Access To Employee Exposure and Medical Records

This course is designed to communicate the requirements of the Access To Employee Exposure and Medical Records and inform personnel on their legal rights and company expectations.

Access To Employee Exposure and Medical Records

What are medical records?

Medical records are a record concerning the health status of an employee, which is made by or maintained by a health care professional and includes:

  • Medical and employment questionnaires or histories
  • Results of medical examinations
  • Medical opinions, diagnoses, progress notes, etc. 
  • First-aid records 
  • Descriptions of treatments and prescriptions 
  • Employee medical complaints

What are exposure records?

Exposure records are a record containing any of the following information:

  • Biological monitoring, which assess the absorption of a toxic substance or harmful physical agent into the body but not including results which assess the biological effect of the substance or agent or which assess the employee’s use of alcohol or drugs.  
  • Environmental monitoring or measuring of toxic substances or harmful physical agents, including personal, area, grab, wipe, or other forms of sampling, as well as related collection and analytical methodologies, calculations, and other background data relevant to interpretation of the results obtained.  
  • Safety Data Sheets (SDS)  In the absence of an SDS, a chemical inventory or other record that reveals the identity, where and when used, for toxic substances or harmful physical agents
  • In the absence of an SDS, a chemical inventory or other record that reveals the identity, where and when used, for toxic substances or harmful physical agents

Medical records are personal and confidential

Medical records can only be released to:

  1. You or another party with your written authorization
  2. A designated representative with your written authorization
  3. OSHA

Sharing Of Information

Your company has a responsibility to share the results of exposure monitoring with employees who participated in the studies to develop the data.

Often, the exposure monitoring data will also be shared with other personnel who work in the same area but were not involved directly in the sampling. The exposure is generally the same for several people, and it may not be practical to monitor everyone.

When exposure monitoring data is shared, it should always be free of any personal medical or health data and will contain the results of the monitoring only.

Sharing of data is legislated by the Health Insurance Portability and Accountability Act, also known as HIPPA.

Location and Responsibility


Exposure and medical records are kept in a secure location within your company's personnel files. Usually the Human Resources or Safety Departments; however, other departments within your company may have access to the records but only on an as required to know basis.

How to obtain your records

If you desire to obtain exposure or medical records, you should contact the your local office and make a request. Request should be made in writing but may be emailed, faxed or verbal.

Your company will provide you with requested copies within a reasonable time frame.

You will be required to sign a receipt for copies of records so that your company can maintain an accurate recorded chain of custody record of the person receiving the record(s), date and copies given.

Thank You!

Thank you for your time!

Quiz

What are some examples of medical records?

  • Medical and Employment questionnaires or histories
  • Employment application
  • Insurance card
  • None of the above

Which is correct?

  • Biological monitoring assesses the absorption of toxic substances or harmful physical agents into the body.
  • Environmental monitoring or measuring of toxic substances or harmful physical agents, include personal, area, grab, wipe or other forms of sampling.
  • In the absence of a MSDS, a chemical inventory or other record that reveals the identity, where and when used, for toxic substances or harmful physical agents.

Exposure and medical records must be kept in a secure location.

  • True
  • False

Medical records can only be released to:

  • You or another party with your written authrorization
  • A designated representative with your written authorization
  • OSHA
  • All of the above