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General Order
EMPLOYEE RECORD INFORMATION
| Question | Answer |
|---|---|
| The purpose of this order is to establish policy and procedure regarding | the reporting of name changes, residence changes, contact telephone numbers, marital status, and deaths. |
| Any member changing their name is required | within thirty calendar days after the change, to report to the Personnel Division in person, with a copy of the new social security card |
| If an employee doesn't have a new social security reflecting there name change, what can be need used instead. | the receipt for applying for a new social security card, fill out a new I-9 form, |
| who can initiate a revised eHR or Personnel Data Sheet (P.D.S.).to change the employee’s name in the official record division. | the Personnel staff |
| Marital status changes (new marriage or divorce), births, deaths, legal additions or death of a dependent family member which will result in a change of benefits must be reported to the City Employee Benefits staff, (904-630-1314) | within thirty (30) calendar days of the event |
| what original documents supporting the changes in Marital status changes (new marriage or divorce), births, deaths, legal additions or death needs to be produced by employee. | birth certificate, marriage certificate, divorce decree, legal guardianship, adoption papers or death certificate |
| If employee failure to comply with this requirement for change in status may cause | a loss of enrollment right or loss of premium refund |
| who is responsible for ensuring the changes are reflected in Employee Information System (EIS). | Employees are reminded that they are personally responsible |
| For emergency and recall purposes, all members shall have | a contact telephone during off-duty hours |
| The employee’s listed address and telephone number in the Employee Information System (E.I.S.) shall reflect | he employee’s physical address, not a family or mailing address. |
| Employees shall update any change of address or contact telephone number on the Employee Information System (E.I.S.) | within twenty-four hours of their return to duty after the change. |
| who is authorized to give the contact telephone number of an employee to another employee | The Tele-Serv Supervisor |
| The Communications Center shall not be called for employee telephone numbers, except | between midnight and 0600 in emergency situations |
| The Tele-Serv Supervisor will handle all other inquiries and only for emergency situations, or | when EIS is unavailable. |
| what does HIPAA)stands for? | Health Insurance Portability and Accountability Act |
| Any medical documents that can specifically identify an employee must be forwarded to | the Personnel Division of the Jacksonville Sheriff's Office to be placed in a secured medical file. |
| Examples of medical documents include | prescriptions, doctor’s notes, physical therapy documentation, and written information regarding an employee’s mental or physical condition. |
| The law holds violators accountable with | civil and criminal penalties that can be imposed if they violate individuals’ privacy rights |
| Documents containing protected health information that are forwarded to the JSO Personnel Division should be placed | in a sealed envelope |
| once medical documentation is recieved who is responsible for notifing the supervisor of the employee medical restrictions. | the Personnel Division |
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Ltmalone7728
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