Your patient file

As prescribed by law, you have a patient file that is carefully maintained and stored. It consists of a medical section and a nursing section. Every care provider who has a treatment relationship with you will record notes in this file. In this way, safe, efficient and high-quality care can be provided and communication between the different care providers is facilitated.

• How can I view my patient file?

  Under the Patient Rights Act, you can:

  • Exercise access to all notes recorded about you. You can do this via the mynexuzhealth app.
  • Request a copy of your patient data. You can contact our mediator to make a request.

  Would you like to view the file of a deceased patient? Then it is best to contact our mediator as well.

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• How is my privacy protected?

  We are responsible for the processing of your personal data, which is kept in your patient file for the purposes of preventive medicine or medical diagnosis, the provision of care or treatments or to enable you, as a patient, to receive guidance.

  The registration of personal data in the hospital is done according to the provisions of the Law of 8 December 1992 on the protection of privacy and according to the European General Data Protection Regulation (GDPR) - (EU) 2016/679.

  Doctors, nurses and paramedics from the hospital are allowed to view your file, provided they are directly involved in your treatment and as long as this involvement in your treatment lasts.

  Administrative employees and quality-control employees (for example in the context of audits) also have access to part of your file for its administrative processing, for contacts with third parties to make this processing possible for you (e.g. health insurance funds, insurance agencies, etc.) or to perform quality checks. Each of these administrative employees is strictly bound by professional confidentiality or the duty of discretion.

  Strict access control keeps track of who has viewed, supplemented and/or edited which parts of your file and when. You can expect your personal data to be processed under the joint responsibility of the hospital and the person appointed to supervise the correct processing of your personal data.

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• What rights do I have with regard to my patient file?

  You also have a number of rights in the context of this processing of your personal data:

  1. Right of access
     1. You have the right at all times to view your personal data free of charge and to have incorrect or incomplete data corrected free of charge.
     2. You can always request the temporary suspension of the processing of your data until the accuracy of your data has been verified.
     3. The person responsible for the processing of your personal data must provide a copy of the processed data free of charge within one month of the request.
  2. Right to erasure
     1. You have the right to have your data removed from certain files (except from your patient file). You have this right if you believe that the processing of your data causes you damage.
     2. Your data will not be kept longer than necessary for the specific purposes described above. The hospital is required to retain your medical file for 30 years and your nursing file for 20 years. Any data noted by the ombudsman service will be destroyed after one year.
  3. Right to correction a. You can have your personal data corrected if it is incorrect or incomplete. This correction must be made within one month of your request. This correction must also be provided to third parties to whom your data was disclosed and you have the right to be informed about these third parties.
      
  4. Right to object
     1. You can object to the use of your data for certain purposes, e.g. for a clinical study.
  5. You also have the right to request that we transfer a copy of your personal data to you and/or to another institution or person of your choice in a format that allows easy transfer of this personal data.
      
  6. Taking into account the Patient Rights Act, you also have the right to:
     1. View your patient file. You can do this via the mynexuzhealth app.
     2. Request a copy of your patient file. You can do this via the ombudsman service.
     3. Ask who has accessed your patient data and for what reason. This is also possible via the ombudsman service.

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• Whom should I contact to find out more about my rights or if I have a question about a violation of my rights?
  • Contact the ombudsman service at our hospital: Ann Willemans
    • T. 016 20 92 08
    • E: ann.willemans@hhleuven.be
    • Naamsestraat 105, 3000 Leuven
  • Contact our data protection officer: Johan Konings
    • T. 016 20 91 12
    • E: privacy@hhleuven.be
    • Naamsestraat 105, 3000 Leuven
  • Contact the privacy committee

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• What if I do not agree to the hospital processing my personal data?

  You can refuse to have us process your personal data, without having to give a reason for this. You can also change your mind at any time. In both cases you can communicate this by sending a message to Johan Konings via privacy@hhleuven.be

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