General Policies and Information

Cell Phone Use Within MedRay Imaging
Cell phone conversations can be disruptive and discourteous to our other clients. Please turn off your cell phones when you are within MedRay Imaging. If you must make or receive a cell phone call kindly step into the building foyer or outdoors to do so. We provide a courtesy phone upon request at the main MedRay reception desk for short urgent telephone calls.

Video Monitoring at Gordon Professional Center
For your security and protection, video monitoring is performed in public areas within Gordon Professional Center, within MedRay Imaging, the Screening Mammography Program of BC offices, and around the exterior of the building.

Patients Arriving Late for Appointments
Appointments are scheduled for all ultrasound, mammography and bone densitometry examinations at MedRay. In order to provide timely and efficient service to all of our clients:
• Patients arriving 25 minutes late or more will be re-booked even if they have called to notify us of the delay. Patients telephoning to notify MedRay of a delay will be advised of this policy.
• All late arrivals will be discussed with the section supervisor before procedures are re-booked.
• Scheduled examinations will proceed even when the time of registration is delayed due to check-in congestion, provided that the patient arrived on time for the appointment.

Professional Staff Chaperone for Medical Imaging Examinations
Medical Imaging examinations such as x-ray or ultrasound are often of an intimate nature. It may be necessary to provide a chaperone during an examination either at the discretion of the health professional providing the service, or at the request of the patient. MedRay professional staff that may act as chaperones include: Radiologists (specialist physician), Medical Technologists, or Technologist assistants. Chaperones may not be family members, interpreters or non-professional staff. The Professional who acts as a chaperone will be present throughout the examination.

Family Members/Guests at Medical Imaging Examinations
Guests or family members such as spouses are welcome to accompany patients in the waiting room. They will not be allowed into the room during the examination except under exceptional circumstances. Exceptional circumstance may include:
• When a medical technologist requires an interpreter during the examination.
• For viewing of the fetus after the medical portion of an obstetrical ultrasound has been completed.
• When a minor child is undergoing an examination a parent may be present. Other children and siblings cannot accompany parents or siblings into examination rooms. Child minding services are not provided and we ask that children not be left in the waiting room. Examinations may be cancelled or rebooked where these conditions cannot be met.

Pets in MedRay Imaging
Our Clients are welcome to bring guide dogs with them during examinations. For the safety of others all other pets will not be allowed on the premises

Non Insured Procedures Payment
• Prepayment is required for all non-insured imaging procedures and non-insured services such as 4D Ultrasound CDs.
• Payment in full by cash, debit, Visa, Mastercard, or American Express must be made at the time of check-in. Examinations and services will not be preformed without prior payment. A written receipt will be provided for all payments .
• Fees for non-insured services will be in accordance with the British Columbia Medical Association (BCMA) Fee Schedule and are not negotiable. All patients from other Canadian Provinces or the United States will be charged the BCMA fee.
• All Non-residents whether from the United States or other Provinces with Canada must complete and sign a "Governing Law and Jurisdiction Agreement" prior to commencement of the examination.
• All MedRay policies and procedures will apply fully to non-residents.

Link to Governing Law and Jurisdiction Agreement

Release of Medical Records
• Original films (hard copies) or digital examinations (recorded on CDs) and reports will be released to authorized healthcare providers or the patient only where a medical record release has been requested either verbally or in writing.
• Authorized healthcare providers include but are not limited to:
• Physicians
• Hospitals
• Workers Compensation Board
• Cancer Control Agency
• Chiropractors
• Midwives.
• Physiotherapists

• Requests for medical records from non- health care providers (e.g. lawyers) will not be released without receipt of a "Request for Access to Personal Information Form" signed by the patient for all requested records.
• Requests from authorized non healthcare providers, persons or agencies for patient information will be charged as follows:
a. One report $20
b. One Report + CD $25
c. Multiple Reports + CD $50
d. CD only $25
e. Medical-Legal Reports per page $140 +

• Requests for medical records accompanied by a signed court order will be released. • Please note that all examinations recorded on film are the original and ONLY patient record and are irreplaceable.

Retention of Medical Records
• Imaging procedures recorded on film, CDs or electronic archive will be retained and accessible for a period of 7 years from the date the procedure was completed.
• Diagnostic Reports shall be retained for a minimum period of 7 years