How to Get or Transfer Medical Records in Korea

Eight checks on Medical Record Forms 9-2 and 9-3

1. Choose the applicant route before filling a form. A patient applying in person normally shows identification. A qualifying relative uses the patient’s signed consent plus identity and relationship evidence. A designated agent uses both the signed consent and authorization plus the required identity copies.
2. Form 9-2 patient and applicant: enter each person’s name, birth date or foreign registration number, phone or email and address. State the applicant’s relationship exactly. Do not put the agent in the patient section or assume the same address.
3. Select one or more request types: 01 access, 02 copy issuance or 03 transfer/sending to another medical institution. For transfer, enter the receiving institution. A request to take copies personally is not automatically the same as hospital-to-hospital transfer.
4. Define the records precisely: enter the source medical institution, treatment dates, purpose and the exact scope in the patient’s own writing. Name only needed items such as chart, prescription, operative record, test report, imaging, nursing record or certificate and the relevant dates.
5. Sign Form 9-2 correctly: the patient or legal representative dates and signs after reviewing the scope. For a patient under fourteen, the legal representative completes the form and supplies evidence of authority. Never pre-sign a blank scope.
6. Form 9-3 is for a designated agent: enter the agent as recipient of authority and the patient as principal, with name, birth or foreign registration number, contact, relationship and address. The authorization covers only the items stated on Form 9-2; the patient gives a genuine handwritten signature.
7. Prepare the right supporting package. A relative generally needs requester ID, relationship proof, patient-signed consent and patient ID copy where required. A designated agent generally needs requester ID, patient ID copy, patient-signed consent and patient-signed authorization. The hospital may also use its own request sheet and charge regulated copy or media fees.
8. Handle exceptions and results carefully. If the patient is deceased, unconscious, missing or otherwise unable to consent, use the separate documents in Enforcement Rule Table 2-2 instead of fabricating consent. Keep the application receipt, fee receipt and a list of every page, image or file issued or transmitted; protect these sensitive records.

Example only — do not submit: Ana P. authorizes coworker Mira S. to collect only outpatient notes and blood-test results from 3 to 18 August for treatment at a named second hospital. Ana checks copy issuance, writes the exact period, purpose and two record types on Form 9-2, and signs it herself. On Form 9-3 she names Mira as agent and signs again. They attach the identity copies required for an agent. They do not request all records, imaging or unrelated years. Replace every name, date, relationship, institution and scope with verified facts.