Medical File Contents

Examples of information about employees that should be placed in a protected medical file separate from the personnel file include but are not limited to:

  • any document that contains private medical information about the employee or the employee's family
  • doctor notes
  • claims for medical services
  • disability documents
  • forms for short term, long term or temporary leaves
  • return to work documents
  • FMLA documents
  • ADA information regarding reasonable accommodations
  • documents or correspondence related to reasonable accommodation and work restrictions
  • Communications during the interactive process
  • correspondence related to medical leaves and absences
  • transitional work agreements
  • worker's compensation records or correspondence
  • injury or illness reports
  • OSHA injury and illness reports

More information about federal requirements to protect the privacy of personal health information can be found at