Enclosure (1) to COMDTINST 12713.1
FPWDPM may thereafter submit a list of specific questions to the individual's health
care professional or may otherwise contact the individual's doctor.
H. If, after a reasonable period of time, there is still no sufficient information to
demonstrate that the individual has a disability and needs a reasonable
accommodation, the FPWDPM and/or decision-maker may request that a Coast
Guard physician examine the individual at Coast Guard expense.
I. The FPWDPM will let the decision-maker know whether the documentation
demonstrates that a reasonable accommodation is appropriate and provide, if
necessary, any additional information about the individual's functional limitations.
J. Once an FPWDPM is involved in an individual's reasonable accommodation request,
he/she must recuse himself/herself from any subsequent EEO complaint.
K. In some cases, the individual requesting the accommodation will supply medical
documentation directly to the decision-maker without being asked. In these cases, the
decision-maker will consider such documentation and if additional documentation is
needed, the decision-maker will work with the appropriate officials as set forth in this
section.
L. If the FPWDPM determines that medical documentation submitted must be reviewed
by a medical expert, the FPWDPM, working in conjunction with the decision-maker
and servicing HRS/CSA, will choose the medical expert. Every effort will be made to
choose a Coast Guard physician. If an outside physician is chosen, the cost of the
review will be at Coast Guard expense.
M. The decision-maker must advise the employee or applicant, who is requesting a
reasonable accommodation, that his/her failure to provide appropriate documentation
or to cooperate in efforts to obtain such documentation can result in a denial of the
request.
6. CONFIDENTIALITY REQUIREMENTS REGARDING MEDICAL
DOCUMENTATION OBTAINED IN THE REASONABLE ACCOMMODATION
PROCESS: Under the Rehabilitation Act, medical documentation obtained in
connection with the reasonable accommodation process must be kept confidential. This
means that all medical documentation, including information about functional limitations
and reasonable accommodation needs that the Coast Guard obtains in connection with a
request for reasonable accommodation must be kept in files separate from the individual's
personnel file. It also means that any Coast Guard employee who obtains or receives such
information is strictly bound by these confidentiality requirements.
A. The DPM will maintain custody of all records obtained or created during the
processing of a request for reasonable accommodation, including medical records,
and will respond to requests for disclosure of the records. All records will be
maintained in accordance with the Privacy Act and the requirements of 29 C.F.R.
1611.
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