Employee Medical Records

Policy Number: 
2304
Policy Responsibility: 
Vice-President, Finance & Administration
Approved: 
Board of Governors
Effective: 
October 11, 2016
Review: 
October 11, 2016

Policy Statement: 

a)      Medical information submitted by an employee will be used for employment related purposes by the employer to determine eligibility for benefits, provide workplace accommodations or arrange return to work plans.

b)      Medical information is collected when:

i)        An employee is absent from work due to an illness or injury and is seeking access to sick
leave or WorkSafeBC leave;
ii)       An employee is requesting medical accommodations;
iii)     There are legislative requirements;
iv)     An employee submits a WorkSafeBC claim; or
v)      There are Collective Agreement requirements.

c)      Employee medical records will be received by the Human Resources Director and will be kept in locked cabinets, while electronic files are secured with limited and monitored access.

d)      Information from an employee’s medical record will not be provided to a third party without the employee’s written consent, unless required by law. If required by law, the Human Resources Director shall notify the employee.

e)      Medical records will be maintained in confidence and are accessible only by those designated employees authorized or required to do so for the purposes of their job to manage a particular disability or WorkSafeBC claim. Medical records may consist of nonmedical and medical records and these will be handled in the same manner consistent with the provisions of the Workers’ Compensation Act and Regulation and the British Columbia Freedom of Information and Protection of Privacy Act where applicable.

Last updated October 14, 2016