Clinical Documentation & Medical Record Request Policy

At Cayo Dental Hospital, patient records are created and maintained as part of structured clinical care and professional documentation requirements.

Patients may occasionally require copies of clinical records or documentation for purposes such as insurance claims, employment requirements, legal matters, or personal record keeping.

This policy explains how patients may request clinical documentation and the administrative procedures involved in preparing these documents.

Types of Clinical Documentation

Upon request, Cayo Dental Hospital may issue copies of clinical documentation including but not limited to:

• Treatment summaries
• Medical certificates
• Treatment completion certificates
• Dental reports for insurance purposes
• Implant treatment reports
• Radiographs and scan copies
• Clinical photographs (when applicable)
• Treatment recommendation letters
• Copies of relevant clinical records

All documentation issued by the hospital is prepared based strictly on the clinical records available at the time of treatment.

Ownership of Clinical Records

All original medical and dental records created during treatment remain the property of Cayo Dental Hospital.

Patients may request copies of relevant records, however original documents will not be released except when required by legal authorities.

Request Procedure

Requests for clinical documentation must be submitted to the hospital administration.

Requests may be made through:

• In-person requests at the clinic
• Written requests submitted to the administration
• Official email requests

The following details may be required for verification:

• Patient name
• Contact number
• Patient ID (if available)
• Type of documentation requested
• Proof of identification when necessary

For confidentiality reasons, the hospital may require identity verification before releasing any records.

Requests by Third Parties

If documentation is requested by a third party, the hospital will require:

• Written authorization from the patient
• Copy of the patient’s identification document
• Identification of the requesting party

Without proper authorization, patient records cannot be released to third parties.

Administrative Processing Time

Preparation of clinical documentation may require administrative review and verification.

Typical processing timelines may include:

• Medical certificates – within 24 hours
• Treatment summaries – 2 to 3 working days
• Radiographs or scan copies – 1 to 3 working days
• Detailed reports or documentation – up to 5 working days

Processing time may vary depending on the complexity of the request.

Administrative Processing Fee

Requests for clinical documentation submitted within 48 hours of treatment completion will be issued without any additional administrative charges.

Requests submitted after 48 hours from the completion of treatment will be subject to an administrative document processing fee of LKR 1,000.00.

This fee applies to cover the administrative time required to retrieve, verify, and prepare documentation from archived patient records.

Accuracy of Documentation

All clinical documentation issued by Cayo Dental Hospital will reflect only the information recorded in the patient’s clinical records.

The hospital will not modify, alter, or backdate documentation upon request.

Limitations

Clinical documentation issued by Cayo Dental Hospital is prepared based on clinical findings and records available at the time of treatment.

These documents are intended only for the specific purpose for which they are requested and should not be interpreted beyond their intended scope.

Policy Updates

Cayo Dental Hospital reserves the right to update or modify this policy when necessary to reflect operational or regulatory requirements.