Health Data and Medical Records Policy
International medical coordination can require patients to share highly sensitive health information. This policy explains how Japan Medical handles medical records when patients ask us to help communicate with independent medical providers in Japan.
What We Mean by Health Information
Medical records can contain sensitive details
Medical history
Diagnoses, symptoms, allergies, previous illnesses, surgeries, and treatment history.
Current care
Medication lists, current treatment, physician notes, referral letters, and follow-up information.
Laboratory information
Blood test results, biomarkers, pathology reports, genetic information, and related diagnostic data.
Imaging information
PET/CT, CT, MRI, ultrasound, X-ray, and other imaging reports or files where relevant.
Reproductive and sexual health
Information relating to fertility, reproductive health, erectile dysfunction, or other sensitive health matters where relevant to the requested service.
Administrative medical documents
Discharge summaries, hospital letters, appointment documentation, and other records connected with medical care.
Why We May Request Records
A provider may need records before it can review an inquiry
Your Authorization and Consent
Sharing records should follow a clear request
Voluntary submission
When a patient voluntarily provides health information and asks Japan Medical to coordinate with an appropriate provider, the information may be processed for that requested purpose, subject to applicable law.
Additional consent
Where additional or specific consent is legally required, Japan Medical may request it before proceeding with the relevant disclosure or transfer.
Third-party records
Do not submit another person’s medical information unless you are legally authorized to act for that person.
How Health Information May Be Used
Use should stay within the coordination purpose
Prepare a medical or administrative inquiry for an independent provider.
Transmit relevant information for preliminary review where requested by the provider.
Coordinate appointment scheduling and administrative requirements.
Translate or interpret relevant portions of records or communication where necessary.
Identify missing documents or administrative information requested by the provider.
Support follow-up communication requested by the patient or provider after a consultation or procedure.
Medical records submitted for coordination are not intended to be used to create targeted advertising profiles.
Who May Receive Relevant Records
Access should be limited by purpose
Medical providers
Hospitals, clinics, physicians, laboratories, imaging centers, or other appropriate healthcare providers may receive relevant records when needed for the patient’s requested service.
Language support
Authorized translators or interpreters may access only the information reasonably necessary to perform the requested language support.
Service providers
Technology, security, or administrative service providers may process information where reasonably necessary to support the service and subject to appropriate arrangements.
WhatsApp, LINE and Electronic Transfer
Convenient communication still requires care
Patients may choose to communicate with Japan Medical through WhatsApp or LINE. These platforms are operated by independent companies and have their own privacy and security practices.
For particularly sensitive or large medical files, patients may ask whether another transfer method is available.
Please do not send passwords, account credentials, unrelated identity documents, or health records that are not relevant to the medical inquiry.
Cross-Border Data
International care may require international transfer
A patient’s records may originate outside Japan and be transmitted to Japan for provider review. In other situations, a service provider involved in communication, translation, or storage may process information in another country.
Where applicable law requires specific information, consent, or safeguards before personal data is provided to a third party in another country, Japan Medical will take reasonable steps to address those requirements.
Japan’s Personal Information Protection Commission publishes guidance on foreign third-party transfers and the handling of sensitive personal information.
Data Minimization, Security and Retention
Send only what is needed
Data minimization
Patients should send only information reasonably relevant to the inquiry or provider requirement.
Identity documents
If a provider requires passport or identity information for registration, Japan Medical will explain the administrative reason where practicable.
Access limitation
We aim to limit access to health information to people who reasonably need it for the requested coordination.
Reasonable security
We use administrative, organizational, and technical measures appropriate to the sensitivity of the information we handle.
Retention
Coordination records should not be kept longer than reasonably necessary for the purpose collected, legitimate administrative needs, applicable legal obligations, or dispute resolution.
No absolute security
Electronic communication and storage can never be guaranteed completely secure.
Provider-Held Medical Records
The medical provider controls its own records
Medical records created by a hospital, clinic, physician, laboratory, or other provider during care may be controlled and retained by that provider under its own legal and professional obligations.
Japan Medical cannot independently alter or delete medical records held by another provider. Requests concerning those records may need to be made directly to that provider.
For records held by Japan Medical, privacy requests can be submitted through WhatsApp or LINE and may require identity verification.
Contact Japan Medical
Questions about your medical records?
Contact Japan Medical before sending unnecessary sensitive information. We can explain the administrative records needed for a coordination request.
Message Us on WhatsApp5-4-6 Ginza, Chuo-ku, Tokyo 104-0061, Japan