Management of Medical Documentation
Departments are to maintain employee medical documentation separate from employee personnel files.
Such documents include but are not limited to medical information related to:
- A request for accommodations, need for accommodations, and provision of accommodations;
- FMLA documentation (e.g., notice letters, medical certification forms, release to work documents, etc)
- Release to work;
- Worker’s Compensation (Patient Status Reports and other medically related Worker’s Compensation documents); and
- Medical documentation requiring short term restrictions or work absence.
Medical information maintained by the department must be limited to documentation necessary and relevant to an employee’s ability to work. Such information may include information related to the employee’s need for absence as required for an ill or injured family member
The Americans with Disabilities Act considers information of an applicant's or employee's medical history, medical condition and accommodation confidential.
An employee's HR Representative, supervisor(s) and manager(s) should be informed regarding necessary restrictions on the work or duties of an employee and necessary accommodations provided in support of the ADA.
First aid and safety personnel should be informed, when appropriate, if the health condition might require emergency treatment; or if any specific procedures are needed in the case of fire or other evacuations.
The Family Medical Leave Act considers all medical information relevant to FMLA leave to be confidential and maintained with the strict confidentiality of information. HR personnel should communicate to supervisors only knowledge necessary in the application of their work.