POLICY OF THE CITY OF MAUMEE CONCERNING
CONFIDENTIALITY OF MEDICAL INFORMATION 

            Employees of the City of Maumee may, in the course of their job duties, have occasion to learn, handle, or possess medical information or records pertaining to other employees, their families, job applicants, or users of City services.  Such information may be acquired through: 

            ·            medical examinations of prospective employees;

            ·            processing employees’ requests for sick leave or family and medical leave;

·            processing health insurance claims filed by employees;

·            processing workers compensation or disability claims filed by employees;

·            emergency medical service runs; and

·            processing bills for emergency medical services. 

            All such medical-related information acquired in the course of an employee’s job duties shall be kept strictly confidential and shall not be disclosed except in accordance with this Policy.  Disclosure of information in violation of this Policy shall be grounds for disciplinary action, up to and including the possibility of discharge.

1.                  Employee and Family Medical Examinations.  All information obtained from entry level or post employment medical examinations, inquiries, and claims, shall be collected and maintained on separate forms, in separate files, and treated as confidential medical records.  Nonmedical-related information shall be placed in an employee’s personnel file.  Only those persons specifically designated by their division head shall have access to employee medical files. 

2.                  Patient Information.  Information concerning a patient services by City emergency medical services is strictly confidential.  Only those persons specifically designated by the Director of Public Safety shall have access to patient medical information. 

3.                  Exceptions.

a)      Supervisors and managers may be informed about necessary restrictions on the hours or duties of an employee and any necessary accommodations.

b)     First aid and safety personnel may be informed, when appropriate, of a disability which might require emergency treatment or if specific procedures are needed in the event of fire or evacuation.

c)      Government officials investigating compliance with state and federal laws should be provided relevant information on request.

d)     Relevant information may be provided to workers’ compensation offices, pension and disability funds, or “second injury” funds concerning a filed claim.

e)      Relevant information may be provided to insurance companies concerning a claim.

f)       Requested information shall be provided in response to a subpoena issued by a municipal, state, or federal court.

g)      Relevant information shall be released in accordance with any applicable state or federal law.

h)      Information shall be provided to the patient upon his written request and to any person presenting a release of medical information document signed by the patient authorizing such person to have access to the patient’s medical records. 

4.                  Division of Police.  This policy does not apply to information gathered by members of the Division of Police in the course of an investigation of a criminal offense, accident, or traffic code violation.