Medical Files and Their Contents

What Information Do Employers Keep in their Employee Medical Files?

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The employee medical file is the repository for everything that has to do with health, health benefits, employee health-related leave, and benefits selections and coverage for the employee.

The employer keeps a medical file separately for each employee. The contents of these files are never intermingled with any other employee file such as the personnel file.

Because the medical file contains sensitive and confidential information, it must reside in a safe, locked, inaccessible location.

The file cabinet that houses employee medical files should also lock and HR staff should have the only keys. Access to employee medical files is restricted to Human Resources staff only.

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) requires employers to protect employee medical records as confidential; medical records should be stored separately and apart from other business records. Never store employee medical records in the employee’s general personnel file.

Because of the confidentiality of the information, records must be isolated from files that employees such as supervisors or managers may access. (Actually, this is also recommended for personnel files in general - give only HR staff access.)

Contents of the Employee Medical File

These are the types of items that should be stored safely away in the employee’s medical file. If in doubt, err on the side of protecting the medically related information of your employees.

 

  • Health insurance applications and forms
  • Life insurance applications and forms
  • Designated beneficiary information
  • Applications for any other employee benefit that might require medical information such as vision insurance
  • Requests for paid or unpaid medical leaves of absence
  • Family Medical and Leave Act (FMLA) reports and related applications and paperwork
  • Physician-signed FMLA paperwork
  • Documentation about the illnesses of a family member or child for whom you apply for FMLA time to provide ongoing care
  • Medically related leave documentation for employees who are ineligible for FMLA time off work
  • Physician’s examinations, notes, correspondence, and recommendations
  • Medically-related excuses for absenteeism or tardiness from a physician
  • Medical job restrictions with documentation from the recommending physician
  • Accident and injury reports, including OSHA-required documents
  • Workers' compensation reports of injury or illness
  • Any other form or document that contains private medical information about an employee.

If you keep these files 100 percent confidential, your employees will trust you and you will uphold the spirit and significance of the law. 

These additional documents that are related to personnel files are available for review.

Also Known As employee files, employee records, human resources files, documentation

Disclaimer – Please Note:

Susan Heathfield makes every effort to offer accurate, common-sense, ethical Human Resources management, employer, and workplace advice both on this website, and linked to from this website, but she is not an attorney, and the content on the site, while authoritative, is not guaranteed for accuracy and legality, and is not to be construed as legal advice.

The site has a world-wide audience and employment laws and regulations vary from state to state and country to country, so the site cannot be definitive on all of them for your workplace. When in doubt, always seek legal counsel or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct. The information on this site is for guidance, ideas, and assistance only.