A clinic card is an essential document for accessing healthcare services at the Directorate of Health Services (DHS) at Olabisi Onabanjo University (OOU).
Whether you are a student, a staff member, or a non-staff member, this card allows you to receive medical attention, including consultations, tests, and other healthcare services provided by the institution.
However, situations can arise where you might misplace or lose your clinic card, necessitating the need for a replacement.
This guide will take you through the steps required to request a replacement clinic card, ensuring that you regain access to healthcare services as quickly as possible.
Requesting a Replacement Card
1. Security Department, OOU
The first step when you lose your clinic card is to visit the security department.
As losses on campus are the most common reason for misplaced cards, your card may have been found and handed over to the security staff for safekeeping.
The security team keeps a record of lost and found items, so checking with them could save you from going through the full replacement process.
If your card isn’t found with the security department, proceed to the next steps.
2. Directorate of Health Services (DHS)
If your clinic card isn’t recovered, the next step is to draft a formal letter addressed to the Head of the Health Information Management (HIM) Department.
The letter should be addressed as follows:
Head of Department,
Health Information Management,
Directorate of Health Services,
Olabisi Onabanjo University,
P.M.B. 2002
Ago-Iwoye, Ogun State
In this letter, clearly explain the reason and circumstances surrounding the loss of your clinic card and request a replacement.
It is important to include your full name, clinic registration or staff number, and contact information in the letter.
For students
- Clinic card replacement request letter
- Health Examination Form A (Form A)
For staff and non-staff
- Clinic card replacement request letter
- Medical registration receipt
Ensure that all required documents are included in your request and signed as required.
3. Health Information Management Department (Room 5)
With the letter and Form A (for students) prepared, submit these documents to the HIM Department.
The team will review your request, record it, and provide the necessary next steps.
Be sure to provide your contact details so that they can reach out to you regarding the progress of your replacement card.
4. Medical Laboratory Department (Room 16)
After your submission at the HIM Department and subsequent approval, proceed to the Medical Laboratory Department.
Here, your blood group and genotype will be documented on your replacement clinic card.
This step is crucial as it ensures that your medical records are accurate and up-to-date.
5. Health Information Management Department (Room 5)
Once the Medical Laboratory Department has detailed your new card, return it to the HIM Department in Room 5 for a final review of your records.
The staff will ensure all information is correct and will then issue your replacement clinic card.
6. Receive Your Replacement Card
After the final check, you will be handed your new clinic card.
Bring along a form of identification, such as a student ID card or staff ID, to confirm your identity when collecting the replacement.
After receiving your new card, verify that all your details are correct before leaving the facility.
Taking care of your clinic card
- Keep Your Card in a Secure Place: Always keep your clinic card in a designated compartment in your wallet or bag, ensuring it is safe from damage or loss.
- Avoid Leaving It in Public Spaces: Be mindful of where you take your clinic card, and avoid leaving it unattended in public places such as classrooms, cafeterias, or workspaces.
- Avoid Leaving It in Public Spaces: Be mindful of where you take your clinic card, and avoid leaving it unattended in public places such as classrooms, cafeterias, or workspaces.
- Keep It Separate from Other Important Documents: If you often carry many important documents, keep your clinic card in a separate compartment to reduce the risk of losing everything at once.