Personnel Records
Lists what goes into each personnel record, how records for contracted staff are kept, who may see personnel records, and how long each kind of record is kept, from criminal background check records (destroyed one year after employment ends) to occupational exposure medical records (employment plus 30 years).
About this policy
- Policy number
- DC-HSP-HR-04
- Version
- 1.0
- Main rule
- 42 CFR §418.100(g)(3)
- Library
- Washington, DC hospice · 60 policies
- Category
- Human resources
- Sections
- 15
In short
- Your personnel file shows you are qualified, checked, oriented and trained.
- Medical and vaccination records are kept in a separate confidential file.
- Personnel files are locked or access-restricted and seen only by those who need them.
- Send training certificates and evaluations to the Administrator within 5 business days.
What's inside
15 sections. The full text comes with the One-time Policy Pack.
- Terms of Reference
- 1. Purpose
- 2. Scope
- 3. Definitions
- 4. Policy Statement (42 CFR §418.100(g)(3))
- 5. Contents of the Personnel Record
- 6. Contracted Staff
- 7. Confidentiality, Access and Location
- 8. Retention
- 9. Responsibilities
- 10. Records and Compliance Monitoring
- 11. References
- 12. Related Policies and Forms
- 13. Approval
- 14. Revision History
An inspector may ask
- Show me the personnel file for this nurse. Where are the license verification, orientation and competency records?
- Where do you keep the hepatitis B vaccination records, and who can see them?
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