There can be various reasons for you to request a copy or to see your medical file. Please note that the original file will never be lent to the patient or anyone else. In compliance with the Dutch Medical Treatment Contracts Act, however, you are entitled to request a copy of or see your medical file.
Right to see or request copy of medical file
The medical file is a description of the treatment someone has received in our centre. The file is the property of Aesthetic Centre Jan van Goyen and contains not just one folder, but often consists of several parts. There are separate files for all admittances to the hospital, a file per specialism for visits to the clinic, and a file containing X-rays. The information is stored and treated confidentially in compliance with the applicable rules established in the Personal Data Protection Act. The retention period for the file is fifteen years after the treatment was completed (after 2005).
The only people who are entitled to see your file are yourself, your practitioner/physician, and other caregivers involved in your treatment. Nobody else is allowed access to your file unless you have given your express consent. Naturally, you are entitled to see what has been recorded about you. However, your file may also contain information about other people such as family members. When this information is of a sensitive nature, then the caregivers cannot just disclose the information to you. They will need to ask the other person involved for his/her consent. When this consent is refused, the relevant passages in the file will be covered or removed. Patients can also authorise another person to see or request a copy of the file. This written authorisation or power of attorney must be attached to the request. The legal representative acting on the patient’s behalf is also authorised to see or request a copy of the patient’s file. In that case, a proof of representation will be requested.
How do I request a copy?
You can file a written request with the physician’s assistant by using our application form. You can get this form at our reception desk or you can download it via the link below.
Your request needs to include a copy of a valid identification document (passport, ID, or driver’s licence). If you request a copy of another person’s file, you also need a written proof of authorisation or power of attorney given by the patient it concerns, or a proof of representation. The form, the copy of your identification document, and, when necessary, the proof of the patient’s consent must be sent to the following address:
Esthetisch Centrum Jan van Goyen
Concertgebouwplein 11
1071 LL Amsterdam
You can also scan the form and email it to ec@jvg.nl. Please remember to add a copy of your identification document. When requesting a CD-ROM with the X-ray images, you also need to include a copy of a valid identification document with the application form.
When the treating specialist has approved the application, your file will be made available. You will be notified If you can collect the copy of your file. You will need to show your identification document and the costs for the copy must be paid in cash. When someone else collects the copy of your file, then this person needs to show his/her own identification document as well as your own.
The notification to collect your copy is usually sent within 15 working days.
Costs
A copy of your medical file is free of charge the first time. If you request a copy of your medical file again we are entitled to charge costs for copying your medical file. Images from the Radiology department can only be provided on CD-ROM. This is free of charge for the first time too and costs will be charged for a second application.
Request to see the medical file
You can address your request directly to your treating specialist. If you wish to see the file of another person, then you need to have proof of consent of the patient it concerns. If you request to see the medical file, we will schedule a suitable moment to go through the file together with you. You can also authorise someone else to see the file on your behalf or to request a copy on your behalf. The applicant (partner, family member, or lawyer) needs to submit a written proof of authorisation.
Addition to or destruction of medical file
If you are of the opinion that your medical file is incorrect or incomplete on certain matters, you can request to have a statement with your view added to your medical file. You can also file a request to destroy (parts of) your medical file. If there are no (legal and/or medical) objections, your request will be granted. For the destruction of your data, you need to address a written request to the manager of general affairs, stating your name, date of birth, citizen service number, address, and patient number. You will receive a notification about the further treatment of your request.
Medical file of minors
With regard to patients who are below the age of 12, the parents are entitled to see the medical file of their child or to obtain a copy. Regarding the issuing of copies of the file of children between the age of 12 up to and including 15, the consent of both the child and the parents is required. Minors of the age of 16 and older are entitled to see their file or to request a copy by themselves.
Medical file after death
In principle, the physician’s medical confidentiality obligation still applies after the death of a patient. The right to see the medical file is an exclusive and personal right which is also protected after death. This means that the next of kin of the deceased patient have no access to the medical file, except in the following situations:
- Explicit consent: when the deceased in his/her lifetime has given consent to make the file available after death;
- Presumed consent: the physician can give access to the relevant medical information when he is convinced that the patient, during his/her lifetime, would not have objected. Presumed consent can only be assumed when the next of kin has a (legal) interest to see the medical information.
If you have any further questions, please call us or email us at ec@jvg.nl.
