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Shelf stacked with medical records.Shelf stacked with medical records.
Shelf stacked with medical records.

Why can’t I use my existing HRIS system (such as ADP, Workday, SAP Success Factors) to track this information?

TLDR; Medical information must be kept confidential and in a separate file from other employment records.

Team Disclo
March 26, 2024

The Americans with Disabilities Act (ADA) prohibits employers from including medical information in an employee's general personnel file. All medical records must be maintained separate from the personnel file. Additionally, any self-identification forms required under Section 503 must also be kept separate. We do integrate with most HRIS systems, but employee PHI will not be shared with your HRIS.

Disclo is SOC-2 and HIPAA compliant as certified by Vanta. We offer HIPAA and ADA compliant Personal Health Information (PHI) management so that employers can retain and manage employee medical documentation in a safe, compliant, and private way.

Want to know more about storage of PHI and self-identification forms? Here are some of our favorite resources: 

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