Instructions for medical record copy procedure

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According to Article 69 of the Law on Medical Examination and Treatment 2023 : Exploitation of medical records is carried out as follows:

Representatives of state health management agencies, investigation agencies, prosecutors, courts, specialized health inspectors, forensic and psychiatric examination organizations, and patient lawyers are allowed to access and provide medical records to perform their duties in accordance with relevant laws;
Representatives of social insurance agencies and state compensation settlement agencies may borrow medical records on-site to read, take notes or request copies to serve assigned tasks with the consent of medical examination and treatment facilities;
Patients or their representatives as prescribed in Points c and d, Clause 2, Article 8 of the Law on Medical Examination and Treatment shall be provided with a summary of their medical records upon written request;
The above subjects when using information in medical records must keep it confidential and only use it for the purposes as requested by the hospital.

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	<font>HONG NGOC - PHUC TRUONG MINH GENERAL HOSPITAL</font>
	<font>PROCEDURE FOR ISSUING COPIES OF MEDICAL RECORDS</font> <font>(SUMMARY OF MEDICAL RECORDS)</font>
<font>Legal basis</font>	<font>Law on Medical Examination and Treatment No. 15/2023/QH15 dated January 9, 2023 of the National Assembly of the Socialist Republic of Vietnam</font> <font>Circular No. 32/2023 dated December 31, 2023 of the Minister of Health detailing a number of articles of the Law on Medical Examination and Treatment</font> <font>Other current regulations of the Ministry of Health, Department of Health and Hospital.</font>
<font>Part/</font> <font>Reception</font>	<font>Receptionist (if the patient has been discharged) or inpatient department administrative staff (if the patient is being treated)</font> <font>Phone: </font><font>*02473008866 1092</font> <font>Email: hs@hongngochospital.vn**</font>
<font>Time of reception</font>	<font>During business hours</font> <font>All days of the week</font>
<font>Time limit for settlement</font>	<font>Maximum 5 working days from the date of receipt of valid documents</font>
<font>Related documents</font>	<font>Application for copy of HSBA (Applicable to patient/patient representative) or Official dispatch / Introduction letter (Applicable to agencies and organizations that require a copy)</font> <font>Hospital discharge papers (Original for comparison or notarized copy). </font> <font>Citizen ID card/Industry card of the person requesting a copy.</font> <font>Authorization letter certified by the People's Committee of the commune/ward where the patient resides or documents proving personal relationship (Birth certificate, Marriage certificate, Family register...) : in case the patient's representative requests a copy of the medical record .</font>
<font>Implementation sequence</font>	<font>For customers</font> <font>Step 1 : Write a request for a copy of the HSBA according to </font><font>BM.QT.KHTH-20.01</font><font> or provide an Official Letter/Letter of Introduction and provide related documents according to regulations. </font> <font>Step 2: Submit the documents directly at the hospital reception desk or send a scan of the documents - notarized - via email with the subject: Request for a copy of medical records.</font> <font>Step 3: Pay the fee; receive an appointment letter (In case the patient is being treated as an inpatient, no fee is required).</font> <font>For Hospitals</font> <font>Step 1 : The receptionist receives, checks the documents and guides the customer to pay the fee according to regulations; sets a time to return the results; sends the documents to the General Planning Department. Step 2: The General Planning Department checks the validity of the documents and submits them to the Board of Directors for approval (If invalid/not approved: The General Planning Department saves the documents, sends them to the receptionist to explain and return the fee to the customer). If valid and approved, the documents are transferred to the clinical department.</font> <font>Step 3 : The clinical doctor makes a copy of the medical record; submits it to the Head/Deputy Head of Department and the Board of Directors for approval. Transfers the completed file to the reception department.</font> <font>Step 4. Receptionist returns results: in person, via email or express delivery.</font>
<font>Fees</font>	<font>150,000 VND</font>