WIM

1. WIM-PIB provides medical records of patients in accordance with applicable law.
2. Medical records are made available by:

a) Medical Archives on the basis of the submitted application.
The Medical Archives provides access to documentation regarding:

• medical history
• health and illness history – this applies to hospitalization records and records from clinics/faculties,

b) Upon request by a patient or authorized person, an authorized employee of the Clinic/Faculty will provide medical records after the current visit (e.g., a description of the visit, test results). The Clinic/Faculty will provide the patient's test results, which were taken within 30 days of the date the patient requested these documents.
c) In both situations, information about the access to the documentation (including the name of the document) should be recorded in the medical record and in the patient's health and medical history. The entry must be dated and signed by the person who provided the document.

3. The application may be submitted by the patient or a person authorized by him.
4. The written authorization, confirmed by the patient's handwritten signature, may be included in the documentation produced at WIM-PIB and stored there or attached to the application.
5. The application form for access to medical records is available on the WIM-PIB website: Tab: "Patient"
6. The application can be submitted:
a) in person at the Medical Archives, between 11:00 a.m. and 13:00 p.m.
b) send by post to the following address:

Military Institute of Medicine - State Research Institute Central Clinical Hospital of the Ministry of National Defense
Medical Archives
04-141 Warsaw, Szaserów Street 128

and/ or

Military Medical Institute - National Research Institute
Medical Facility - Hospital in Legionowo
Medical Archives
05-119 Legionowo, 8 Zegrzyńska Street

d) send electronically to the following address: archiw.medyczne@wim.mil.pl
e) the application may also be submitted orally or by telephone

7. Personal collection of medical records takes place at the Medical Archives upon presentation of an ID document. Failure to provide the required ID will result in refusal to provide medical records.
8. A copy of the documentation may be sent to the address indicated by the patient or an authorized person, in the form of a registered letter.

• Shipping costs are covered by the person requesting a copy of medical records.
• The costs mentioned are in accordance with the current postal price list.

9. Medical records can also be sent in the form of encrypted scans to the email address provided by the applicant. If an invoice for the documentation is required, the scanned document is attached to the file sent to the applicant's email address, and the original is sent by registered mail to the address provided in the application.
10. Before sending the medical documentation, an employee of the Medical Archives verifies by telephone the data of the patient who requested the documentation orally, by telephone or electronically (in the absence of a handwritten signature or a qualified signature).
11. The first copy of the documentation is provided to the patient or the patient's legal representative free of charge.
12. The next copy of the same medical records is made available for a fee, in accordance with the provisions of the Act on Patients' Rights and the Patient Ombudsman
13. The fee for providing documentation may be paid:
a) immediately before collection at the payment point located in the Medical Office
b) with the postman or at the post office, in a situation where the documentation is sent to the indicated address by registered mail, "cash on delivery"

14. Information regarding the rules for sharing medical records is available from 07:30 a.m. to 15:00 p.m. at the following telephone numbers:

• Medical Archives of WIM-PIB:
  Warsaw: tel. +48 261 816 179, fax: +48 261 816 605
• Legionowo: tel. +48 261 866 361

Changes from edition 5: more detailed appendix