Medical Filings / Personnel Files

HR Mouse

I am receiving conflicting information regarding what Medical info is o.k.(if any) to be in an Employee's Personnel File. I want to clarify..........

Can an Enrollment Application & Confirmation for Medical Insurance/Dental Insurance/Vision Insurance/FSA, etc. be in an Employee's Personnel File? I understand anything pertaining to Doctor's notes, Medical Conditions & History, FMLA, ADA, Disability, etc. cannot be in the regular Personnel File, but what about the rest? Should I just play it safe & put anything & everything into the separate Medical Information Files?

 Thanks!

IT HR

Anything medical related (including enrollment forms) should be in a separate file away from the personnel file.

HR Mouse

That's what I thought! Thanks for the reassurance!

TXHRGuy

A lot depends on what's on the enrollment form.  Our health insurance application asks a lot of health related questions and, therefore, cannot be in the employee file.  Our dental forms could be because they do not collect any medical information.  In any event, it is best practice not to co-mingle such things whether it seems OK or not.  We keep insurance documents separate from medical documents and separate from employee files (and HR incidence report files) and I-9 files.

HR Mouse

What about things like COBRA notices (General, Election, etc.)? Are they best kept in the Personnel file or in the separate Medical file? Since it's related to the Medical insurance I would think it should go with that stuff.  Any opinions about that?

And what about FSA info (application, claims, etc.)? Medical file? I never had to deal with an FSA or an HSA before so that one I'm not too sure about.

IT HR

I put all of that stuff in the medical folder. That way it is all together, away from the personnel file.