Confidentiality and Protection of Patient Data
About Us · Patient Privacy and Data
Patient Privacy and Data Processing Rules in Medical Coordination.
SynMedi processes confidential patient information for the purposes of organizing medical care, preparing documents, performing translations, interacting with clinics, and general support. This page explains how data may be collected, used, transmitted, and protected.
Patient data may include:
- ✓Medical records, imaging reports, lab results, and treatment history.
- ✓Contact information, country of residence, language preferences, and service needs.
- ✓Details of appointments, consultations, hospital visits, and follow-up care.
- ✓Records of payments, orders, and communication history related to SynMedi services.
Our Approach to Privacy
Quality medical coordination requires patient information, but this data must be handled with care, used strictly for its intended purpose, and transmitted only within the necessary framework for organizing processes.
Careful Handling
Special Status of Medical Records
Medical documents, diagnoses, test results, and therapy history are treated as confidential coordination materials.
Intended Purpose
Use for Service Provision
Patient data is used for archiving, translating documents, selecting treatment pathways, and ensuring communication.
Principle of Justification
Limited Third-Party Access
Necessary information may be transferred to representatives of medical centers or service providers solely as needed to perform the selected service.
What information we may collect
The exact list of collected information depends on the chosen service package, the nature of the illness, the communication channel used, and the patient's own requests.
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1
Identification and Contact Information Name, email address, phone number, contacts in WhatsApp/Telegram/WeChat messengers, country, language preferences, and trusted person data (if provided).
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2
Medical Documents Discharge summaries with diagnoses, diagnostic imaging reports, pathomorphology protocols, laboratory analyses, epicrisis, treatment history, and medication lists.
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3
Medical Images and Files DICOM files, links to CT/MRI/PET-CT scans, scanned images and photos of forms, and other medical attachments provided by the patient.
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4
Patient Tasks and Questions Questions regarding clinic selection, expert analysis of diagnosis, therapy options, feasibility of travel to China, and cost categories.
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5
Service and Order Information Chosen tariff package, order status, transaction history, refund requests, service progress, and correspondence logs.
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6
Travel and Hospital Visit Data Visit dates, destination city, in-clinic logistics, appointment details, need for an interpreter, and local support (when choosing in-person visit coordination).
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7
Technical Parameters and Website Data Completed web forms, email correspondence, message history, website usage data, and technical logs necessary for platform functionality.
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8
Records of Consents and Permissions If necessary, we record patient consents for communication, document translation, or clinic-side coordination.
How patient data may be used
Patient data is used solely to perform services requested by the patient themselves or their authorized representative.
| Purpose of Use | Examples of Processes | Why it is Necessary |
|---|---|---|
| Case Analysis and Preparation | Studying diagnosis, documents, chronology, symptoms, and patient questions. | To understand the clinical picture and prepare for hospital selection or consultation coordination. |
| Translation and Summary Compilation | Translating key reports, compiling treatment timelines, and forming bilingual case summaries. | To ensure correct communication on the Chinese side and prevent misunderstandings. |
| Hospital Pathway Coordination | Identifying specialized departments, detecting document deficiencies, recording appointment needs, and routing options. | To provide practical assistance with hospital logistics and enable informed patient decisions. |
| Remote Opinion and Consultations | Preparing medical records and formulating questions for remote analysis or online consultation. | So that specialized experts of the receiving party can effectively and accurately study the clinical case. |
| Support during a Visit to China | Interpreter briefing, preparation for clinic visit day, document administration, and organizing follow-up care. | To assist the patient with hospital procedures and understanding subsequent steps. |
| Customer Service and Compliance | Processing inquiries, managing orders, refunds, maintaining service logs, and necessary business administration. | To provide, document, and maintain transparent service relationships. |
When information is shared with third parties
For full medical coordination, certain data must be communicated to relevant participants in the process.
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1
Hospitals, Doctors, and Specialized Medical Contacts Relevant medical summaries may be shared to organize consultations, expert analysis, appointments, or visits.
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2
Translators and Coordinators Certain team members or outsourced specialists may gain access to files for translation, summary compilation, or patient support.
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3
Technical and Payment Providers Hosting systems, communication channels, cloud storage, payment gateways, and order processing modules may use data for operational service work.
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4
Legal Requirements and Security Information may be disclosed as required by law, in case of disputes, for compliance obligations, or to protect security.
Patient Responsibilities
Patients are also responsible for the confidentiality and accuracy of the information they provide.
Provision of Reliable and Authorized Data
Patients or their representatives undertake to provide genuine documents, not to conceal critically important medical facts, and to confirm the legal right to transfer third-party medical information (if applicable).
Important:
Do not send data about emergency and critical symptoms through website forms or communication channels with delayed responses. If urgent assistance is required, contact local emergency services immediately.
How We Protect Patient Data
No online platform can be 100% secure, but we strive to minimize excessive risks and handle medical files carefully.
Access Restriction
Access to information is granted only to those individuals directly involved in coordination, translation, or support processes.
Targeted Use
Patient information is processed solely for the provision of services and related communications.
Considered Transfer
Only those materials required by the specifics of the coordination process are sent to medical partners.
Archive Systematization
Files are organized for correct case submission and to prevent confusion during interactions with clinics.
Caution in Communication Channels
Patients are advised, if possible, to avoid sending highly confidential files through unsecured or public channels.
Retention Periods
Records are stored for the period necessary for service provision, follow-up, dispute resolution, or business administration.
Correction Requests
Patients have the right to contact SynMedi to update or correct inaccurate service information when practically feasible.
Privacy Questions
You may send an official inquiry to SynMedi if you have questions about data processing or sharing principles within your case.
Frequently Asked Questions (FAQ)
Answers to popular questions about privacy and information protection.
Why does SynMedi need my medical documents?
We use these documents to prepare your case, accurately determine possible hospital pathways, translate materials, and organize communication with the receiving party.
Will my documents be shared with hospitals?
Relevant summaries and files may be shared with medical specialists or clinics when necessary for hospital selection, consultation, or in-person visit coordination.
Can I remove personal information before sending documents?
You can hide data irrelevant to coordination, but key medical parameters, dates, lab results, and diagnoses must remain accurate.
Can I send another person's medical documents?
Only with official authorization or consent. You bear personal responsibility for confirming the right to manage a third party's medical information.
Does SynMedi sell patient data?
No. SynMedi does not sell medical data or records. All information is used solely for service administration and coordination.
Can I ask questions about how my data is processed?
Yes. You can contact SynMedi coordinators to clarify any questions regarding privacy or the handling of your specific order.
Still have questions about privacy?
Contact SynMedi specialists before sending confidential files if you require clarification regarding document sharing, authorization, or data processing.
Important: This page provides general information about SynMedi's approaches to patient data processing; these provisions should be considered in light of the applicable laws of your jurisdiction. SynMedi is not a medical institution (hospital), does not diagnose, prescribe, or provide clinical guarantees. Final medical decisions are made solely by licensed physicians and hospitals.
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