Organisational Regulations of the entity conducting medical activity NEUROLOCUS CENTRUM LECZENIA BÓLU SP. Z O.O.

§ 1.
Scope of regulation

These Organisational Regulations, hereinafter referred to as the “Regulations”, specify in particular:

  1. the organisational structure of the healthcare facility;
  2. the course of the process of providing healthcare services, ensuring the proper availability and quality of these services;
  3. the conditions of cooperation with other entities conducting medical activity;
  4. the keeping of documentation in the medical entity and the amount of the fee for making medical documentation available;
  5. the rights and obligations of the patient; complaints;
  6. the organisation of the process of providing healthcare services in the case of charging fees and the amount of such fees;
  7. the amount of fees for providing healthcare services;
  8. the manner of managing the organisational unit and organisational cells of the healthcare facility.

§ 2.
General provisions

  1. These Organisational Regulations are established for the medical entity NEUROLOCUS CENTRUM LECZENIA BÓLU sp. z o.o., created by the company NEUROLOCUS CENTRUM LECZENIA BÓLU sp. z o.o., with its registered office in Warsaw (04-281) at ul. Olszynki Grochowskiej 11/15, unit U3, entered in the register of entrepreneurs maintained by the District Court for the Capital City of Warsaw, 14th Commercial Division of the National Court Register, under KRS number: 0001159800, NIP: 1133160938, REGON: 541092345, share capital: PLN 5,000.00, entered in the Register of Entities Conducting Medical Activity maintained by the Mazovian Voivode, register book number 000000288199, hereinafter referred to as the “Medical Entity”.
  2. The Medical Entity conducts medical activity in a healthcare facility under the name NEUROLOCUS CENTRUM LECZENIA BÓLU, located at ul. Olszynki Grochowskiej 11/15, unit U3 in Warsaw (04-281), hereinafter referred to as the “Healthcare Facility”.
  3. The Medical Entity operates on the basis of:
    1. generally applicable provisions of law, including in particular:
      1. the Act of 15 April 2011 on Medical Activity (consolidated text: Journal of Laws of 2024, item 799, as amended);
      2. the Act of 5 December 1996 on the Professions of Physician and Dentist (consolidated text: Journal of Laws of 2024, item 1287, as amended);
      3. the Act of 15 July 2011 on the Professions of Nurse and Midwife (consolidated text: Journal of Laws of 2024, item 814, as amended);
      4. the Act of 6 November 2008 on Patients’ Rights and the Patients’ Rights Ombudsman (consolidated text: Journal of Laws of 2024, item 581, as amended);
    2. these Regulations;
    3. the company’s articles of association.

§ 3.
Objectives and tasks of the Medical Entity

  1. The primary objective of the Medical Entity is to take action aimed at preserving and improving the health of patients through organising and conducting medical, rehabilitation, therapeutic and preventive activity, as well as by providing healthcare services at the entity’s registered office.
  2. The tasks of the Medical Entity include providing healthcare services in the field of outpatient specialist care, rehabilitation, therapy and diagnostics, and in particular:
    1. providing healthcare services in accordance with patients’ health needs, applicable regulations and standards, and in a manner ensuring the performance of concluded agreements;
    2. ensuring professional medical and nursing care, in accordance with accepted standards of conduct, supporting the efficient course of diagnosis and treatment of diseases in admitted patients;
    3. issuing opinions on patients’ health condition in accordance with applicable regulations;
    4. keeping medical documentation in accordance with applicable provisions of law;
    5. performing tasks in the field of health promotion;
    6. conducting training.
  3. The objectives and tasks of the Medical Entity referred to in sections 1 and 2 are carried out by persons practising medical professions and holding appropriate authorisations and qualifications, and the premises and equipment of the Medical Entity with medical devices, which have been placed on the market and are used in accordance with applicable regulations, meet sanitary requirements and standards specified in separate provisions.

§ 4.
Type of medical activity and scope of healthcare services provided

  1. The Medical Entity conducts medical activity in the form of outpatient healthcare services.
  2. Within the scope of its activity, the Medical Entity provides healthcare services in the following areas:
    1. Anaesthesiology and intensive care (resort code of medical field 01, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3.);
    2. Orthopaedics and traumatology of the musculoskeletal system (resort code of medical field 25, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3.);
    3. Neurology (resort code of medical field 22, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3.);
    4. Paediatric neurology (resort code of medical field 58, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3.);
    5. Neurosurgery (resort code of medical field 21, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3.);
    6. Sports medicine (resort code of medical field 56, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3.);
    7. Radiology and diagnostic imaging (resort code of medical field 31, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3., ultrasound HC.4.2.1., X-ray diagnostics HC. 4.2.3.);
    8. Oncological radiotherapy (resort code of medical field 32, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3.);
    9. General surgery (resort code of medical field 05, resort code of healthcare function: specialist outpatient treatment HC. 1.3.3.);
    10. Physiotherapy (resort code of medical field 105, resort code of healthcare function: outpatient rehabilitation HC. 2.3. and rehabilitation at the patient’s home HC. 2.4.).

§ 5.
Organisational structure

  1. The organisational structure of the enterprise of the medical entity is presented in the following diagram: 

    Management Board

    Physicians

    Nurses

    Physiotherapists

    Medical Registration and Administration Coordinator

     

  2. The activity of the Medical Entity is managed by the Management Board, which represents it externally and makes independent decisions concerning its functioning.
  3. The Management Board performs the duties of an employer within the meaning of the provisions of the Labour Code.
  4. The Management Board performs all rights and obligations imposed on the medical entity by generally applicable provisions of law.
  5. The exclusive competence of the Management Board includes:
    1. managing the Medical Entity, including enforcing the proper quality of work from subordinate persons, influencing the shaping of positive principles of social coexistence among staff, implementing generally applicable provisions of law and internal regulations, organising the proper safeguarding and storage of documents;
    2. making decisions regarding the finances of the medical entity, including setting the price list for services;
    3. approving investment, recovery and internal audit plans;
    4. making amendments to the organisational regulations of the medical entity;
    5. adopting internal regulations and procedures;
    6. granting general authorisations and powers of attorney, as well as authorisations and powers of attorney for handling specific matters;
    7. concluding agreements;
    8. hiring and dismissing employees.
  6. The organisational structure of the enterprise of the Medical Entity consists of the following organisational units and cells:
    1. Neurolocus Centrum Leczenia Bólu.

§ 6.
Place of providing healthcare services

  1. The place where healthcare services are provided is the Healthcare Facility located at ul. Olszynki Grochowskiej 11/15, unit U3 in Warsaw (04-281).
  2. The place where healthcare services are provided via teleinformation systems or communication systems is the place where the persons practising medical professions who provide these services are located.
  3. In particularly justified cases, services may be provided at the patient’s home or another place of stay.

§ 7.
Opening hours

  1. The Medical Entity is open from 9:00 a.m. to 6:00 p.m. from Monday to Friday and on Sundays.
  2. Information on opening hours is displayed in places generally accessible to patients on the premises of the Medical Entity and on the website www.neurolocus.pl.

§ 8.
Organisation and course of the process of providing healthcare services

  1. The Medical Entity provides healthcare services within the scope specified in the Regulations, ensuring proper availability and quality of services in the organisational unit separated within the Healthcare Facility, in a manner guaranteeing patients the most convenient possible form of using the services.
  2. Healthcare services are provided by physicians, nurses and physiotherapists employed by the Medical Entity or cooperating with the Medical Entity on the basis of civil-law agreements.
  3. In the course of the process of providing healthcare services, the following are taken into account:
    1. the rights and obligations of the patient arising from applicable provisions of law;
    2. requirements specified in applicable provisions of law;
    3. principles arising from applicable medical standards.
  4. The Entity and its employees and associates undertake to keep confidential information connected with the patient and obtained in connection with the provision of healthcare services.
  5. Patient registration takes place on the basis of a request in the following forms:
    1. in person;
    2. through a third party;
    3. by telephone at: +48 696 18 77 44;
    4. via the Internet through the Znany Lekarz application;
    5. by e-mail: neurolocus@gmail.com.
  6. At registration, the patient is obliged to present an identity document and provide other information necessary to register for an appointment.
  7. During registration, the patient receives information about the date and time of the appointment.
  8. Healthcare services are provided as soon as possible, according to the established work schedule.
  9. The Entity may not refuse to provide a healthcare service to a person who needs such service immediately due to a threat to life or health, nor make the provision of such service conditional upon prior payment of a fee.
  10. The physician is obliged to provide assistance free of charge in the event of a threat to the patient’s life.
  11. If a patient attending an appointment requires medical transport and hospitalisation, the physician providing the service is obliged to call an emergency medical team.
  12. In the event of circumstances that could not have been foreseen when setting the appointment date and that prevent the service from being provided on time, the patient must be informed in every possible way.
  13. The patient is always informed about how to prepare for examinations or the appointment.
  14. On the day of the first appointment, the patient is obliged to report to reception at least 10 minutes before the scheduled appointment time in order to complete the necessary documentation.
  15. Before the appointment, the patient completes a personal questionnaire, GDPR consents and, if necessary, also a medical history questionnaire regarding their health condition.
  16. The patient always waits to be called into the office by the physician/nurse.
  17. The parent/guardian must remain in the Medical Entity while the medical service is being provided to a child.
  18. If, during the provision of a healthcare service, it is necessary to perform an additional diagnostic examination, specialist consultation or procedure, such services are provided without delay to the extent that they can be carried out in the Medical Entity.
  19. If the patient is late, the physician has the right to refuse to provide the medical service.
  20. If the patient is unable to attend the scheduled appointment, the patient is obliged to notify the Medical Entity in advance of the cancellation of the appointment. The Medical Entity has the right to demand a prepayment for subsequent appointments from a patient who failed to provide prior notice of cancellation and did not attend the appointment.
  21. In the event of aggressive behaviour by the patient or behaviour contrary to the principles of social coexistence, the physician has the right to refuse to provide the service.
  22. Within the scope of providing a healthcare service, the patient is provided with:
    1. a healthcare service;
    2. pharmaceutical products and medical materials deemed necessary by the Physician or physiotherapist to provide the healthcare service or perform the medical procedure;
    3. access to the room in which the healthcare service or medical procedure will be provided, appropriate to the patient’s health condition and degree of disability.
  23. Patients pay fees for the healthcare services provided in accordance with the established price list of fees. The price list constitutes Appendix No. 2 to the Regulations.
  24. Information on prices may also be obtained at reception or on the website www.neurolocus.pl.
  25. The payment for medicines prescribed in a prescription issued to the patient depends on whether the patient has insured status or other entitlements, and is determined each time on the basis of applicable provisions of law and in accordance with the announcement of the minister competent for health.
  26. The Entity and its employees and associates undertake to keep confidential information connected with the patient and obtained in connection with the provision of healthcare services.

§ 9.
Rules for providing paid services

  1. Paid healthcare services are provided:
    • in a manner that does not restrict the availability of services for patients;
    • in a manner ensuring respect for the principle of fair, equal and transparent access to healthcare services;
    • in accordance with medical criteria.
  2. Paid healthcare services are provided, where possible, on the day of request or on another date agreed with the patient, according to the established order on the days and during the hours in which they are provided.
  3. The patient is obliged to pay the fee for the appointment during registration at reception. Some types of healthcare services require a prepayment to bank account number: 65 1140 2004 0000 3402 8562 7428.
  4. The available forms of payment are:
    • cash;
    • payment card;
    • BLIK;
    • prepayments;
    • transfer invoices.

§ 10.
Conditions of cooperation with other medical entities

  1. In order to ensure the proper treatment of patients and the continuity of the process of providing healthcare services, the Medical Entity may cooperate, within the scope of services provided to patients, with other entities conducting medical activity on the basis of a separate cooperation agreement.
  2. Cooperation with other entities conducting medical activity may concern in particular ensuring the proper diagnostics, treatment and rehabilitation of patients and the continuity of the process of providing healthcare services.
  3. The Medical Entity makes patients’ medical documentation available to entities conducting medical activity if such documentation is necessary to ensure the continuity of the process of providing healthcare services.
  4. Cooperation takes place with respect for generally applicable provisions of law and with respect for patients’ rights.
  5. The Medical Entity may provide medical services to other entities conducting medical activity, public and non-public, on the basis of concluded agreements specifying the type of healthcare services and related services performed, the manner of their performance and payment rules.
  6. The provision of medical services to other entities may not disturb the order of providing services adopted for patients of the Medical Entity.

§ 11.
Rules of cooperation with physicians

  1. The duties of persons practising medical professions include in particular:
    1. starting work punctually in accordance with the established appointment schedule;
    2. keeping medical documentation in accordance with applicable provisions of law and the guidelines of the Medical Entity;
    3. verifying the appointment schedule in order to exclude the possibility of omitting a patient scheduled for an appointment;
    4. complying with the rules of IT system security (logging in, logging out after the appointment and not disclosing login details to third parties);
    5. wearing appropriate medical clothing;
    6. returning the key to the physician’s office and medical documentation to reception after finishing work.
  2. Persons practising medical professions are not allowed to:
    1. collect any fees from patients or their families for providing healthcare services;
    2. receive sales representatives of pharmaceutical companies without the prior consent of the management of the Medical Entity;
  3. provide healthcare services to unregistered patients, except in the situations referred to in Article 30 of the Act of 5 December 1996 on the Professions of Physician and Dentist;
  4. transfer any patient data to entities or third parties not cooperating with the Medical Entity.

§ 12.
Rules for keeping medical documentation and charging fees for making it available

  1. The Entity keeps medical documentation of persons using healthcare services and ensures the protection and confidentiality of the data contained in such documentation, in accordance with applicable provisions of law, and, in the case of providing healthcare services financed by a payer other than the patient, also in accordance with the requirements specified by the payer of the services. The detailed rules for keeping and making medical documentation available are set out in the Procedure for keeping and making medical documentation available.
  2. Medical documentation is kept in paper or electronic form.
  3. Any documents that require the patient’s written signature (e.g. consent to a procedure, authorisation to provide information about health condition) are transferred to registration immediately after the appointment ends.
  4. The Medical Entity makes medical documentation available on the basis of an application by an authorised person in accordance with the provisions of the Act of 6 November 2008 on Patients’ Rights and the Patients’ Rights Ombudsman.
  5. An application for making medical documentation available may be submitted in any form, in particular in writing, orally or via means of electronic communication. The person requesting access to medical documentation may use the template application for making medical documentation available, constituting an appendix to the Procedure for making medical documentation available, which constitutes Appendix No. 4 to the Regulations. The applicant’s use of the template application is optional and is not a condition for the application to be considered.
  6. Medical documentation is made available:
    1. for inspection, including also access to databases in the field of healthcare, at the place where healthcare services are provided;
    2. by preparing an extract, copy, duplicate or printout thereof;
    3. by issuing the original against confirmation of receipt and subject to return after use, at the request of public authorities or common courts – in the case of documentation kept in paper form;
    4. via means of electronic communication;
    5. on an electronic data carrier.
  7. For making the documentation referred to in section 6 point 2 above available, the Medical Entity charges the fees indicated in the price list for making documentation available, constituting Appendix No. 3 to the Regulations.
  8. The fee referred to in section 7 is not charged when medical documentation is made available to the patient or their statutory representative for the first time within the requested scope and in the manner referred to in section 1, or in connection with proceedings before the voivodeship commission for adjudicating medical events.

§ 13.
Manner of managing organisational units and cells

  1. The entity responsible for managing the organisational unit is the head of the Healthcare Facility.
  2. The head of the Healthcare Facility is the management board of Neurolocus Centrum Leczenia Bólu sp. z o.o. with its registered office in Warsaw.

§ 14.
Rights and obligations of the patient

  1. A patient using healthcare services has the rights specified in the Act of 6 November 2008 on Patients’ Rights and the Patients’ Rights Ombudsman and in separate provisions. Information on patients’ rights is provided in the Patient Rights Charter constituting Appendix No. 1 to the Regulations.
  2. Information on patients’ rights is made available in the Medical Entity by:
    1. presenting the provisions of the Act referred to in section 1, at the patient’s request;
    2. placing a list of patients’ rights in a generally accessible place.
  3. The patient, including a minor after reaching 16 years of age, has the right to obtain from the physician information about their health condition, diagnosis, proposed and possible diagnostic and treatment methods, foreseeable consequences of their application or omission, treatment results and prognosis.
  4. Information may be provided to other persons only with the patient’s consent.
  5. An examination or provision of another healthcare service may be performed after the patient gives consent in accordance with the rules specified in generally applicable provisions of law.
  6. The patient’s consent to certain healthcare services is given on consent forms available at the Medical Entity.
  7. The physician is obliged to provide the patient with all information necessary for the patient to give informed consent to individual healthcare services.
  8. If the patient refuses to undergo diagnostic tests or healthcare services, the physician is obliged to inform the patient about the negative consequences that may result from the failure to perform the service. If the patient continues to refuse to undergo diagnostic tests or treatment services ordered by the physician, the physician has the right to ask the patient to submit an appropriate written statement.
  9. Until reaching 18 years of age, the patient uses healthcare services only in the presence of a statutory representative.
  10. The patient may be admitted for a scheduled appointment in the presence of an actual guardian, provided that the statutory representative consents to this in written or oral form.
  11. A patient between 16 and 18 years of age may be admitted without a statutory representative or actual guardian, provided that the statutory representative gives written consent to this.
  12. The Medical Entity informs the patient that the conditions for determining the patient’s actual health condition are:
    1. providing true and as complete as possible information about their health condition, ailments, symptoms and the circumstances in which they arose or are experienced;
    2. presenting, at the physician’s request, test results or medical documentation from other medical entities;
    3. undergoing the recommended diagnostic tests.
  13. The Medical Entity informs the patient that the condition for the effectiveness of treatment is compliance with the physician’s recommendations.
  14. The Medical Entity informs that it is not liable for valuables belonging to the patient, including outer garments.
  15. The patient is obliged to:
    1. comply with the organisational regulations of the Medical Entity;
    2. comply with the prohibitions applicable in the Medical Entity;
    3. observe personal hygiene rules;
    4. comply with safety, hygiene and fire hazard regulations;
    5. carry an identity document;
    6. respect the property of the Medical Entity.
  16. The patient may be required by a reception employee or a member of medical staff to present an identity document. In the absence of presentation of such document or in the event of refusal to present it, the staff may refuse to register the patient for an appointment or to conduct the appointment.
  17. The use of mobile phones by patients should take place in a manner that does not cause inconvenience to other patients and medical staff. Telephone conversations during appointments are prohibited.
  18. Conducting any canvassing or commercial activity in the Medical Entity is prohibited without obtaining the prior consent of the management of the Medical Entity.
  19. Smoking tobacco, including electronic cigarettes, consuming alcohol and using any psychoactive substances on the premises of the Medical Entity are prohibited.
  20. Bringing animals onto the premises of the Medical Entity is prohibited.

§ 15.
Monitoring

  1. In the interest of the quality of services provided and the safety of patients, the Medical Entity uses video monitoring covering generally accessible rooms (waiting room and corridors).
  2. Monitoring in generally accessible rooms is conducted in order to ensure the safety of persons and property.
  3. Image recordings obtained as a result of the monitoring referred to in section 1 are processed by the Medical Entity only for the purposes for which they were collected and are stored for a period not longer than 1 month from the date of recording.
  4. After the period referred to in section 3 has expired, image recordings obtained as a result of monitoring that contain personal data are destroyed, unless separate provisions provide otherwise.

§ 16.
Complaints

  1. A patient whose rights have been violated while using healthcare services has the right to submit a complaint.
  2. Complaints are submitted in writing, orally at registration/by telephone, or to the e-mail address: neurolocus@gmail.com.
  3. A response to the complaint is provided by post or by e-mail within 14 business days from the date of submission of the complaint, subject to section 4.
  4. In complex matters or in cases requiring explanatory actions or referral to other units or institutions, the response to the complaint should be provided within 1 month from the date of submission of the complaint.
  5. In exceptional cases, this period may be extended for up to 2 months.

§ 17.
Final provisions

  1. The Regulations have been prepared on the basis of applicable regulations, in particular the Act on Medical Activity. In matters not regulated by the provisions of the Regulations, generally applicable provisions of Polish law shall apply.
  2. The provisions of the Regulations apply to all staff of the Medical Entity and persons cooperating with the Medical Entity, as well as to all patients of the Medical Entity.
  3. The provisions of the Regulations are communicated to persons employed by and cooperating with the Medical Entity.
  4. Any amendments to the Regulations require compliance with the form and procedure appropriate for their introduction.
    The Regulations enter into force on 21 March 2025.

 

Appendix No. 1

PATIENT RIGHTS CHARTER

GENERAL PROVISIONS

  1. The Patient Rights Charter applies to patients using healthcare services provided by the Medical Entity.
  2. The Patient Rights Charter is addressed to patients using healthcare services as part of outpatient specialist healthcare within the private medical services sector.

PATIENTS’ RIGHTS

  1. The right to health protection.
  2. The right to healthcare services provided with due diligence and corresponding to the requirements of current medical knowledge.
  3. In a situation where the possibilities of providing appropriate healthcare services are limited, the right to a transparent, objective procedure based on medical criteria that determines the order of access to such services.
  4. The right to immediate provision of healthcare services due to a threat to health or life.
  5. The right to obtain understandable information about one’s health condition, diagnosis, proposed and possible diagnostic and treatment methods, foreseeable consequences of their application or omission, treatment results and prognosis.
  6. The right to obtain information about patients’ rights in the Medical Entity.
  7. The right to information about the type and scope of healthcare services provided by the Medical Entity, including preventive health programmes financed from public funds and implemented by that entity.
  8. The right to confidentiality of information related to the patient obtained by medical staff in connection with practising their profession, taking into account statutory exceptions.
  9. The right to give consent to the performance of an examination or provision of other healthcare services after obtaining appropriate information from a person practising a medical profession, and the right to refuse such consent.
  10. The right to give written consent to the use of a treatment or diagnostic method that poses an increased risk to the patient, and the right to refuse such consent.
  11. The right to respect for the patient’s intimacy and dignity during the provision of healthcare services.
  12. The right to die in peace and dignity.
  13. The right to the presence of a close person when healthcare services are provided — however, the actual exercise of this right may be restricted in the event of an epidemic threat or due to the patient’s health safety.
  14. The right to pain treatment.
  15. The right to access medical documentation concerning the patient’s health condition and healthcare services provided to the patient.
  16. The right to protection of data contained in medical documentation and other data related to the provision of healthcare services.
  17. The right to request that a person practising a medical profession who provides healthcare services to the patient seek the opinion of a person practising another medical profession.
  18. The right to report adverse reactions to medicinal products.

POSSIBILITY TO SUBMIT A COMPLAINT

  1. The right to submit a complaint to the Patients’ Rights Ombudsman, for example in the event of violation of the patient’s right to respect for intimacy and dignity, the patient’s right to information or the patient’s right to healthcare services.
  2. Contact details of the Office of the Patients’ Rights Ombudsman:
    Office of the Patients’ Rights Ombudsman: ul. Płocka 11/13
    01-231 Warsaw, kancelaria@rpp.gov.pl, tel.: 800 190 590, fax: (22) 506-50-64.

Appendix No. 2

Price list of fees for provided healthcare services

Appendix No. 3

Price list of fees for making medical documentation available

 

  FOR THE FIRST TIME WITHIN THE REQUESTED SCOPE SUBSEQUENTLY WITHIN THE REQUESTED SCOPE
Photocopy or printout (1 page) PLN 0.00 PLN 0.64
Extract or copy (1 page) PLN 0.00 PLN 18.40
Means of electronic communication PLN 0.00 PLN 0.00
Electronic data carrier PLN 0.00 PLN 3.68

 

Appendix No. 4

Procedure for making medical documentation available

  1. The procedure describes the manner of making medical documentation available and is intended to ensure that patients, their representatives and specified entities and authorities have access to medical documentation, as well as to establish uniform rules for handling medical documentation in accordance with applicable provisions of law in this respect.
  2. The procedure applies to persons making medical documentation available who cooperate with Neurolocus Centrum Leczenia Bólu sp. z o.o., regardless of the form of such cooperation, as well as to persons requesting access to medical documentation or the provision of information contained in medical documentation.
  3. Medical documentation is made available to:
    1. the patient to whom the documentation relates, upon presentation of an identity document;
    2. the patient’s statutory representative, upon presentation of the relevant document/ruling, after verification of their identity;
    3. a person authorised in writing by the patient, after verification of their identity;
    4. after the patient’s death, to a person authorised by the patient during their lifetime or a person who was the patient’s statutory representative at the time of the patient’s death, after verification of their identity. Medical documentation is also made available to a close person, unless another close person objects to its disclosure or the patient objected to it during their lifetime.
  4. Medical documentation is also made available to:
    1. entities providing healthcare services, if such documentation is necessary to ensure the continuity of healthcare services;
    2. public authorities, including the Patients’ Rights Ombudsman, the National Health Fund, authorities of self-governments of medical professions and consultants in healthcare, as well as the Patients’ Rights Ombudsman of a Psychiatric Hospital, to the extent necessary for these entities to perform their tasks, in particular supervision and control;
    3. entities referred to in Article 119 sections 1 and 2 of the Act of 15 April 2011 on Medical Activity, to the extent necessary to carry out an inspection commissioned by the minister competent for health;
    4. the Agency for Health Technology Assessment and Tariff System, to the extent necessary for the performance of its tasks specified in Article 31n of the Act of 27 August 2004 on Healthcare Services Financed from Public Funds;
    5. the Medical Research Agency within the scope specified by the Act of 21 February 2019 on the Medical Research Agency;
    6. the minister competent for health, courts, including disciplinary courts, prosecutor’s offices, court physicians and professional liability officers, in connection with conducted proceedings;
    7. authorities and institutions authorised under separate acts, if the examination was carried out at their request;
    8. pension authorities and disability assessment teams, in connection with proceedings conducted by them;
    9. entities maintaining registers of medical services, to the extent necessary to maintain such registers;
    10. insurance companies, with the patient’s consent;
    11. medical commissions subordinate to the minister competent for internal affairs, military medical commissions and medical commissions of the Internal Security Agency or the Intelligence Agency, subordinate to the heads of the relevant agencies;
    12. persons practising medical professions, in connection with conducting an assessment procedure of an entity providing healthcare services on the basis of regulations on accreditation in healthcare or a procedure for obtaining other quality certificates, to the extent necessary to carry them out;
    13. the voivodeship commission for adjudicating medical events referred to in Article 67e section 1, within the scope of the conducted proceedings;
    14. heirs within the scope of proceedings before the voivodeship commission for adjudicating medical events referred to in Article 67e section 1;
    15. persons performing inspection activities on the basis of Article 39 section 1 of the Act of 28 April 2011 on the Information System in Healthcare, to the extent necessary to carry them out;
    16. members of hospital infection control teams referred to in Article 14 of the Act of 5 December 2008 on Preventing and Combating Infections and Infectious Diseases in Humans (consolidated text: Journal of Laws of 2024, item 924, as amended), to the extent necessary to perform their tasks.
  5. Medical documentation may also be made available to the medical staff of Neurolocus Centrum Leczenia Bólu sp. z o.o., a university or a research institute for use for scientific purposes, without disclosing the surname and other data enabling identification of the person to whom the documentation relates.
  6. Medical documentation is made available:
    1. for inspection, including also access to databases in the field of healthcare at the registered office of the entity providing healthcare services, with the patient or other authorised authorities or entities being given the possibility to make notes or take photographs;
    2. by preparing an extract, copy, duplicate or printout thereof;
    3. by issuing the original against confirmation of receipt and subject to return after use, at the request of public authorities or common courts, as well as where delay in issuing the documentation could pose a threat to the life or health of the patient;
    4. via means of electronic communication;
    5. on an electronic data carrier.
  7. In order to obtain a copy of medical documentation, the patient, their statutory representative or a person authorised in writing by the patient submits an application for the issuance of a copy of medical documentation according to the template constituting an appendix to this procedure.
  8. Applications are available at the reception of the medical entity.
  9. The application should be completed legibly, signed by the patient by hand and delivered to reception on the days and during the opening hours of Neurolocus Centrum Leczenia Bólu sp. z o.o.
  10.  Applications may also be submitted by e-mail to the address ……………………. or by post to the address: Neurolocus Centrum Leczenia Bólu sp. z o.o., ul. Olszynki Grochowskiej 11/15, unit U3, 04-281 Warsaw.
  11. Medical documentation is made available to the authorised person or authorised entity without undue delay, in any case no later than within 14 days from the date of receipt of the application.
  12. In justified cases, where delay could pose a threat to the life or health of the patient, medical documentation is made available immediately and free of charge.
  13. A copy of medical documentation may be collected in person or by an authorised person after payment of the fee for preparing the copy. At the request of the interested person, medical documentation may be sent by registered mail or electronically to the indicated address after that person has previously paid the costs of postage and preparation of the copy.
  14. Copies of medical documentation are issued on the days and during the opening hours of Neurolocus Centrum Leczenia Bólu sp. z o.o., upon presentation of an identity document and payment of fees (this does not apply to the first issuance).
  15. The issuance of a copy of medical documentation must be confirmed by the date of collection and the legible signature of the recipient placed on the application for the issuance of a copy of medical documentation – this application remains at Neurolocus Centrum Leczenia Bólu sp. z o.o.
  16. Collective medical documentation is made available within the scope of entries concerning the given patient, after anonymising the personal and medical data of other patients.
  17.  Medical documentation is made available for inspection in the presence of the attending physician or another designated physician on the days and at the times indicated by Neurolocus Centrum Leczenia Bólu sp. z o.o.
  18. A register of medical documentation made available is maintained.
  19. If it is not possible to make the documentation available for justified reasons, a written response indicating the reason for the inability to make it available is issued without delay.
  20. The patient or the person authorised to collect the prepared medical documentation is informed by telephone about the possibility of collecting it.
  21. Medical documentation is sent to entities and authorities authorised to access it by registered mail, or it may be collected in person by an employee of the given institution after prior presentation of the relevant power of attorney and after verification of their identity.
  22. No fee is charged for making a copy of medical documentation available for the first time. For each subsequent provision of a copy of medical documentation, a fee is charged according to the price list constituting Appendix No. 3 to the Organisational Regulations.
  23. If a copy of medical documentation is requested for a purpose other than further treatment, VAT is added to the above-mentioned price.
  24. No fee is charged for making a photocopy on site by the patient or a person authorised in writing by the patient, using their own camera.
  25. If a copy of medical documentation is sent by registered mail and the documentation is not being made available for the first time, a fee according to the price list of Poczta Polska is added.
  26. The fee for making a copy of medical documentation available should be paid to bank account number: 65 1140 2004 0000 3402 8562 7428.
  27. No fee is charged for making a copy of medical documentation available:
    1. for the needs of emergency authorities;
    2. in connection with proceedings before the voivodeship commission for adjudicating medical events.
  28. Medical documentation is stored for a period of 20 years, counted from the end of the calendar year in which the last entry was made in it, except for:
    1. medical documentation in the case of the patient’s death as a result of bodily injury or poisoning, which is stored for 30 years counted from the end of the calendar year;
    2. medical documentation concerning children up to the age of 2, which is stored for a period of 22 years;
    3. X-ray images stored outside the patient’s medical documentation, which are stored for a period of 10 years, counted from the end of the calendar year in which the image was taken;
    4. referrals for examinations or physician’s orders, which are stored for 5 years, counted from the end of the calendar year in which the service being the subject of the referral or order was provided.
  29. After the storage period has expired, medical documentation is destroyed in a manner preventing identification of the patient to whom it related.