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About The Protection of Personal Information
Basic Policy on the Protection of Personal Information
Our hospital is committed to providing fair, safe, and high-quality medical care through various initiatives. We recognize the importance of properly protecting and managing patients’ personal information. To this end, we have established a personal information protection policy, which is thoroughly communicated to all faculty, staff, and related personnel, and we work to ensure its proper implementation.
1．Proper Acquisition of Personal Information
Our hospital collects patients’ personal information through appropriate and lawful means.
In principle, we inform patients of the intended purposes of use at the time of collection.
If the purposes change, we will disclose the revised purposes.
Such changes will only be made when they are reasonably considered to be relevant to the original purposes.
2．Use and Provision of Personal Information
Our hospital uses patients’ personal information only to the extent necessary to achieve the purposes described above. We will not use or provide personal information beyond this scope except in the following cases:
- When the patient has given their consent.
- When required by law.
- When it is necessary to protect a person’s life, body, or property, and obtaining the patient’s consent is difficult.
- When it is necessary for public health or the sound development of children, and obtaining the patient’s consent is difficult.
- When it is necessary for a national or local government agency, or a party entrusted by such an agency, to carry out legally prescribed duties, and obtaining the patient’s consent could interfere with the performance of those duties.
3．Secure Management of Personal Data
Our hospital will maintain personal data in an accurate and up-to-date condition, to the extent necessary to fulfill the purposes described in Section 1. We will also implement necessary and appropriate measures to ensure the secure management of personal data, including the prevention of leakage, loss, or damage. In addition, we will appropriately supervise both employees and contractors.
4．Contact for Inquiries Regarding the Handling of Personal Information
In principle, our hospital will disclose a patient's personal data without delay upon request. Additionally, if a patient requests correction, addition, deletion, suspension of use, erasure, or suspension of provision to a third party, we will conduct an investigation and respond appropriately in accordance with the applicable laws and regulations.
5．Contact for Inquiries Regarding the Handling of Personal Information
If you have any questions regarding our hospital’s privacy policy or inquiries about your personal information, please contact the office below.
In accordance with applicable laws and regulations, our hospital may provide personal data to third parties under an opt-out system. This means that, unless the patient explicitly refuses, certain personal information may be shared under specific conditions.
- Please note that we may call out patients by name during outpatient visits, examinations, or payment procedures.
- In cases where it is medically necessary and based on pharmaceutical or clinical guidelines, we may use medications for off-label purposes.
In such cases, we will disclose the details of the information to be provided, the method of provision, and how to request suspension of such provision (opt-out), via our hospital website or other appropriate channels. If a patient or their representative requests the suspension of such provision, we will promptly comply.
Inquiries :「Shomukaしょむか：the General Affairs Department.」
Phone : 0476-99-1111（Main number）
6．Anonymization and Pseudonymization of Personal Information
When personal information is used for research or statistical purposes, we will endeavor to anonymize or pseudonymize it to the extent possible and use it in a form that does not allow individuals to be identified. In doing so, we aim to achieve an appropriate balance between protecting patient privacy and ensuring the effective use of data.
7．Education and Training on Personal Information Protection
Our hospital provides regular education and training on the protection of personal information to all staff and relevant personnel.
These efforts aim to raise awareness of the importance of personal information and ensure adherence to our privacy policy.
8．Audits Related to Personal Information Protection
We also conduct regular internal audits to verify proper implementation of this policy and may consider third-party audits by professional organizations when necessary.
9．Compliance with Laws and Improvement of Personal Information Protection Systems
Furthermore, our hospital complies with all applicable Japanese laws, regulations, and relevant standards regarding the protection of personal information.
We periodically review and update our privacy practices to ensure the continuous improvement of our privacy protection system.
2025/4/1
President of Nippon Medical School Chiba Hokusoh Hospit
Purpose of Using Personal Information
Our hospital uses personal information to provide high-quality medical care to patients and to appropriately handle health insurance procedures.
This includes collaboration with other medical institutions, medical and administrative operations, hospital management, support for educational and research activities, and the maintenance and improvement of the medical system.
In addition, personal information may be used for disaster preparedness and cooperation with external audits.
All such uses are based on the patient's consent, and we take the utmost care in handling personal information for the purposes described below.
1．Provision of Medical Care
- Provision of medical services within our hospital.
- Coordination of care with other hospitals affiliated with Nippon Medical School.Information sharing through an integrated regional healthcare system with other hospitals and clinics.
- Collaboration in medical care with other hospitals, clinics, birthing centers, pharmacies, home-visit nursing stations, and long-term care service providers
- Providing responses to requests for medical information from other medical institutions
- Seeking expert advice or opinions from external physicians to support patient care.
- Outsourcing of laboratory tests and other contracted services
- Explaining a patient's condition to their family members or other designated individuals
- Registration and use of information for in-hospital cancer registry
- Cooperation in clinical training programs conducted at our hospital
- Hospital management and administrative operations, including ward management for admissions/discharges, accounting and finance, reporting of medical incidents, and improvement of medical services
- Administrative procedures related to health insurance, long-term care insurance, workers’ compensation insurance, and public healthcare coverage
- Other uses related to the provision of medical care to patient
- When calling a patient for consultation, treatment etc.
2．Use within Our Hospital and Affiliated Nippon Medical School
1. Medical education
2. Case-based research
* When conducting research activities, we will do so with integrity and in accordance with all relevant laws ethical guidelines, and standards established by governmental bodies and related organizations.
Example of applicable laws and ethical guidelines related to research activities include:
- Ministerial Ordinance on Good Clinical Practice for Drugs
- Ethical Guidelines for Medical and Biological Research Involving Human Subjects
- Guidelines on Clinical Research for Gene Therapy and Related Procedures
- Guidelines on Genetic Testing and Diagnosis in Medical Practice
- International Declaration on Human Genetic Data
3．Provision of Information to Other Organizations
- Outsourcing of health insurance administration
- Submission of medical fee claims (receipts) to examination and payment agencies
- Responding to inquiries from examination and payment agencies or insurers
- Submission of claims and responses to inquiries to administrative bodies related to public healthcare coverage
- Outsourcing of administrative services related to medical care, nursing care, workers' compensation insurance, and public healthcare coverage
- Consultation or notification to professional organizations or insurance companies regarding medical issues, including those related to medical malpractice insurance
- Providing information to regional cancer registries and relevant organizations such as the National Liaison Council of Regional Cancer Care Hospitals
- Other uses related to health insurance services for patients
4．Other Uses
- Preparation of basic materials for the maintenance and improvement of medical and nursing care services and operations
- Notification of health checkup results to companies or organizations when the checkup is conducted under their commission
- Provision of information to external audit organizations
- Backup storage of medical records and related data in preparation for emergencies or disasters
5．Supplementary Information
If you have any concerns or objections regarding the provision of information to other medical institutions or related parties as mentioned above, please notify 庶務課 (Shomuka：the General Affairs Department.)
If we do not receive any notification from you, we will assume that you have given your consent.
Please note that you may withdraw or change your consent at any time in the future.
About Our Privacy Policy
This privacy policy explains how we handle the personal information of users of this website.
Please read the following carefully and use the site only if you agree to the terms.
“Personal information” refers to any information that can identify an individual, including but not limited to name, address, date of birth, gender, nationality, phone number, fax number, email address, employer, and occupation.
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＊In the event of any discrepancy in interpretation due to differences in language or legal systems between Japan and other countries, the content of the Japanese-language page shall take precedence.
For the Japanese version, please refer to this page.
→ https://www.nms.ac.jp/hokuso-h/info/safety/privacy.html
