Instructions for Copying Medical Records of Discharged Patients

Pathology Department Address: Fourth floor of the Information Building (between the Second and Third Inpatient Buildings);

Window service hours: Monday to Friday, 8:00 AM – 4:00 PM;

1. To better protect your privacy rights, in accordance with national laws and regulations, photocopying medical records requires the submission of appropriate procedures:

Note: To safeguard patients' privacy rights, both patients arriving on-site and their authorized representatives must present valid identification for verification purposes. Please note that the above procedures do not cover requests from public security, procuratorial, judicial authorities, or insurance companies when accessing a patient's medical records.

2. There are two ways to make copies of your medical records at the Medical Records Department: - **On-site copying**: Since it takes time for the records to be filed, to save you from multiple trips, please visit the Medical Records Department no earlier than 15 days after your discharge. - **Appointment-based copying**: To minimize long-distance travel for out-of-town patients, you can go to the Medical Records Department after completing your hospital bill settlement. There, you’ll complete the necessary paperwork and provide a mailing address. Once the records are officially filed, we’ll promptly copy them and deliver them directly to your door via the courier service designated by the hospital.

3. On-site photocopying and appointment-based photocopying are billed differently. On-site copies are charged based on the actual number of pages in the medical records being copied. For appointment-based photocopies, since the records haven’t yet been filed at the time of registration, the exact number of pages cannot be determined. Instead, the fee is calculated based on the average number of pages typically copied during a patient’s hospital stay. Additionally, courier postage is charged separately by the delivery company. You can freely choose the photocopying method that best suits your needs.

4. To safeguard your rights and avoid unnecessary back-and-forth trips, we kindly remind you to clearly specify the type and number of copies needed when making a copy, and to carefully check the copies once you receive them. If you notice any omissions, please inform the copying counter immediately so they can reprint the missing documents. If no objections are raised, it will be assumed that the copies meet your requirements. Please note that there are typically several common purposes for photocopying—please choose accordingly to prevent waste.

4.1 Medical Insurance Reimbursement: Copies required include the patient’s medical record cover sheet, admission/discharge summaries, discharge notes, detailed medical records, diagnostic tests and lab results, infusion and blood transfusion records, blood glucose monitoring data, blood pressure monitoring logs, surgical anesthesia records, material certification documents, nursing temperature charts, and emergency case files.

4.2 Special Outpatient Services: Copies of documents include discharge summaries, comprehensive medical records, examination and test results, blood glucose monitoring data, blood pressure monitoring records, surgical reports, and nursing temperature charts.

4.3 Follow-up Medical Visits: Copies of documents should include discharge summaries, comprehensive medical records, examination and test results, blood glucose monitoring data, blood pressure monitoring records, and surgical reports.

4.4 Legal Proceedings: The copied documents include the patient’s medical record cover sheet, admission/discharge summaries, discharge notes, comprehensive medical records, diagnostic and laboratory test results, infusion and blood transfusion records, blood glucose monitoring data, blood pressure monitoring records, surgical anesthesia logs, material certification documents, nursing temperature charts, continuous monitoring records, various consent forms, emergency medical records, and essentially all objective components of the patient’s medical file.

4.5 Customized Content: Refers to one or more specific pages, or a particular section, of the objective medical record.

4.6 If the copy category cannot be clearly specified, the window will default to the medical insurance reimbursement category.

5. To accommodate patients while also addressing the needs of medical record filing and organization, the review and registration of copied medical records will take place daily from 8:00 a.m. to 4:00 p.m. on weekdays (excluding Saturdays, Sundays, and national public holidays).

6. To improve work efficiency, copies of medical records will be distributed every half hour—specifically at the half-hour and full-hour marks. Please plan your time accordingly.

Thank you for your understanding and support of our work!