How to Use

Stanford University Occupational Health Center (SUOHC) respects ethical, legal, and confidential standards when handling medical information and employees’ digital medical records. Only the SUOHC medical professional staff and the SUOHC administrative support staff may access medical records. Management or HR may not review or receive medical records nor contact the employee’s health care provider for information. The employee must give approval before confidential medical information is disclosed or requested. Exceptions include:

1. An emergency medical condition

2. When disclosure is required by law (e.g., Workers’ Compensation records)

3. When the employee’s medical condition is an issue between the employee and the company

Obtain employee approval in writing using the Authorization for Disclosure of My Medical Information from Stanford University Occupational Health Center (SUOHC) form.

The California Code of Regulations, Title 8, §3204, “Access to Employee Exposure and Medical Records” and the Federal OSHA Standard 29 CFR 1910.1020 state that you have a right to access your exposure and medical records. When an employee requests access, the SUOHC is made aware by:

• Written or oral request by the employee

• Notification by the employee’s manager on behalf of the employee

• Written request by the employee’s attorney, designated representative, or personal physician

• Other legal documents, such as subpoena or court order

The employee must complete the Authorization for Disclosure of My Medical Information from Stanford University Occupational Health Center form to release records from Stanford to another medical provider.

1. Within five working days of the request, a SUOHC medical professional will offer to review the record with the employee. The employee does not have to review the record with the medical professional and may decline the review.

2. Within 15 working days of the request, SUOHC will give the employee a copy of a requested portion or the entire medical record.

3. A copy of the information is filed with the request in the employee’s medical record.

4. The Medical Records Request Log is completed.

5. In the employee’s medical record, SUOHC notes what the employee requested and received and the dates of request and completion.