Medical Record Copy Guide < Visitor Information < VHS Seoul Convalescent Hospital

Medical Record Copy Guide

If the Patient is the Applicant : Applicant, Required Documents
Applicant	Required Documents
Patient	Patient’s ID (e.g., resident registration card, driver’s license, passport, certificate of persons of distinguished service to the state, or certificate of war veteran)

If the Patient is the Applicant : Applicant, Required Documents

Applicant

Required Documents

Patient

Patient’s ID (e.g., resident registration card, driver’s license, passport, certificate of persons of distinguished service to the state, or certificate of war veteran)

If the Patient’s Consent Is Obtained : Applicant, Required Documents, Notes
Applicant	Required Documents	Notes
Family Members (Patient's spouse, direct descendants, and the spouse’s direct descendants)	Copy of the applicant’s ID (e.g., passport, driver’s license, resident registration card) Document verifying family relationship (e.g., family relation certificate, resident registration certificate) Consent form signed by the patient	Patient’s Representative For minors under 14 years of age: The consent form and power of attorney must be completed by the legal guardian on behalf of the patient. Documents verifying legal guardianship (e.g., family relation certificate) must be submitted. For individuals under 17 years of age who have not yet been issued a Resident Registration Card: Submit an ID (passport or student ID) or a family relation certificate and an abstraction of resident registration showing the full resident registration number. For individuals aged 17 or older: Application is allowed only after a resident registration card has been issued in accordance with Article 24, Paragraph 1 of the Resident Registration Act.
Patient’s Representative (Siblings, daughter-in-law, son-in-law, insurance company, etc.)	Copy of the patient’s ID Copy of the applicant’s ID (e.g., passport, driver’s license, resident registration card) Consent form signed by the patient Power of attorney signed by the patient

If the Patient’s Consent Is Obtained : Applicant, Required Documents, Notes

Applicant

Required Documents

Notes

Family Members
(Patient's spouse, direct descendants, and the spouse’s direct descendants)

Copy of the applicant’s ID (e.g., passport, driver’s license, resident registration card)
Document verifying family relationship (e.g., family relation certificate, resident registration certificate)
Consent form signed by the patient

Patient’s Representative

For minors under 14 years of age: The consent form and power of attorney must be completed by the legal guardian on behalf of the patient. Documents verifying legal guardianship (e.g., family relation certificate) must be submitted.
For individuals under 17 years of age who have not yet been issued a Resident Registration Card: Submit an ID (passport or student ID) or a family relation certificate and an abstraction of resident registration showing the full resident registration number.
For individuals aged 17 or older: Application is allowed only after a resident registration card has been issued in accordance with Article 24, Paragraph 1 of the Resident Registration Act.

Patient’s Representative
(Siblings, daughter-in-law, son-in-law, insurance company, etc.)

Copy of the patient’s ID
Copy of the applicant’s ID (e.g., passport, driver’s license, resident registration card)
Consent form signed by the patient
Power of attorney signed by the patient

If the Patient’s Consent Cannot Be Obtained : Applicant, Required Documents, Notes
Applicant	Required Documents	Notes
Patient Deceased, Unconscious, Critically Ill, Injured, Missing, or Legally Incapacitated	Common Requirements Copy of the applicant’s ID (e.g., passport, driver’s license, resident registration card) Document verifying family relationship (e.g., family relation certificate, resident registration certificate)	Exceptions: When the patient’s sibling(s) make the request documents proving that the patient has no spouse, direct descendants, or spouse’s direct descendants must also be submitted (e.g., documents verifying absence of relatives).
Specific Requirements Deceased patient: Documents confirming the death (e.g., family relation certificate, death certificate, removal from family register) Unconscious, critically ill, or injured patient: A medical certificate confirming that the patient is unable to provide a handwritten signature due to unconsciousness, serious illness, or injury Missing patient: Documents verifying the patient’s missing status (e.g., resident registration abstract, court-issued missing person declaration) Incapacitated patient: A copy of the court decision declaring legal incompetence or a psychiatric certificate confirming that the patient is legally incapacitated

If the Patient’s Consent Cannot Be Obtained : Applicant, Required Documents, Notes

Applicant

Required Documents

Notes

Patient Deceased, Unconscious, Critically Ill, Injured, Missing, or Legally Incapacitated

Common Requirements

Copy of the applicant’s ID (e.g., passport, driver’s license, resident registration card)
Document verifying family relationship (e.g., family relation certificate, resident registration certificate)

Exceptions: When the patient’s sibling(s) make the request

documents proving that the patient has no spouse, direct descendants, or spouse’s direct descendants must also be submitted (e.g., documents verifying absence of relatives).

Specific Requirements

Deceased patient: Documents confirming the death (e.g., family relation certificate, death certificate, removal from family register)
Unconscious, critically ill, or injured patient: A medical certificate confirming that the patient is unable to provide a handwritten signature due to unconsciousness, serious illness, or injury
Missing patient: Documents verifying the patient’s missing status (e.g., resident registration abstract, court-issued missing person declaration)
Incapacitated patient: A copy of the court decision declaring legal incompetence or a psychiatric certificate confirming that the patient is legally incapacitated

Q1

How can a representative request a copy of medical records when the patient is serving in the military, staying abroad, or incarcerated?
A1: A representative (family member) can request medical record copies when the patient is in military service, abroad, or incarcerated by submitting:
1. 01Military service certificate (or proof of service) if in the military, certificate of confinement if incarcerated, or certificate of entry/exit if abroad
2. 02Consent Form for Issuance (or Access) of Medical Record Copies (Annex Form No. 9-2)
3. 03Power of Attorney for Issuance (or Access) of Medical Record Copies (Annex Form No. 9-3)
  If it is difficult to submit the original documents, you may submit the forms with handwritten signatures by fax or as a scanned file.
Medical record copies can only be issued if you bring items 1, 2, and 3, as well as the representative’s ID and documents verifying family relationship.
- Outpatient/Inpatient Billing Statement: 1F, Administration Desk, Seoul Long-Term Care Hospital
Q2

Can detailed billing statements also be issued at the Integrated Medical Records & Certificate Desk?
A2: Inpatient detailed billing statements can be issued free of charge at the Administration Office desk on the 1st floor of the Seoul Long-Term Care Hospital with a valid ID.
1. 01Patient: ID
2. 02Direct Descendants: Copy of the patient’s ID, handwritten consent form, family relation certificate, and copy of the applicant’s ID
3. 03Representative: Copy of the patient’s ID, handwritten consent form, handwritten power of attorney, and copy of the applicant’s ID
  For detailed information, please visit our website: Patient Guide → Document Issuance Guide
Q3

Can a copy of medical records be issued if documents verifying family relationships are not submitted?

A3: No, a copy cannot be issued without documents verifying family relationship.
However, you may first obtain a Family Relation Certificate from the civil document issuance machine located in front of the Radiology Department on the 2nd floor of the Central Building and then proceed with requesting the copy.

If fingerprint verification is not available, you must first obtain a Family Relation Certificate from your local district office and then proceed with the request.

Legal basis: Article 13-3 of the Enforcement Rule of the Medical Service Act

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Visitor Information

Medical Record Copy Guide

This is a guide to the required documents for issuing copies of medical records and imaging data (CD).

Procedure for Requesting Copies of Medical Records

Required Documents by Applicant

If the Patient is the Applicant

If the Patient’s Consent Is Obtained

If the Patient’s Consent Cannot Be Obtained

Issuance Information

Frequently Asked Questions