Patient Confidentiality Policy
Effective Date: 10 february 2026
At Vrundavan Newborn & Childcare Centre Pvt. Ltd. (“Vrundavan”, “we”, “our”, “us”), protecting the privacy and confidentiality of our patients and their families is a fundamental ethical, professional, and legal responsibility.
This Patient Confidentiality Policy outlines how patient information is collected, accessed, used, stored, and disclosed while ensuring respect, dignity, and trust at every stage of care.
1. Our Commitment to Patient Confidentiality
Vrundavan is committed to:
- Maintaining strict confidentiality of all patient-related information
- Handling medical and personal data with integrity and responsibility
- Ensuring compliance with applicable medical ethics, legal requirements, and professional standards
Patient trust is central to our care philosophy—especially in neonatal and paediatric healthcare.
2. Scope of Confidential Information
Confidential information includes, but is not limited to:
- Patient identity and personal details
- Medical history, diagnosis, and treatment records
- Investigation reports and clinical notes
- Vaccination and screening data
- Counselling and follow-up records
- Financial and billing information related to care
All information related to newborns and children is handled through parents or legal guardians.
3. Access to Patient Information
Patient information is accessed only by:
- Treating doctors and consultants
- NICU and clinical nursing staff
- Authorised healthcare professionals directly involved in care
- Designated administrative staff for operational purposes
Access is provided strictly on a need-to-know basis.
4. Use of Patient Information
Patient information is used exclusively for:
- Diagnosis, treatment, and ongoing medical care
- Clinical decision-making and follow-ups
- Quality improvement and patient safety initiatives
- Legal, regulatory, and medical record-keeping requirements
Information is never used for non-medical or unauthorised purposes.
5. Disclosure of Patient Information
Patient information may be disclosed only under the following circumstances:
- With informed consent of parents or legal guardians
- To healthcare professionals involved in the patient’s care
- For referrals, investigations, or specialist consultations
- To insurance providers or third-party administrators (as required and consented)
- When mandated by law, court order, or government authority
- In medical emergencies where disclosure is necessary to protect life
Vrundavan does not disclose patient information for marketing, advertising, or commercial purposes.
6. Confidentiality in NICU & Paediatric Care
Special care is taken in neonatal and paediatric settings:
- Discussions about patient condition are conducted discreetly
- Records are protected from unauthorised viewing
- Visual and verbal confidentiality is maintained within the facility
- Parents are counselled privately and respectfully
Every newborn and family is treated with dignity and sensitivity.
7. Digital & Physical Record Protection
Vrundavan ensures confidentiality through:
- Secure storage of physical medical records
- Controlled access to digital medical systems
- Password-protected systems and user access controls
- Staff training on data privacy and confidentiality
Regular audits and monitoring help prevent breaches.
8. Staff Responsibilities & Training
All staff members:
- Are trained in patient confidentiality protocols
- Are required to sign confidentiality agreements
- Are ethically and legally bound to protect patient information
Any breach of confidentiality is treated seriously and may result in disciplinary or legal action.
9. Use of Patient Information for Education or Research
Patient information may be used for:
- Medical education or academic purposes
- Quality improvement or research initiatives
Only when:
- Data is anonymised and non-identifiable, or
- Explicit informed consent is obtained from parents or guardians
Patient identity is never disclosed without consent.
10. Patient & Parent Rights
Parents and legal guardians have the right to:
- Access their child’s medical information
- Request correction of inaccurate records
- Seek clarification on how information is used
- Expect respectful and confidential handling of all data
Requests can be made through appropriate administrative channels.
11. Breach of Confidentiality
In the unlikely event of a confidentiality breach:
- Immediate steps will be taken to mitigate impact
- The incident will be reviewed and documented
- Corrective actions will be implemented to prevent recurrence
Patient safety and trust remain our highest priority.
12. Retention & Disposal of Records
Patient records are retained:
- As required by medical, legal, and regulatory guidelines
- For continuity of care and follow-up
Records are securely destroyed or archived when no longer required, following approved protocols.
13. Updates to This Policy
Vrundavan reserves the right to modify or update this Patient Confidentiality Policy as required by:
- Legal or regulatory changes
- Advances in healthcare systems
- Operational or clinical requirements
Updated versions will be made available on the website.
14. Contact Information
For questions, concerns, or requests related to patient confidentiality, please contact:
Vrundavan Newborn & Childcare Centre Pvt. Ltd.
📍 Aurangabad (Chhatrapati Sambhajinagar / CSN), Maharashtra
📞 8329875474
📧 care@vrundavannicu.com