PAIA Section 51 Manual

Statutory Obligation

This manual is published on www.medreport.co.za and is available to any person who requests it, as required under PAIA. It is reviewed at least annually and updated when material changes occur to the company's structure, activities, or records held.

Contact Details of the Information Officer

• Company name: Med Report Solutions (Pty) Ltd
• Registration number: 2026/424068/07
• Physical address: 17 Somerset Street, Richmond Hill, Port Elizabeth, 6001
• Postal address: 17 Somerset Street, Richmond Hill, Port Elizabeth, 6001
• Email (PAIA requests): legal@medreport.co.za
• Telephone: Available on request — submit enquiries to legal@medreport.co.za
• Website: www.medreport.co.za
• Information Officer: Devereaux Joubert
• Deputy Information Officer: Angela Grant

Structure, Activities, and Purpose of the Company

Med Report Solutions (Pty) Ltd is a private company incorporated under the Companies Act 71 of 2008 and conducting business in the Republic of South Africa. The company provides the MedReport platform (developed and operated with Smart Station (Pty) Ltd) — a SaaS application that assists registered healthcare practitioners to generate medical reports through intelligent processing technology.

• Provision and support of the MedReport software platform for subscribing practices
• Assisted drafting of configurable medical report types (clinical notes, progress, discharge, letters, certificates, and practice-configured types)
• Processing of patient health information on behalf of subscribing practices as an Operator under POPIA
• Voice/consult capture and related transcription processing where enabled for the practice
• Document upload and extraction workflows for source clinical materials
• Optional public verification of finalised medical certificates (legitimacy check only — not full clinical content)
• Storage and retention of approved medical reports consistent with the National Health Act 61 of 2003 and subscriber contracts

Categories of Records Held

• Patient health records — medical reports, clinical notes, diagnoses, treatment information, medication records
• Patient identifying information — names, identity numbers, dates of birth, addresses, medical aid numbers
• Source clinical materials — uploaded documents, extraction outputs, and related processing metadata
• Voice/consult recordings and transcripts where the practice enables recording features
• Report delivery and verification metadata (e.g. send history; medical certificate verification tokens and limited public verify fields)
• Healthcare practitioner records — names, HPCSA registration numbers, practice numbers, contact details
• User account, role, audit, and security logs for the platform

Retention periods are set out in the Privacy Policy. Personal information is protected with encryption and access controls; hosting regions depend on deployment configuration and contract — contact us for current residency options.

Note: Subscriber and operational records (billing, system logs, technical documentation) are not listed here. Subscribers receive a full Data Processing Agreement and Account Holder Policy Pack upon subscription.

Records Available Without a Formal Request

• This PAIA Manual — www.medreport.co.za/legal
• Privacy Policy — www.medreport.co.za/privacy
• Acceptable Use Policy — www.medreport.co.za/terms-of-use
• Cookie Policy — www.medreport.co.za/cookies

Records Available Upon Formal Request

• Personal information held about the requester
• Health records held about the requester (via treating practice)
• Contractual records to which the requester is a party

Procedure for Requesting Access to Records

Requests must be submitted in writing using Form C (available from the Information Regulator).

• Email: legal@medreport.co.za (subject: PAIA Access Request)
• Post: 17 Somerset Street, Richmond Hill, Port Elizabeth, 6001
• In person: By prior appointment only

Requests must include full name, contact details, description of records, form of access required, proof of authority if acting for another, and proof of identity if personal information is requested.

Fees: No fee for personal information requests. Other requests require a R35 request fee. Reproduction costs may apply.

Timeline: Med Report Solutions (Pty) Ltd will respond within 30 days, extendable by another 30 days if necessary.

Grounds for Refusal of Access

• Contains personal information about a third party
• Disclosure would breach confidence
• Protected by legal professional privilege
• Would prejudice commercial information
• Record does not exist or cannot be found

Remedies in the Event of Refusal

• Apply internally to the Information Officer within 30 days
• Lodge a complaint with the Information Regulator
• Apply to the High Court of South Africa for relief

Review and Updates

This manual will be reviewed annually and updated when material changes occur to the company's structure, activities, or the records it holds. The current version is always available at www.medreport.co.za/legal. Questions should be directed to the Information Officer atlegal@medreport.co.za.