The City of Wylie strives to protect the privacy of its employees' medical information to the greatest possible extent. To accomplish this, the City of Wylie and its managers and employees are required to follow these guidelines regarding the confidentiality of medical information:
1. All medical information concerning employees will be maintained in separate, confidential medical files that are stored apart from regular personnel records. Only authorized employees will have access to such files, and access will be provided solely on a need-to-know basis. Furthermore, such access shall be granted only in accordance with applicable law, which includes (but is not limited to) the Americans with Disabilities Act, the Occupational Safety and Health Act, the Family and Medical Leave Act, the Federal Rehabilitation Act, state workers' compensation law and state privacy laws.
2. Employees are hereby notified that medical information concerning employees is absolutely confidential under state and federal laws and may not be discussed at any time with any person under any circumstances. Exceptions are if an employee needs to do so in order to carry out his or her job duties, or if the person discussing the information is talking with the subject of the information at that person's invitation. If an employee is concerned about a co-worker's possible medical condition, the employee should direct these concerns only to Lynn Fagerstrom and to no one else.
3. Any employee who is found to have discussed medical information about another employee in violation of this policy, or who is found to have released such information without authorization, will be subject to disciplinary action, up to and including immediate termination from employment. In addition, employees who violate medical information confidentiality may be subject to civil and criminal liability under state and federal laws.
4. All access to medical records must be approved by Lynn Fagerstrom. If an employee believes that this medical information confidentiality policy has been violated, he or she should contact Lynn Fagerstrom. If it is believed that Lynn Fagerstrom has violated the policy, the employee should contact any company officer.
5. Medical records will not be provided to outsiders, except when the company is properly served with a valid subpoena. When possible, the company will notify the employee of the proper service of a subpoena upon it, in order to enable the employee to seek to quash the subpoena.
The City of Wylie will review this policy periodically to ensure compliance with state and federal laws.