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I- LIFE- CARE HOSPITAL NABH Ref I

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Starndard:

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Mira Seva Trust
Doc ument No

Version No.

Date of Issue
I PESHCO /NABH/I CH/IMS
VI

11/10/23
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11

Revision date
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I 10,10124 IiI
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POLICY ON RESPON SE TO ACCESS TO PATfEN T RECORDS

1.0 PURPOSE AND SCOPE:
for access of patient
ll is lo ensure that all the policies arc properly laid down by the MH in response to request
record in the MRD

ial Any request for access to

2.0 POLICY: Medical records are confidential documents and shall be kept confident
information in medical records shall be duly scrutinized for proper and legal selection.
3.0 TARGET AUDIENCE:
Primary consultant, Patient and TPA, Government agencies, Other Medical Staff, Clinicians

4.0 RESPONSIBILITY:
Medical Record Department, Hospital Administration
5.0 DESCRIPTION:
n contained within it is the
The physical form of medical records is the property of the hospital and the informatio
property of patient.

Informatio n in the medical record shall be accessible only to following as per law

• To the patient
• To the healthcare provider who are directly involved in provision of care to the patient
• To the court of law if asked for

• To third party payer

• To any other person only after valid consent from the patient
in medical record. MRD staff
Following protocols shall be followed in case of request for access to information
shall respond in following manner to the request for information in medical records

5.1 Request from primary consultant

5.1.l If primary consultant of the patient requests for information in medical record of his/her
patient, he/she shall be provided tht: informution or the rt:cor<l
5.1.2 'akc th requisition slip and provide the medical record to him/hcr~ J q
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\\ LIFE CARE HOSPITAL 1
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Document No

Ver~lon No.

Date or Issue
l PESHCO/NAB-H/ICH/IMS

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VI

11/10/23
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Revision date \ 101I0/24
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5.2 Request from patient

5.2.1 Patient hns lo be provided with his medical record information ifhe sought for it
5.2.2 If the patient requests for 11 copy of the medical records he shall be provided the same
oiler collecting Photostat charges
5.2.3 Check the identification detaiJ of the patient and cross check with medical record entry,
before permitting the access, the application has to be signed by MS.

5.3 Request from other medical staff of the hospital

5.3.1 The records for which patient has provided a consent for sharing the information on
account of educational purposes can only be shared
5.3.2 Take the requisition slip and handover the document
5.4 Request from TPA and other third party payer
5.4.1 Access shall be given only for specific and identified queries related to medical treatment
5.4.2 Medical administrator shall check the identification details of the person requesting the
access on account ofTPA organization
5.4.3 MRD staff shall be telephonically instructed about the person
5.4.4 TPA personnel can access the medical record only in presence of MRD staff
5.4.5 If they seek a photocopy ofa specific test result, it shall be provided

5.5 Request from Government organization

5.5.1 They shall be allowed to access only for specified purpose as stated by slate authoritie s
5.5.2 Access shall be provided in presence ofMRD staff
5.5.3 Check a written evidence of permission from state authorities regarding access, which
should specify the purpose for access
5.5.4 Keep a note of this access in medical record

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LIFE CARE HOSPITAL NABH Ref

Standard:
IMS I

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Mira Seva Trust
Document No

Versffln Nn.

Date of Issue
VI

11 /10/23
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PESHCO/NABH/ICH/IMS
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Revision dale 10/l0/24

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5.6 Request from patient's relatives or other person

5.6.1 They shall be allowed only if they possess valid written consent from the patient
S.6.2 Check the consent and identification of the patient and cross check with Medical records
5.6.3 Keep a record of this access. Also keep the copy of consent given by patient

S.7 Do not provide access if,

5.7.1 Identification of Liu: person cannot be established satisfactorily
S.7.2 If relevant documents as mentioned above is not available
S. 7.3 Any person or organization, other than those mentioned above ask for access
S. 7.4 In case of confusion contact Hospital Administrator

6.0 ABBREVIATIONS
MRD : Medical Record Department
MS : Medical Superintendent
TPA : Third party Administration

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