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Basic Concepts for the Protection of Personal Information

 

We, Public Interest Incorporated Associations Kyoto Hokenkai (hereinafter referred to as “the Associations”), think it is important to sufficiently recognize the importance of the Act on the Protection of Personal Information to promote safe, secure, reliable and satisfactory medical and nursing care business in cooperation with patients and users. In addition, taking into consideration that the Associations are socially responsible for secure management of personal information of patients and users, we hereby declare the following policy on the protection of personal information:

June 2, 2007
Jiro Miura, Chief Director
Public Interest Incorporated Associations Kyoto Hokenkai

 

Policy on the Protection of Personal Information

1. The Associations establish and practice a system to protect personal information in conformity to the Act on the Protection of Personal Information, and carry out activities to protect personal information.
2. The Associations collect, use and provide personal information in conformity to the regulations outlining safe and appropriate handling of personal information.
3. The Associations keep personal information in the newest state and take all possible measures to prevent unauthorized access, loss, destruction, alteration and leakage.
4. As a matter of principle, the Association disclose the related medical information to the patient in accordance with the basic philosophy to treat patients only with their consent providing satisfactory explanation on the purposes and contents of the medical care.
5. The Associations continuously improve the system to protect personal information properly to ensure its effective performance.

 

To provide secure medical service, Handling of Personal Information of Kyoto Min-iren Chuo Hospital

1.Introduction

Our policy on the protection of personal information is a declaration regarding the handling of personal information in our hospital so that the patients can use our medical service with security. Recognizing the importance of the protection of the personal information provided by the patients so that the patients can provide it with trust and confidence, we hereby declare that all of our staff work in close cooperation to realize appropriate handling of personal information according to the following policy:

 

Basic Policy on the Protection of Personal Information of Kyoto Min-iren Chuo Hospital

1. It is not possible to realize good medical service without the personal information provided by the patients based on a relationship of mutual trust. We collect your personal information within a scope necessary to provide medical service, and use and provide it only with the consent of the patients.
2. We ensure that the personal information provided by the patients is managed properly to prevent loss, destruction, alteration or leakage.
3. We comply with laws, regulations or guidelines regarding personal information, related guidelines in medical fields, or other norms. All of our hospital staff contribute to continuous improvement of the personal information protection system in close cooperation.

April 1, 2005

Tamehito Matsubara, Hospital Director
Norihiro Shikata, Personal Information Manager
Kyoto Min-Iren Chuo Hospital
Public Interest Incorporated Associations Kyoto Hokenkai

 

2.Collection and Usage of Personal Information

Our staff use your personal information to provide the patients with medical care service and to achieve the following purposes in performing normal duties:
（1）To offer direct benefits such as health maintenance or improvement to the patients

• Medical care or explanation for the patient
• Explanation to families of the patient
• Referral of the patient to other medical institutions or nursing care facilities
• Inquiry on the patient to other medical institutions or nursing care facilities
• Inquiry for opinions of the doctors of other medical institutions or nursing care facilities
• Reply to referrals of pharmacies, other medical institutions or nursing care facilities
• Contact in case of no-show
• Contact in case of abnormal examination results
• Information on medical care or medical activities, or to collect data through questionnaires

（2）For administrative operation or for the business necessities

• Ward management at the time of admission or discharge of the patient
• Accounting activity for the patient
• Billing service of medical expenses
• To collect basic data for managing or operating the hospital
• Reply to on-site inspection or on-the-job instruction
• To provide information to a third evaluation or review organization
• Report of results of health checks performed on commission to business operators
• Notification or counseling to special medical institutions and insurance companies regarding doctor liability insurance or liability insurance

（3）To contribute to the improvement of medical and nursing care

• Clinical studies
• Data collection for clinical researches
• To provide information for qualification of the medical staff
• Education or clinical training in the hospital for doctors, nurses and other medical staff
• Cooperation for students training in the hospital

（4）Information on Kyoto Naka/ Ukyo-ku Tomonokai/ Kanjakai

We are working to enhance peace, medical care and welfare and to maintain health to protect the life and health of the patients in cooperation with Kyoto Naka/ Ukyo-ku Tomonokai/Kanjakai. For this purpose, we recommend our patients to join Kyoto Naka/ Ukyo-ku Tomonokai/ Kanjakai. The information is sent to the patients by us or Kyoto Naka /Ukyo-ku Tomonokai and Kanjakai.

When we use the personal information for purposes other than the above, we inform the patients of the purpose and obtain their consent.

 

3.Providing personal information to third parties

We will not provide personal information to a person other than our staff without obtaining patient’s consent. However, we provide personal information to third parties for the purposes described in Article 2 within a scope necessary to provide medical service in the normal operation unless otherwise requested by the patient.

 

4. Delegating personal information to third parties

• To provide medical care service, we delegate a part of inspection work and a part of information systems management to third parties and personal information is possible to be provided.
• However, non-disclosure agreement is made with the parties which we delegate personal information to prevent leakage.
• In this case, we take responsibility to supervise the appropriate protection or control of personal information of the trustees.

 

5. Security control measures

• We take appropriate security control measures to prevent unauthorized access, loss, destruction, alteration or leakage of personal information.
• Education on handling of personal information and guidance of appropriate handling are provided to our staff.

 

6. Patients’ right regarding personal information

• The patient has the right to disclose, delete, amend, discontinue the utilization of or refuse to provide his/her own personal information.
• We sincerely deal with the patient’s requests according to our rules. Submission of document for identification or payment of prescribed fee may be requested.
• Please ask our staff for specific procedures.

 

7. Counter to receive complaints

Please contact the following address if you have any opinions or questions on our handling of personal information:

 

8. Others

• Regarding the calls at the reception, accounting or examination, we call the patient’s name within minimum earshot considering convenience of the patient and ensuring safety of the patient. Patient’s name plate on the sickroom entrance is necessary for security management and is displayed unless otherwise requested by the patient. Making much account of public nature, visitors are introduced provided that the visit is agreed by the patient unless otherwise declared clearly.
• We ask you to provide necessary information after agreeing to the above. Please understand lack of necessary information may partly interfere with provision of our service.