Can My Employer Request a Doctor’s Note?

Most employees will need to take time off from work due to illness or injury at some point in their careers. When that happens, it is common to wonder what information an employer can lawfully request, like a doctor’s note. The answer often depends on the nature of the leave, the employer’s policies, and applicable employment laws. Understanding your rights in these situations is important to protect your privacy while also maintaining workplace compliance.

When Employers Can Ask for Medical Documentation

Employers generally have the right to request a doctor’s note when an employee takes sick leave or is absent due to a medical condition for an extended period. This is often done to verify that the absence was legitimate and to determine whether any accommodations might be necessary. However, that right is not unlimited.

Many workplaces have policies that specify when a doctor’s note is required. For example, an employer may request documentation after a certain number of consecutive sick days. In those cases, it is generally lawful to request a note, especially if the policy is applied consistently to all employees. Employers may also request documentation when employees seek leave under certain federal laws, such as the Family and Medical Leave Act (FMLA), or if there is a reasonable basis to believe that the employee is abusing sick leave.

Still, there are boundaries to what an employer may demand. A doctor’s note should typically confirm the existence of a medical condition and any necessary restrictions or accommodations. Employers are not entitled to detailed medical diagnoses or sensitive health information unless required under specific circumstances, such as a formal disability accommodation process.

Your Rights and Privacy as an Employee

Employees have a right to medical privacy, even when providing documentation for absences. In most situations, a doctor’s note does not need to disclose the specific nature of the illness or condition. It may be sufficient for the healthcare provider to state that the employee is under medical care and indicate the anticipated return date or limitations affecting work performance.

In addition, any medical information that is provided to the employer must be kept confidential. This means it should be stored separately from general personnel files and only accessed by individuals who have a legitimate need to know, such as Human Resources, to ensure proper handling of accommodations.

It is also important to understand that retaliation for taking protected medical leave or for providing documentation of a medical condition may be unlawful. If an employer disciplines, demotes, or terminates an employee for properly using sick leave or requesting a reasonable accommodation, this may raise legal concerns.

What to Do If You Are Asked for a Doctor’s Note

If your employer requests a doctor’s note, it is important to understand the reason for the request and whether it aligns with company policy or applicable laws. If the request is made after a short absence and is not part of a stated policy, you may consider asking your employer to clarify why the note is needed.

You are generally allowed to use paid or unpaid sick leave without being forced to disclose confidential medical details. However, if the leave is extended or falls under laws such as the FMLA, more comprehensive documentation may be required. In those cases, your healthcare provider can complete the necessary forms or supply a note that meets the requirements while still protecting your privacy.

Philadelphia Employment Lawyers at Sidkoff, Pincus & Green P.C. Protect Your Rights

If you have concerns about your employer requesting a doctor’s note or believe your rights have been violated in the workplace, we can help. Speak with the Philadelphia employment lawyers at Sidkoff, Pincus & Green P.C. about how we can help you. Contact us online or at 215-574-0600. Located in Philadelphia, we proudly serve clients in Pennsylvania and New Jersey, including South Jersey.