• Medical Records: AR-5080-D

  • Section 5000: Personnel
    Medical Records
    Administrative Regulation: AR-5080-D

    President’s Cabinet (PC) Approval: 5/8/06
    Revised: 9/22/09

    It is the College's responsibility to ensure the confidentiality and security of medical information of employees, students and clients in accordance with all applicable laws and regulations.

    College employees are obligated and responsible for protecting the confidentiality of medical records, medical conditions and the privacy of employees, students and clients. No employee will disclose medical records or private health information to another employee or individual without employee authorization except as required by law. Employees knowingly disclosing medical records without employee authorization are subject to disciplinary action up to and including termination.

    Employee’s medical records will be stored in a secured file physically separated from the personnel file in human resources and are not considered part of the employee’s personnel record.

    Students’ and clients’ medical records will be stored in a secure file cabinet within the appropriate department.

    Federal regulations explicitly exclude certain employment records held by the College in its role as an employer from the Health Insurance Portability and Accountability Act (HIPAA). Records that are excluded from HIPAA requirements include worker’s compensation health records, Federal and Oregon Family Leave Acts health information, Americans with Disabilities Act accommodation requests and supporting documentation, occupational injury, disability insurance eligibility, sick leave request, drug screenings and injured worker return to work.

    To file a complaint about security of medical records, send an e-mail or written description of the incident to the benefits and payroll manager.