Employee Medical Documentation Checklist for Alberta Employers
Managing employee medical documentation doesn't have to be complicated. This checklist provides a practical framework for Alberta employers to handle sick notes, return-to-work letters, modified duties requests, and accommodation documentation while staying compliant with privacy and human rights legislation.
Use this as a reference guide for your HR team, managers, and supervisors who handle employee absences and returns.
Before an Absence: Policy Setup
Ensure you have these foundations in place before any absence occurs.
- Written attendance management policy communicated to all employees
- Clear thresholds for when documentation is required (e.g., 3+ days)
- Policy applied consistently to all employees (no singling out)
- Designated contact person for medical documentation (HR or manager)
- Secure storage system for medical documents (separate from personnel files)
- Training for managers on what they can and cannot ask
During an Absence: Documentation Request
When an employee is absent and documentation is required per your policy.
- Inform the employee that documentation is required per policy
- Specify what documentation is needed (sick note, expected return date)
- Do NOT ask for diagnosis or treatment details
- Provide a reasonable timeframe to submit documentation
- Offer resources if the employee lacks a family doctor (e.g., MedLetter)
- Accept documentation from any licensed physician (including virtual)
Return to Work: Clearance Process
When the employee is ready to return after an extended absence.
- Request return-to-work clearance if required by policy
- Accept clearance from any licensed physician
- Review any noted restrictions or limitations
- Schedule a return-to-work meeting with the employee
- Create a written accommodation plan if restrictions exist
- Ensure the workspace is ready for the employee's return
- Plan a check-in within the first week back
Accommodation: Modified Duties
When an employee returns with medical restrictions requiring accommodation.
- Acknowledge the restriction letter in writing
- Meet with the employee to discuss accommodation options
- Explore all reasonable modifications to the current role
- Consider temporary reassignment if modification isn't possible
- Document all options explored (including rejected ones with reasons)
- Create a written accommodation plan signed by both parties
- Set a review date aligned with the physician's recommendation
- Monitor the accommodation and adjust as needed
Privacy and Storage
Protecting employee medical information is a legal requirement.
- Store medical documents separately from general personnel files
- Limit access to individuals with a legitimate business need
- Do not share medical information with coworkers or other managers
- If an employee voluntarily discloses diagnosis, do not record it
- Retain documents only as long as necessary
- Dispose of medical documents securely when no longer needed
Frequently Asked Questions
How long should I keep medical documentation?
Retain for the duration of the employment relationship plus 1-2 years (or as required by your industry regulations). Dispose of securely when no longer needed.
Can managers see the medical documentation?
Only if they have a legitimate business need (e.g., to implement accommodations). Restrict access to HR and the direct manager only.
What if an employee provides documentation from an out-of-province doctor?
You should generally accept it, but for ongoing accommodation situations, you may request documentation from an Alberta-licensed physician.
Should I have a template form for physicians to complete?
A functional abilities form can be helpful, but you cannot require the employee to use your specific form. They can provide a letter from their physician instead.
This checklist provides general guidance for Alberta employers. It is not legal advice. Consult with an employment lawyer for specific situations or to review your policies.
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