EMPLOYEE PERSONNEL RECORD

POLICY & PROCEDURES

Policy:Personnel records fall under our HIPAA rules and regulations and therefore every effort must be made to protect the confidentiality of these files. These files need to be handled appropriately and consistently to avoid any impropriety and/or misuse.

Procedures:The Administrative Assistant and/or Accounting personnel are responsible for updating and keeping personnel records.

A personnel record is made for each employee either on the first day, or shortly thereafter, date of hire.

Information kept in a personnel file consists, but not limited to: SSN, Address, phone number, resume, application, education, CEUs, licenses, accounting information (1099 & W2 forms, garnishments, unemployment claims, etc.), evaluations, signature pages from orientation packet, salary & emergency contact information, etc.

All Medical, FMLA, Workers Compensation and training information are kept in separate files, until termination, and then placed together for easier filing. Personnel files are kept 30 years after termination.

Personnel files must be kept in a locked file and in a secure room and are housed at the Hartford facility.

Any outside agency and/or past employees requesting copies of a personnel file should do so in writing. Only verbal information released to an outside agency is date of hire and/or termination, job title and salary (if requested). If more information is needed a signed release of information form is needed.

Only administrative staffpersonnel can remove an employee’s personnel record from the office and then only for business purposes (i.e.: audits). If a personnel record is removed and can not be returned for over 24 hours, an out card is filled out by the individual requesting the record, and placed in that particular spot (this informs administration as to who the last person was that had access to the record). When the record is returned the out card is removed. Any personnel file(s) removed and taken to another site must be returned by the individual who signed them out. (DO NOT PLACE IN INTEROFFICE MAIL).

Employees can view and/or copy their personnel records at any time as long as an administrative person accompanies them. Employees are not allowed to remove their personnel records for any reason from the facility.

No one under any circumstance is to use the information found in an employee’s personnel record for personal gain and/or profit.

If at any time a personnel record is lost and/or misplaced the individual employee this affects must be notified immediately and every effort will be made to make sure all pertinent information is regenerated. If it is believed the record was misplaced and/or lost outside the agency, a credit check will be made (at the employer’s expense) and will be done immediately and again in 3 months. A non-medical incident report must be filled out and given to the Administrative Assistant as soon as possible.

Anyone found in violation of this policy will be reprimanded as appropriate, up to and including termination.

H:\Word\POLICIES\Employee Personnel Record Policy.doc Created on 2/26/2008