Prototype personal file checklist for nurses:

Nurse Info / Emergency Contact Info:

Pay & Compensation Information:
Employment Contract / Agreement:
Benefits Enrollment Forms / Beneficiaries:
Workers Compensation:
Termination Documents (if no longer employed):
Offer Letter:
Signed receipt of Employee Handbook:
Job Description:
Job Application:
Resume:
Performance Evaluation:
Warnings and/or Disciplinary Action:
Training & Certifications:
References / Background Check:
Drug Test:
Time Off Records:
Other:
POLICY:
All the employees of the hospital will have a personal file and it will be maintained in the HR
department. The personnel file of each Hospital employee will include the following:
1. Employment Application.
2. Proof of Certification Required for Job Performance, copy of professional qualifications
certificates, additional qualifications if any , experience certificate, photograph and medical
health report etc. Copy of license / certification, registration, or authorized verification
document of Registered Nurse License.
3. The appointment order, scale of pay, designation
4. Job / Position Description
a. Date / initials of supervisor / Head of the department .
b. Date / employee's signature.
5. Performance Appraisal / Evaluations Mandatory In-services
a. Annual Performance Evaluation
6. Job-specific Competency / Required Continuing Education
Documentation of continuing education classes/courses
Documentation of additional required skill courses related to advance practice needs and / or job
functions Training cards .
7. All the copies of memos to the employee, approval report, copy of pay increment, copy of any
disciplinary actions etc. are maintained in the employee’s personal file. When the employee
leaves employment, this file will be closed, but will be separately retained.
8. Annual health check of employees.
9. Privilege forms wherever applicable will be filed as per privileging policy.
10. Appreciation / Disciplinary papers if any
CONFIDENTIALITY OF RECORDS
To ensure confidentiality, uniformity, and accuracy of personnel information, it is the
responsibility of Head- Human Resources to handle their personal documents with care. The
access to the files are controlled and files are kept under lock and key. The key is with Head HR
and nominated person will open the keys.
CORRECTION OF RECORDS
a. If an individual considers a record is misleading, contains a statement of fact which can be
shown to be erroneous, or contains information which is not relevant, a correction may be
requested.
b. The request must be submitted in writing to Medical Superintendent.
c. The Head HR-KH may consult MAHE-HR. On the basis of this consultation, HR Head either
makes the correction or indicates the reason why the request is denied.
d. If a correction is sought on an appropriate ground but is denied, the individual involved may
submit for inclusion in the file a short statement explaining the grounds for the request and the
correction sought.