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CHAPTER 71.
Department of Labor, Licensing and Regulation-Division of Labor
SECTION 904.
Presentation of Written Access Order and Notice to Employees.
71-904. Presentation of Written Access Order and Notice to Employees.
A. The Principal SC/OSH Investigator, or someone under his or her supervision, shall present at least two (2) copies each of the written access order and an accompanying cover letter to the employer prior to examining or obtaining medical information subject to a written access order. At lease one copy of the written access order shall not identify specific employees by direct personal identifier. The accompanying cover letter shall summarize the requirements of this subarticle and indicate that questions or objections concerning the written access order may be directed to the Principal SC/OSH Medical Records Officer.
B. The Principal SC/OSH Investigator shall promptly present a copy of the written access order (which does not identify specific employees by direct personal identifier) and its accompanying cover to each collective bargaining agent representing employees whose  medical records are subject to the written access order.
C. The Principal SC/OSH Investigator shall indicate that the employer must promptly post a copy of the written access order which does not identify specific employees by direct personal identifier, as well as post its accompanying cover letter (See Subarticle 6, Section 1910.20(e)(3)(ii)).
D. The Principal SC/OSH Investigator shall discuss with any collective bargaining agent and with the employer the appropriateness of individual notice to employees affected by the written access order. Where it is agreed that individual notice is appropriate, the Principal SC/OSH Investigator shall promptly provide to the employer an adequate number of copies of the written access order (which does not identify specific employees by direct personal identifier) and its accompanying cover letter to enable the employer either to individually notify each employee or to place a copy in each employee's medical file.
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