Below is an example of acceptable medical documentation for an employee, Suzie Smith, who has migraine headaches. This employee is requesting flexible hours, a change in lighting, and permission to visit the NOAA Health Center during work hours.
To NOAA Reasonable Accommodation Coordinator:
Suzie Smith has been my patient for the past two years. She suffers from severe migraine headaches which are chronic in nature. When Suzie is having a migraine headache, she becomes nauseated, she is unable to tolerate sound and light, and she suffers from intense pain. (Addresses Element A). As a result of these symptoms, Suzie is unable to work when she is having an attack. She must lie quietly in a darkened room and take medication which puts her to sleep. (Addresses Element B).
Suzie's headaches are caused, in part, by fluorescent lighting. Eliminating the fluorescent lighting over her workspace will reduce the frequency of her attacks. Additionally, Suzie will benefit from a flexible work schedule which will permit her to leave work when she notices the onset of symptoms. It is important that she get home before her symptoms become too severe. Suzie may on occasion ward off an attack if she can lie down in a quiet, darkened room for a few hours when she first notices symptoms. Suzie knows when she needs to go home, or when a rest period may eliminate symptoms. (Addresses Element C).
Signed,
Doctor Jones
Medical documentation is confidential. The Reasonable Accommodation Coordinator will discuss with your supervisor, and perhaps others in your supervisory chain, the symptoms you are experiencing that result in your need for accommodation. The Reasonable Accommodation Coordinator will only discuss your medical documentation with those who have a "need to know". The Reasonable Accommodation Coordinator will not discuss your medical documentation with persons in your supervisory chain. Normally, there is no need for the Reasonable Accommodation Coordinator to discuss your medical documentation with anyone. Medical documentation is kept in a locked file, separate from your Official Personnel File.
Medical Documentation is covered by the Privacy Act. You should provide it to the Reasonable Accommodation Coordinator in a password protected format. However, you have the right to submit your documentation in any format you like.
Questions? Please contact Debbie Ferrara, NOAA's Reasonable Accommodation Coordinator, at (816) 426-7822, or at Debbie.A.Ferrara@noaa.gov.
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Page last edited: January 26, 2012