Where Are My Medical Files

Since we are discussing some important issues under the provisions of ADA, it is a good segue to speak briefly about medical information and personnel files. As we approach retirement many of us will perhaps have more visits to see our physicians. Employees always ask me – Where are my medical files, are they in my personnel folder?

The answer is No and they better not be. Medical confidentiality is afforded to applicants and employees whether they are still applicants or not and whether an employee is an employee or not. Protecting confidentiality does not simply go away if you are no longer an applicant or an employee.

Medical information should be kept in a separate confidential file, one that is completely separated from the employee’s regular personnel folder. If medical information is on a form the employer feels needs to be placed in the non-medical personnel folder, the medical information portion must be removed.

My human resources colleagues might think I put too much weight on our shoulders when it comes to responsibilities and obligations to the workforce. I only emphasize scope of duties inherent in the Office of Human Resources, because our function is so critically important to the overall health of the organization. We drive policy, procedures and guidelines that impact the heart of the organization – the people who carry out the tasks of the organization.

Although, some obligations belonging to Human Resources might appear small, it is attention to detail that helps us meet the lofty goals of organizations throughout the nation. When a workforce has confidence in its Human Resources Office, the pulse of the agency is less anxious and performance spirals upwards.

P. S. Always Remember to Share What You Know.