All personnel files will be maintained and kept confidential in a locked file drawer. Health records will be kept confidentially and separate from the personnel file.  The Administrator, Director of Nursing and the Director will have access to the personnel files. Personnel files will be maintained for 7 years after employment terminates.

1)      Personnel files will be maintained in a secure area. File cabinets will be locked at all time when not being accessed by human resource personnel. Health records will be maintained in a separate file from the personnel file in order to further limit access.

2)      The following documents will be kept in each personnel file:

a)   Application and/or resume which includes: name, address, social security # and birthdate

b)   Evidence of qualifications

c)   Auto insurance (field staff) to include liability insurance in compliance with State requirements.

d)   CPR certification, if applicable

e)   Confidentiality Statement

f)     Driver's license (field staff), along with record of all inquiries made on individual driving records (MVR) through the State Department of Motor Vehicles. The organization must conduct a MVR check on each staff member who is required to operate a motor vehicle in the course of his/her duties at the time of hire. The organization recheck the MVR at least every 3 years to insure the driving records of the staff member are clear of violations that may be of concern to the organization. Copies of valid Commercial Drivers License (CDL), HAZMAT Endorsement and valid DOT physicals must be kept on file for employees that require CDL’s.

g)   Emergency Contact form (name, address, and telephone number of next of kin)

h)   Employment Eligibility Verification (I-9)

i)     Equipment form (field staff)

j)     Home Health Aide Competency Evaluation (if applicable)

k)   Job description (signed)

l)     Orientation checklist

m)Performance evaluations

n)   Professional insurance (not mandatory)

o)   Criminal Background Check and a national sex offender registry check, at the time of hire, for each employee providing direct client/patient’s service/care.

p)   References – a minimum of two

q)   W-4 information

r)    Dates of employment and separation from the agency and the reason for separation

s)    Personnel credentials

t)     Evidence of ID Badge issuance

2)         Credentialing information includes a procedure for the review of occupational licensure, certification, registration or other training as required by state boards and/or professional associations for continued credentialing.

3)         The employee health files will include:

a)      Hepatitis B Vaccine/Waiver (field staff) - All direct care personnel will have access to Hepatitis B vaccine as each job classification indicates and as described in federal CDC and OSHA standards. Hepatitis B vaccination program and post-vaccination antibody titer will be performed in accordance with current CDC and OSHA guidelines.

b)      PPD or Chest X-ray

c)      Blood borne and tuberculosis exposure as appropriate

d)      Health reports –

a.       prior to contact with patients, the new employee must submit a statement from a health care professional licensed under Chapter 458 or 459, a physician’s assistant, or an advance registered nurse practitioner or a registered nurse licensed under Chapter 464, under the supervision of a licensed physician, or acting under an established protocol signed by a licensed physician, based on an exam within the last six months, that the employee is in reasonably good health and appears to be free from apparent signs or symptoms of a communicable disease including tuberculosis.

b.      A new employee, who has been an employee of another licensed home health agency, may provide a copy of his health care statement from the files of the former employer provided that the statement was not issued more than two years prior and that the employee has not had a break in service of more than 90 days.

a)      All employee files will be retained according to State and Federal guidelines. 

b)      Personnel files are available for inspection by federal, state regulatory agencies and accreditation agencies, the employee’s supervisor or human resource personnel requiring verification of information within the file. Health records may only be view on a need to know basis. The employee may request to view their own personnel file for specific stated information. A human resources representative will be present while the viewing occurs.

c)      A release of information must be signed before information will be released.

d)      Personnel files will also be maintained for any staff providing home health services under arrangement through a contractual purchase of service. These personnel files will be available from the contracted agency and will include, at a minimum:

a)      Evidence of current licensure if applicable

b)      Resume or application showing qualifications

c)      Confidentiality Statement

d)      Contract

e)      Performance evaluations

f)        Employee Action Notice

g)      Drivers License

h)      CPR Certification (if applicable)

i)        Evidence of Professional Liability Insurance: There are copies of professional liability insurance certificates of coverage on file for any personnel providing direct service/care and/or organizations providing shared responsibility service/care.

j)        Hepatitis B vaccine / waiver