be things you can do to protect yourself from costly fines. 

On August 21, Mensing Consulting Solutions hosted “Are You Prepared?” in conjunction with the Small Business Association. It was a workshop designed to answer business owners’ many questions about the Affordable Care Act. Keynote speaker Dennis Foldenauer from the Small Business Association explained the benefits of the program from the government’s perspective. 

In three breakout sessions, practical solutions were offered and “what if” scenarios proposed. Kurt Rickhoff, owner of Rickhoff Small Business Accounting, discussed the ramifications from an accounting perspective, including the changes to W-2s. Joel Harrison from Mensing Consulting Solutions talked about how to make the affordable care act actually affordable, and presented a myriad of options that business owners might not have been previously aware of when it comes to offering benefits to their employees. Finally, Kandi Mensing ended the morning with a session on the perks that business owners can offer their employees–many with no additional cost involved.

The workshop addressed more than forty attendees, with interest in repeating the information session for chamber groups. Attendees stayed after for an hour-long question-and-answer session, where they had a chance to outline their own unique situations and get answers to their specific questions. 

The event was a success thanks to the support of: 

• Mensing Consulting Solutions 
• Rickhoff & Associates

• SBA, Small Business Association 
• SBDC, The Small Business Development Center at SIUE
• O'Fallon-Shiloh Chamber of Commerce (COC) 
• Riverbend Growth Association
• Edwardsville/Glen Carbon COC
• Collinsville COC
• SW Madison County COC
• Belleville COC
• Mascoutah COC
• Snap Shack PhotoBooth
• Illinois Business Journal 
• Snap Shack Phot
• Edward Jones Mascoutah Office

Even though “Are You Prepared?” and events like it can help owners understand what is expected of them, starting with the changes that have already passed and the new requirements of January 1, 2014, we recommend contacting a trusted broker who can walk you through all the options. Mensing Consulting Solutions has recently sat down with clients and saved them thousands of dollars a year or more, just by exploring their choices. Our experts would love to talk with you! 

By: Jodi Tahsler 

Many businesses, small and large, use benefits brokers to help them choose healthcare coverage for their employees, implement wellness and safety programs, and keep them up to date on changing legislation, including healthcare reform. 

In a recent article, Benefits Pros summarize studies that showed brokers are not able to provide companies with the service and attention they require, and a large percentage are unhappy with their experience. Even more surprising is that “nearly half of brokers aren’t confident in their future in the industry and are considering quitting.” Businesses are realizing their need for a broker more than ever, and brokers know they need to provide more than just an insurance policy. So where is the disconnect? 

Mensing Consulting Solutions is different because we can offer the “boutique experience.” Unlike brokers, which compare to the “big box stores,” we can customize your experience and tailor-make HR recommendations for your company. We don’t want to offer cookie cutter solutions, because every company is not the same. We want to work with you to find real-world, workable situations that will save you money and create a welcoming environment for employees. 

We can customize the level of coverage you need. Whether you need auditing and file compliance help, sexual harassment training, recruitment, employee engagement and retention strategies, or healthcare options and advice, we offer an option that is right for your needs. As a bonus, you get the peace of mind that you made an informed decision. 

To read more, go to: Brokers Failing Employers 

Our next session of Elite HR Business School is now enrolling. We only accept 5 businesses for each program and have several enrolled for our September session already! Save your seat today by applying below!

Businesses tell us that one of their top areas of worry and uncertainty, if not THE #1 concern, involves changes in healthcare.  We're always interested in multiple points of view regarding this important topic, regardless of political leaning.  Like you, we're keenly attuned to the financial impact of healthcare policies on businesses. Thus we thought you might be interested in Dr. Elizabeth Lee Vliet's perspective, especially since "taxpayer" is often another way to say "businesses."

Now that businesses will not be required to offer health insurance until 2015, workers and their dependents will be eligible for taxpayer-funded subsidies to purchase health insurance on the exchanges.
This will cost taxpayers an estimated $60 billion dollars in 2014 alone to cover the increased costs of subsidies and the loss of revenue from employer penalties.
This $60 billion figure is before we take into account the "liar subsidies"that will invariably occur now that the administration has quietly removed eligibility verification for taxpayer-funded subsidies.
Community organizers are already being hired around the country to sign people up for the health exchanges. There are no penalties for failing to verify eligibility, and no penalties for signing up people who cannot afford to pay the monthly insurance premiums.

To read more, go to:
 
 10 Reasons Why Obamacare Is Going to Ruin Your Medical Care and Your Life

Q: Our office is overrun with paper! I have no idea what I have to keep, how I have to keep it, or for how long! We'd like to move our HR paperwork toward paperless, but I don't know what to do with our old stuff, or who can help me store things electronically. Basically, we're not sure where to start, and aren't even sure we currently have what we need. Help! 

Kandi's Reply: You bring up a number of good points, ones shared by many businesses.  Electronic storage is here to stay, but you’re correct in your concern about how you implement and maintain it.
 
The Employee Benefits Security Administration (part of the Dept. of Labor) is the governing body on this.  Check with the any firm that you’re thinking of hiring for your data storage needs to be sure they comply with the government’s standards on recordkeeping — they have to be kept:

• safe
• accessible
• and private. 

 
Reams could be written on each of those components, and either they or we can help you.
 
As you also point out, there’s the matter of knowing WHAT needs to be kept, for HOW LONG, and what needs to be kept SEPARATE.  This applies whether you use paper or electronic record keeping.  It’s easy to run afoul of the many different aspects, but we can help you audit, comply, and maintain.  We’re big on checklists as a means of simplifying what is far from simple.  You’re absolutely spot-on, though, to recognize your Achille’s heel in this area.  An audit in one area can, and often does, bring on audits in other areas, depending upon what the Auditor sees in the first audit.  Preparation and organization go a long way in mitigating potential fines that can snowball with each audit.

By: Mensing Consulting Solutions 

“DOMA” is the Defense of Marriage Act which defines marriage as a union between one man and one woman.  Recently, the Supreme Court found Section 3 of it (the section pertaining to the Federal government’s non-recognition of same sex marriage) to be unconstitutional.  Prior to DOMA’s passage in 1996, the Federal government had no definition of marriage.  The Federal government recognized any marriage that a State recognized, even if other states didn’t recognize the marriage.  i.e. if State A didn’t recognize a marriage from State B, the Feds still recognized State B’s marriage.

13 States and the District of Columbia recognize same-sex marriage.  Illinois recognizes legal unions between same sex partners.  What does this mean in terms of nuts and bolts for your business?  For one, employees may need or wish to change tax withholding.  Depending on the state, withholding for Federal taxes could be at the married rate for Federal, and single rate for State.  Thus if an employee now expects to file as married for Federal tax purposes, he or she may recalculate the expected tax bill and change withholding accordingly. However, remember that any employee can change withholding at any time for a variety of reasons, and can adjust their expected withholding by changing the withholding rate, or the withholding amount.  The desired final result is to end the year with the amount of tax withholding, both Federal and State, that meets the employee’s wishes.

Additionally, employers should review their plan documents and fringe benefits to include same sex spouses in such areas as FLMA, health insurance and COBRA.  Retirement plans are also affected since marriage affects spousal consent, beneficiaries, and rights upon divorce.  Ask your plan administrator if your plans are up to date with the new DOMA ruling.

By: Joel Harrison 

The clock is running… America is scrambling to get ready for one of the biggest social economic changes since the implementation of welfare, Medicare and Medicaid. Big changes mean big questions. With less than 6 months to go in 2013, people are anxious to see what healthcare is going to look like. Many people don’t want to make a move until everything is in place and working. For people who are currently denied coverage due to a pre-existing condition, the days are creeping by until they can purchase the care they need. Insurance carriers know that they will be paying more in claims in the future; this means that right now carriers are trying to collect as many healthy people as possible to help balance the scales. There big advantages to shopping this year that could greatly improve your healthcare situation in the future.

1.)    The healthy pool When you buy insurance you are often put into a “pool” – a group of people who are grouped by certain criteria.   Often this is done by your geographical location. Your “pool” also contains a group of people of  varying health status. The design is intended to strike a balance between premiums coming in and claims going out. If you are healthy, and purchase your healthcare before Jan 1st 2013, you meet the criteria to join a healthy pool. This means that the overall cost of your “pool” will be less, because healthier people cost less in claims.. The best news is the pool doesn't evict you later . Once you’re in… as long as you keep your policy, you can stay in the healthy pool. This will not avoid rate hikes in the future, however it will make your rate hikes more manageable than the healthy guy who buys in January and jumps into the “everybody pool.” The “everybody pool” will include any and all illnesses and have a very high claims cost.

2.)    Essential health benefits On January 1st 2013 every major medical plan must include certain coverage for EVERYONE. Are you a single 24 year old male, or a couple in their 50’s? Neither are planning on having children, however they will both be paying for maternity and fertility coverage… Haven’t taken a pill in years?  Sounds like you need prescription coverage. Don’t want it? Too bad, every single major medical plan sold in 2014 will have these, and other benefits mandated. These rich plans are great you’ll be covered for everything, however they will also be VERY expensive. If you don’t need all of these benefits then now is the time to shop. Each carrier handles the upgrading of current plans to new benefits differently. Blue Cross Blue Shield of Illinois will upgrade all plans on January 1st 2013. The new plans are defined by richness of benefits, and assigned a “metal” level – bronze, silver, gold or platinum.  When these plans get “upgraded” (aka ” metalicized”, meaning they will now fall into one of the newly defined metallic levels of benefits,) the price will skyrocket;  estimates are anywhere from 50% to 200% increased cost.  Some carriers will let you put off this upgrade until the one year anniversary of your plan, others even let you keep your current plan design until Dec 31st 2014… Postponing a huge rate hike a whole year sounds like a GREAT reason to shop now to me.

3.)    Cost as previously mentioned, healthcare premiums are about the skyrocket. Estimates are range from $350-$500 MORE PER PERSON. These plans will offer GREAT coverage and anyone can get them regardless of health status, location, medications, weight, or any other reason someone would be denied coverage today. But again, they will be hugely expensive.  Cost is the big ugly monkey on the back of healthcare reform. Paying more claims means premium costs must go up across the board.  Another new rule is that  no one person can pay more than 300% more than any other.  Currently a difference of 500% is allowed.,. Younger, healthier people will face much higher rates in order to subsidize rates for others. 

4.)    State Marketplace (the artist formerly known as the public exchange)GREAT COVERAGE FOR EVERYONE… if you can afford it. Yes the government will be subsidizing premiums for those under 400% of the poverty level (which starts out around $42,000 for an individual and increases based on family size.) The cost of healthcare purchased from the State Marketplace is the “unknown” factor that has most people waiting to shop. STOP WAITING. We have been doing extensive research on this topic all year. We now have the ability to estimate what subsidy you may be eligible for and what your premium will be on the public marketplace. These numbers will not be exact; however they will tell you whether or not waiting is a good idea.

Healthcare is and will remain to be one of the top expenses for families for a long time to come. How far do you drive to save a few pennies on gas? How long do you spend each week cutting coupons to save a few dollars on groceries? Could you stop wasting that time if you made one big cost-saving move? Shop around for healthcare, find an agent who you feel you trust to find the best plan and price for your family, and prepare for the future. Healthcare reform is coming whether you want it to or not. Stop ignoring it and make the best move for your family and your wallet.