Student Affairs SectionWaseda University

Although this is repeated, please check the points below regarding application for medical fee reimbursement before submitting the application to the  Waseda University Student Health Promotion Mutual Aid Association office or one of the submission counters.

• Only non-contracted medical institutes require application at a counter.
  Application at a counter shall not be necessary (application at a counter is not acceptable) for treatment from the Waseda University Health Support Center on campus and contracted clinics/dental offices and dispensing from contracted pharmacies near campus by presenting your Student ID at the reception counter of each medical institute.
  *If you do not present your Student ID, you shall not be eligible for medical fee reimbursement. Be sure to present it.
• If you do not present your Student ID, you shall not be able to apply at a counter.
• Apply for medical fee reimbursement before the application deadline.
  *No application submitted after the application deadline shall be accepted.
  (Even if the application is accepted by mistake, the office shall process it as an invalid application if it was past the deadline.)
  *While you can also apply by mail, only those that arrived before the application deadline shall be accepted.
  Be sure to mail the application along with required documents as simplified registered mail. 　=> Refer to “Application by mail”
• Please file one application for all of the visits for each month.
  *If you filed multiple applications for visits to the same medical institute within the same month,1,000 yen shall be deducted from each payment.
• You may only apply for reimbursement for treatment covered by insurance. Treatment outside of the scope of the reimbursement and treatment by self coverage cannot be applied for reimbursement by themselves.
  => Refer to “Treatment outside of the scope of the Medical Fee Reimbursement System”
• Please come to the counter with plenty of time ahead before the counter closes.
  *We may not be able to accept applications immediately before the office closing time.
  *Office opening hours may change due to the university’s closed days, long vacations, and special circumstances. Please check on the website.

Refer to “To apply for medical fee reimbursement” for other precautions regarding the application.

• The application is available at the Waseda University Student Health Promotion Mutual Aid Association office and submission counters. You can also download it from here and submit the printout.
• Fill out the Student Number, name, name in kana, telephone number, and visited medical institute by dividing into a clinic, dental office, or pharmacy (*) in the thick-bordered box.
  (*) If you visited three or more clinics within the same month, you may fill it out under the dental office column.
  *Documents filled out with a pencil or pen using special ink that is erased with friction, etc. shall not be accepted.
• Correctly write the Student Number (including the check digit after the “-”).

Refer to “Example” for how to fill out the application.

• Check that the insured medical fee points are included on the receipt.
  *Without the points, the medical fee cannot be reimbursed.
• Submitted application documents shall not be returned regardless of the reason.
  Copies shall be accepted for receipts required for medical fee reimbursement application. If you require the original receipts, submit their copies (*).
  (*) Copies on both sides, “Tadakopi” on campus with something printed on the backside, etc. shall not be accepted.
  *Application documents shall not be returned even for applications outside of the scope of medical fee reimbursement (Example: Treatment outside of the scope of health insurance coverage, application for treatment under the self coverage amount (1,000 yen), application outside of the submission period, etc.). (Documents shall be appropriately discarded by the office)

• Be sure to register the “account under the student’s name” on MyWaseda and confirm that the transfer has been made with account book entry, etc.
  *The name of the account making the transfer shall be “Sodaigojokai,” and transfers shall be made around the middle of each month (around the 10th through the 20th).
  *If you fail to register an account or incorrect information continues for 3 months after application, you shall be considered to have abandoned the reimbursement. The medical fee shall not be reimbursed.
  Note that we shall not notify you regarding any failed transfer, etc. due to incomplete account settings.
  *When you graduate from the Undergraduate School and enter the Graduate School, you must register the “account under the student’s name” again.
  => Reference “What if the medical fee is not reimbursed due to incomplete information on the account under the student’s name?”
• In case of questions regarding the transferred amount, check the points below on your end based on the submitted receipts from medical institutes.
  (i) Is the “account under the student’s name” correctly registered on MyWaseda?
  (ii) Did it exceed the annual reimbursement limit (60,000 yen)?
  (iii) Did you receive insured treatment exceeding the self coverage amount (1,000 yen) from the same medical institute within the same month?
  (iv) Did you file multiple applications for treatment received from the same medical institute within the same month? (The self coverage amount shall be deducted for each application)
  (v) Did it include treatment outside of the scope of medical fee reimbursement (Examples: Document fee, vaccination, health checkup, aesthetic treatment, etc.)?
  (vi) Did you file the same application more than once?
  (vii) Did your application pass the application deadline?

*The office shall not provide information on whether or not an application was filed, detailed history regarding documents submitted in the past, etc. Be sure to keep a record yourself.