Employee privacy and safety is an important part of any company. Employee medical records are a significant example of this. The information stored in employee medical records can be extremely sensitive, so employers must treat this information with care and confidentiality.
The Health Insurance Portability and Accountability Act of 1996 (otherwise known as HIPAA) enforces this confidentiality by requiring certain security measures. Companies must keep their employees’ medical records in a secure location, separate from their general personnel file. Additionally, only designated HR staff may access these files. Medical records should remain off-limits to supervisors, managers, and other employees.
Information Stored in Employee Medical Records
HIPAA protects the privacy of individually identifiable health information. This means any medical information that can identify the employee, such as a name, address, or Social Security Number. This includes any evidence on the employee’s past, present, or future medical conditions or information regarding the provision of and payment for health care. Some examples of individually identifiable health information include:
- Medically related employee benefits information, such as health or life insurance
- Beneficiary information
- Family Medical and Leave Act reports or paperwork
- Examinations or other documentation from a health care provider, including excuses for missing or being late to work
- Accident and injury reports
- Any documentation that contains private, identifiable medical information
Why PSI Background Screening Can Help
Companies must comply with these security regulations not just to stay out of legal trouble, but to ensure that they remain a safe and dependable workplace for their employees. PSI Background Screening can help you create and maintain that environment. An electronic, third party medical records tracker creates a safe and efficient way to handle employee records. Our system guarantees secure, HIPAA-compliant storage for your employees’ information. With a layered security system and an easy-to-use interface, you can rest easy knowing your company is providing the best for its employees.