Request a copy and/or access medical file
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
A medical file is a description of the treatment that someone has (had) in the center. The file is the property of Jan van Goyen Medical Center and the medical specialists who work here. Your file is not one folder, but often consists of several parts. There are separate files for all recordings in the center, a file per specialty for outpatient visits and a file of X-rays. The data will be stored and treated confidentially in accordance with the applicable rules described in the General Data Protection Regulation (GDPR). The retention period for medical data is at least 20 years, calculated from the time when the last change in the file was made.
You, your practitioner and other care providers involved in your treatment may view your file. Furthermore, no one is allowed to do so, unless you give your express permission to do so. Of course you have the right to see what has been recorded about you. However, it is possible that your file also contains information about others, for example family members. If this is sensitive personal information, the care providers are not allowed to provide that information just like that. They must first ask permission from that other person. If they do not get permission, they will tape off the relevant passages or remove them from the file. A patient can authorize another to view his file or request a copy. The written authorization must be enclosed with the application. Someone who acts as a legal representative of a patient may also have access to and a copy of the patient's file. In that case, proof of representation is 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:
Jan van Goyen Medical Center
Attn the relevant department
Jan van Goyenkade 1
1075 HN Amsterdam
Of course you can also drop it off or email it to info@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.
What are the costs for a copy of a medical file?
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 info@jvg.nl.
