PAIA Section 51 Manual, Form 2 Requests & Patient Record Access

1. Purpose of the Section 51 PAIA Manual

This Promotion of Access to Information Act (PAIA, Act 2 of 2000) Section 51 Manual outlines the procedure through which patients, authorised legal representatives, or third parties may request access to records held by Dr Tebo Rasenyai Inc (HPCSA MP 0814580 · BHF PR 1352652) in order to exercise or protect a legal right, while upholding the strict medical confidentiality rules of the National Health Act and POPIA.

2. Designated Information Officer & Practice Contact Details

Information Officer: Dr Tebo Rasenyai | Practice Name: Dr Tebo Rasenyai Inc | Physical Address: Clinix Victoria Private Hospital, First Floor, Suite D, Room 2, 53 Victoria Road, Mahikeng, North West, 2745 | Telephone: 018 397 7300 | WhatsApp Reception: +27 68 828 8806 | Email: info@drteborasenyai.co.za.

3. Categories of Records Held by the Practice

• Patient Clinical Records (Requires PAIA Request or Direct Patient Authorisation): Consultation notes, antenatal cards and ultrasound reports, cervical cytology and histology reports, operative theatre notes, discharge summaries, and referral letters. • Practice Administrative & Statutory Records: HPCSA and BHF registration certificates, medical scheme billing records, tax and corporate records, and employment records. • Publicly Accessible Records (Available Without Formal PAIA Application): Website educational guides, pre-appointment preparation instructions, consulting hours, and published privacy notices.

4. How to Request Access to Medical Records (PAIA Form 2 Procedure)

While patients under active care may request copies of their ultrasound reports, referral letters, or pathology results directly during consultation, formal statutory requests for complete medical records or requests by third parties (such as insurers or legal representatives) must be submitted using the prescribed PAIA Form 2 ('Request for Access to Record' under the PAIA Regulations of 2021) addressed to the Information Officer at info@drteborasenyai.co.za.

Every Form 2 submission must include: (a) clear identification and certified ID copy of the requester; (b) if acting on behalf of a patient, a signed power of attorney or written patient consent authorising release of Special Personal Information under POPIA Section 32; (c) a specific description of the clinical records and date range requested; and (d) payment of the prescribed statutory request and reproduction fee where applicable.

5. Mandatory Grounds for Refusal & Protection of Patient Confidentiality (PAIA Section 63)

In terms of Section 63 of PAIA and Section 14 of the National Health Act, the Information Officer must refuse a third-party request for access to a patient's obstetric or gynaecological records if disclosure would involve the unreasonable disclosure of personal health information without the patient's written informed consent, or where disclosure of health information might cause serious harm to the physical or mental health of the patient (PAIA Section 61).

6. Remedies & Information Regulator (South Africa) Contact Details

The Information Officer will respond to a valid Form 2 request within thirty (30) calendar days of receipt. Should a requester be dissatisfied with a refusal or fee determination, a complaint may be lodged with the Information Regulator (South Africa) using Form 5: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 | PAIAComplaints@inforegulator.org.za | POPIAComplaints@inforegulator.org.za | Tel: +27 (0)10 023 5200.