Medical Record Copy Instructions

I. Precautions before copying the inpatient medical records:

Applicant is allowed to take relevant supporting materials or evidences directly to Medical Record Office and make copies of inpatient medical records with content prescribed when the following conditions are satisfied:

1. Applicant who applies for copying materials himself shall provide his own valid identity certification;

2. Applicant who is the patient's agent shall provide both patient's and applicant's valid identity certifications as well as legislated evidence materials and Authorization Letter for proving the agency relationship between the patient and the agent;

3. Applicant who is the heir at law of the dead patient shall provide death certification of the dead patient, valid identity certification of the heir at law of the dead patient and legislated certifications or materials for proving lawful succession relationship between the dead patient and the heir at law;

4. Applicant who is the agent of the heir at law of the dead patient shall provide the death certification of the dead patient, identity certifications of heir at law of the dead patient and the agent, legislated certifications or materials for proving lawful succession relationship between the dead patient and the heir at law as well as legislated evidence materials and Authorization Letter for proving the agency relationship between the agent and the heir at law;

5. Applicant who is the representative of an insurer shall provide a duplicate of the insurance contract, valid identity certification of the personnel concerned, and legislated evidence materials approved by the patient or his agent; if the patient is proved as dead, the applicant shall provide a duplicate of the insurance contract, valid identity certification of the personnel concerned, and legislated evidence materials approved by the patient's relatives or his agent. Except as otherwise provided by the contract or the law.

6. Medical record materials that are available for copy or reproduction include: home page of inpatient medical record, temperature sheet, physician's order sheet, admission records, operation consent, anaesthesia consent, anaesthesia records, operation records, nursing records of intensive or critical care, discharge records, blood transfusion therapy informed consent, special examination (therapy) consent, pathology report, inspection report and other supportive examination reports as well as medical imaging examination material and other medical history materials. 

7. After the applicant checks the copied medical record materials, each A4-sized piece of materials with one side printed shall be charged 0.4 yuan as copy and production cost in accordance with relevant regulations. Applicant shall head to Financial Department to settle the payment and get the receipt exclusive for administrative affairs, and back to Medical Record Office for officially stamping on the printed materials. If the receipt is unnecessary, then the copy and production cost would be charged at Medical Record Office with applicant's signature as a proof. Medical Record Office shall make a monthly report to Financial Department for receipts which are subsequently kept by the Medical Record Office.

8. Open Hour: 8:00 - 12:00 and 13:30 -17:00 from Monday to Friday (except legal public holidays and legal holidays and festivals).

II. Please download the attachments for further references:  /Upload/editimages/file/20180314/20180314081037_96736.doc

Attachment 1: Process and Instructions for Copying Medical Records

Attachment 2: Documents by Hangzhou Price Bureau Hangzhou Prices and Fees Document No. 238 [2002]

Attachment 3: Authorization Letter for Copying Medical Record