Hospital services

Protection of personal information

We take all measures to protect the personal information of our patients (including patients of the Medical Health Center).

We use the personal information of our patients (including patients of Medical Health Center) for the purposes below and effect all measures on information protection. If you have any questions, please ask at the appropriate window.

Personal information protection policy (privacy policy)

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On obtaining personal information

When we obtain personal information from our patients, such information will be used only for examination and for nursing and medical treatment of our patients. When personal information will be used for other purposes, our patients will be notified in advance, and your information will be used after your consent.

Usage of and supplying personal information

We do not use the personal information of our patients for outside of our traditional usage except in the following situations.

  • When consent is obtained from the patient
  • When such information will be used after it is modified so that the individual can no longer be identified or found out.
  • When information is requested by law or ordinance

Proper management of personal information

We make efforts to correct and update, and prevent leaks, loss, destruction, doctoring, and unauthorized access, in regard to personal information of our patients.

Verification and correction to personal information

When our patient requests a disclosure of his/her/their own personal information, we will check the details without delay, and respond to this request in accordance with this hospital's "Policy on providing medical examination information". In addition, when there is a request for correction for reasons including details of the personal information are incorrect, we will respond to such requests after a check.

Help desk

For inquiries regarding our patients' personal information and questions on our personal information protection policy, please consult the help desk below.

Compliance with laws and ordinances and improvement to the system for protection of personal information

We will comply with laws and ordinances and with other norms concerning the protection of personal information, and we will regularly review each item above and make continual efforts to improve the system for protection of personal information.

*This policy is applicable not only to our patients but to all of our staffs, and all other personal information concerning our hospital are also covered under this policy.

Purpose of usage of our patient's personal information at this hospital and request for your consent

Usage inside the hospital

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  1. To provide healthcare services to our patients
  2. For healthcare insurance paperwork
  3. Patients floor administration, including hospitalization and discharge
  4. Accounting/bookkeeping
  5. To report on healthcare accidents and such
  6. To improve upon our healthcare services to our patients
  7. To have your cooperation on practical training of healthcare staff at our hospital
  8. Clinical research at our hospital with the purpose to improve the quality of our healthcare
  9. For other administration and operations work relating to our patients

When personal information is supplied outside of our hospital

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  1. To cooperate with partners including other hospitals, clinics, birthing centers, pharmacies, homevisit nursing services, caregiving service providers.
  2. To respond to inquiries from other organizations including medical institutions.
  3. For when we need to seek opinions and advice of physicians and such who do not work at this hospital in order to examine our patients.
  4. For when we subcontract specimen examination work and the like.
  5. For when we explain the state of the illness to our patient's family members.
  6. For when we subcontract insurance administration work.
  7. For when we supply our bill to a national health insurance organization that audits payment details (審査支払機関).
  8. For when we respond to inquiries from the insured and national health insurance organization that audits payment details.
  9. For when we notify the results of health checkups subcontracted by a business entity or some such to perform over to this business entity.
  10. For when we file paperwork or do consultation with an insurance company or specialist organization in healthcare in regard to malpractice insurance and the like.
  11. For when we use this information for matters relating to healthcare insurance work for our patients.

Personal information files ledger

Other usage of your personal information

  1. Basic materials to improve and maintain our operations and patient's healthcare and caregiving services
  2. For when we supply information to our independent auditors
  3. For cases in which personal information may be provided to a third party with their consent per Article 23 of the law concerning protection of personal information
  4. In addition to the above, we may use your clinical data in our academic research materials and present them at academic conferences and in academic journals in order to make contributions to advancements in medicine. However, no individual will be named in such works.
  1. NB 1) If there is any usage above on which you do not wish to provide consent, please tell us at the desk in charge of this.
  2. NB 2) If there is no refusal of consent, we will presume that you had provided consent.
  3. NB 3) These consents can be withdrawn or changed at any time later.

Personal information files ledger

Physicians examination log (electronic medical records) file

* Horizontal Scrolling
Name of personal information file Physicians examination log (electronic medical records) file
Name of public corporation Promotion and Mutual Aid Corporation for Private Schools of Japan
Name of organization that manages the administrative work for which the personal information files are used Tokyo Rinkai Hospital, Administration Department, Administrative and Management Section
Purpose of usage of personal information files Personal information is used in outpatient and inpatient observation of patients who request physicians examination and health checkup work.
Records item in the personal information file 1) Name; 2) Date of birth; 3) Sex; 4) Address; 5) Physicians examination records; 6) Health checkup records
Records scope Person who will be examined by a physician
Method of collection of records and information Physicians examination request form, medical dock request form, patient questionnaire, physicians observation activities
To whom the records and information are always provided -
Name and location of the organization that receives request for disclosure Name: General Affairs Section, General Affairs Department, Promotion and Mutual Aid Corporation for Private Schools of Japan
Location: 1-10-12 Fujimi, Chiyoda-Ku, Tokyo
Special procedures for correcting and suspending usage in accordance with other laws and ordinances or in accordance with rules and regulations of an order that is based on these other laws and ordinances -
Types of personal information files ■ Article 2 Paragraph 4 Subparagraph 1 of the Law (electronic computation process file) □ Article 2 Paragraph 4 Subparagraph 2 of the Law (manual process file)
File corresponding to Article 4-3 of the enacted law:
■ Yes □ No
Remarks -

Physicians examination bill (statement) data file

* Horizontal Scrolling
Name of personal information file Physicians examination bill (statement) data file
Name of public corporation Promotion and Mutual Aid Corporation for Private Schools of Japan
Name of organization that manages the administrative work for which the personal information files are used Tokyo Rinkai Hospital, Administration Department, Administrative and Management Section
Purpose of usage of personal information files To be used for invoices on medical costs
Records item in the personal information file 1) Name; 2) Date of birth; 3) Sex; 4) Address; 5) Tel no; 6) Illness; 7) Assigned specialist; 8) Insurance no; 9) Policy holder no; 10) Description of physician's examination
Records scope Person who will be examined by a physician
Method of collection of records and information Physicians examination data and such from physicians examination records (electronic medical records) such as physicians examination request form and health insurance card
To whom the records and information are always provided Health Insurance Claims review & Reimbursement Services, National Health Insurance Federation
Name and location of the organization that receives request for disclosure Name: General Affairs Section, General Affairs Department, Promotion and Mutual Aid Corporation for Private Schools of Japan
Location: 1-10-12 Fujimi, Chiyoda-Ku, Tokyo
Special procedures for correcting and suspending usage in accordance with other laws and ordinances or in accordance with rules and regulations of an order that is based on these other laws and ordinances -
Types of personal information files ■ Article 2 Paragraph 4 Subparagraph 1 of the Law (electronic computation process file) □ Article 2 Paragraph 4 Subparagraph 2 of the Law (manual process file)
File corresponding to Article 4-3 of the enacted law:
■ Yes □ No
Remarks -