Employee Medical Information

Employee medical information collected through paper forms or unstructured questionnaires gives HR and occupational health teams an inconsistent and difficult-to-manage record of each employee's health status. Vaccination records, allergy information, and medication details are captured in different formats or omitted entirely. Emergency contact information is recorded separately from the medical record. Insurance details arrive as separate documents. Without a structured, centralized medical information form, maintaining a complete and usable health record for each employee requires manual effort and introduces compliance and duty-of-care risk.

The Employee Medical Information template for SharePoint, built with Infowise Ultimate Forms, provides a comprehensive medical information form that captures personal details, emergency contact information, vaccination status across four indicators, medical problems and regular medications, allergies and reactions, hospitalization history, dietary restrictions, lifestyle factors including smoking and alcohol, mental health accommodation needs, physical measurements, and insurance policy details. Every record is stored as a complete, secure record in SharePoint.

How it works

Personal details and emergency contact

The form captures the employee's first and last name, date of birth, gender, phone number, and email address alongside a dedicated emergency contact section capturing the contact's full name, contact number, and complete address. Capturing emergency contact information within the same medical record ensures that the HR and health and safety team have everything they need in a single accessible location in the event of a workplace incident.

Vaccination status

The form captures vaccination status across four indicators: Hepatitis B, Chickenpox (Varicella), Tuberculin, and Measles. Capturing vaccination records in structured columns within the employee's medical record gives the occupational health team an immediate view of each employee's immunization status, which is particularly relevant for roles that involve contact with vulnerable populations, food handling, or travel to higher-risk regions.

Medical history and current medications

The form captures any medical problems the employee wishes to disclose and any medications taken on a regular basis. These columns allow the organization to identify any conditions or medications that may be relevant to workplace safety, reasonable adjustments, or health and safety risk assessments, within the boundaries of what the employee has chosen to disclose.

Allergies and hospitalization history

A dedicated allergy section captures whether the employee has any food, medication, or environmental allergies alongside the specific type and reaction. A hospitalization history column captures whether the employee has had any significant medical treatment in the past, with a follow-up details column for those who have. Capturing both in structured columns ensures the occupational health team has the information needed to respond appropriately in a medical situation without needing to contact the employee or their emergency contact first.

Dietary restrictions and lifestyle factors

The form captures dietary restrictions or special dietary needs with a specification column. Lifestyle columns capture smoking and tobacco or nicotine product use with frequency, and alcohol consumption with frequency and average amount. These details are relevant for catering arrangements, occupational health assessments, and wellness programs, and capturing them in a structured format makes it straightforward to plan accordingly without individual follow-up.

Mental health, additional information, and physical measurements

The form asks whether the employee has any mental health concerns that may require workplace accommodations or support, and provides a column for any other medical information the employee considers important for the company to be aware of. Physical measurements including height and weight are captured in dedicated columns, which may be relevant for roles with specific physical requirements.

Insurance details

The form captures the name of the employee's insurance company, their policy number, and the policy expiry date. Capturing insurance details within the employee's medical record gives HR immediate access to coverage information when it is needed, without contacting the employee to request it at the point of a medical incident or insurance-related query.

What you get

• A comprehensive employee medical information form capturing personal details and full emergency contact information
• Vaccination status across four indicators: Hepatitis B, Chickenpox, Tuberculin, and Measles
• Medical problems, regular medications, allergies with reaction detail, and hospitalization history
• Dietary restrictions and lifestyle factors including smoking and alcohol consumption
• Mental health accommodation needs and additional medical information columns
• Height, weight, and insurance company name, policy number, and expiry date
• Every record stored as a complete, secure record in a standard SharePoint list
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Employee Medical Information system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All medical records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.