Those of us with responsibility for Fermilab Medical Records are currently working on a written formal policy on this subject. Protecting the confidentiality of the Fermilab medical record of every employee is an obligation we take seriously.

Current procedure:

1. Every member of the medical office staff is formally notified at the time of hiring, and annually thereafter, of the extreme importance of protecting medical record confidentiality. Each doctor, nurse and member of the administrative team signs a written statement each year confirming awareness of this issue and indicating that any violation of this obligation can be considered grounds for termination.

2. Medical staff protects the physical security of the medical record. After hours, medical records are locked behind at least two locking barriers. We do not leave charts or documents in public places in the office during working hours. Medical charts are not allowed to leave the medical office.

3. Medical staff makes every effort to discuss any medical issue with employees in a private area of the office. Phone conversations also take place out of public hearing.

4. A written consent form, signed by the employee in front of a medical staff witness, is required in order to release any medical information. The current consent form addresses information being sent to the Fermilab office from an outside source, as well as information being sent from our office. In either case, the employee is asked to identify what specific information is being requested, and for what purpose. Every effort is made to transmit only the necessary information.

5. At the time of hiring, and whenever a need arises, medical office staff verbally inform employees that we actively protect the confidentiality of their records.

6. At any time, an employee may have access to his or her medical record. Employees have the right to review and amend medical information pertaining to them. They also may demand an accounting of persons to whom their health information has been disclosed.

7. There are times when a medical condition may affect an employee's ability to perform all required duties. The Fermilab medical office routinely communicates with supervisors and safety officers regarding the presence or absence of specific restrictions. Often this takes place after the medical office has reviewed medical information supplied from a private doctor. The medical office does NOT share medical information such as diagnoses or details of treatment with supervisors, human resources staff, officials of the Department of Energy or any other entity without first obtaining permission from the employee. (See above discussion re consent).

8. Fermilab is obligated to comply with all state and federal laws regulating medical record confidentiality.

9. In cases covered by Worker's Compensation insurance, Illinois law dictates that information regarding the case be made available to all parties involved. When the Fermilab medical office is working with these cases, we make every effort to inform employees about Worker's Compensation law, and to answer any questions, or to direct employees to an appropriate resource for more information.