Waseda WeeklyWaseda Weekly

*This article has been edited to include some of the latest information based on an article published on April 18, 2022.

Up to 60,000 yen in medical expenses will be reimbursed per year for medical, dental, and pharmacy services

Even if you are responsible for 30% of the medical expenses (in the case of medical treatment covered by insurance), medical expenses are often unexpected expenses. Did you know that Waseda University Waseda University Student Health Promotion Mutual Aid Association can get a refund for any self-payments that exceed 1,000 yen per month per medical institution (up to a maximum of 60,000 yen per year)? In addition, if you are injured in an accident during educational or research activities, you can use the student compensation system. In this article, we interviewed the student staff at the Student Engagement and Job Center (hereinafter referred to as SJC) who work at the medical expense benefit application counter about how to apply and things to be aware of, as well as a doctor at the gynecology (ladies' clinic), one of the contracted medical institutions, about medical examinations. Why not take advantage of the medical expense benefit system, which allows you to get your money back with a simple procedure?

(*1) Excluding School of Human Sciences course students, sponsored non-degree students, non-degree/research students, students affiliated with Center for Japanese Language, exchange students, and special foreign trainees.

How can I get my medical expenses refunded? We asked the SJC student staff at the reception desk.

Mii Taniguchi, 3rd year, School of Commerce

*Student affiliation and year of study are as of the time of the interview in 2022.

The medical expense benefit system is a system where medical expenses can be refunded under certain conditions when you visit a medical institution (medical, dental, or pharmacy) by applying for a refund. There are "contracted medical institutions" and "non-contracted medical institutions." We spoke to a student staff member who works at the counter about the difference between the two and how to apply for a "non-contracted medical institution."

--What do you do as an SJC student staff member?

As an SJC student staff member since the fall of my first year, I have been handling medical expense benefit applications. The medical expense benefit system is a system that pays a portion of the self-paid portion of medical expenses paid at medical institutions (30% of the medical expenses covered by insurance) based on claims, up to an annual benefit limit of 60,000 yen. The benefit amount is the remaining amount that exceeds 1,000 yen per month per medical institution.

Actually, I didn't know about the medical expense benefit system until I started this job, but now I use it whenever I'm eligible. I don't know many of my friends who have used it, so I always tell them about it, and I'm grateful that I can get a refund, even if it's a small amount. I think it's a great system because it refunds a significant amount of hospitalization fees as long as they are covered by insurance.

--I heard that the procedures are different for "contracted medical institutions" and others.

There are contracted medical institutions around the campus (※2), and if you present your student ID and health insurance card when you are examined there, you will automatically be covered by medical expenses without the need for application procedures at the university. After the examination, you will have to pay at the medical institution's counter, but the amount will be transferred to your account (※3) registered in your name on MyWaseda under the name "Soudaigojokai" about two months later, minus 1,000 yen per month per medical institution.

(※2) We have agreements with medical clinics (11 clinics), dental clinics (12 clinics), and pharmacies (4 stations). Click here for the list.
(※3) You must register a personal account on MyWaseda in advance.

--How do I go about the procedure if I use a non-contracted medical institution? Please let me know if there are any points to be aware of.

Unlike "contracted medical institutions," you must apply for the fee yourself. One thing to note is that you cannot apply unless the total amount for one medical institution in one month is 1,000 yen or more. For example, if you add up receipts for 500 yen and 600 yen for one medical institution in one month to 1,000 yen or more, or if you combine the pharmacies you use into one, so that the total amount for one month is 1,000 yen or more, you can apply for the combined amount even if you received medication at different medical institutions (however, you must apply for all of them at once).

To apply at the university, you will need three documents: an application form, a receipt (copies are acceptable), and your student ID. We often get questions about which receipts are eligible, but self-paid medical treatment is not covered by insurance, so they are not eligible. There is also a deadline for applying. You must apply by the 10th of the third month following the month of treatment (for example, if you received treatment in April 2024, apply by July 10th, 2024). If you have any questions, please feel free to ask at the counter.

The application process is simple. Let's apply!

1. Fill in the bold box on the application form (no need to fill in anything outside the box)
2. Submit the application form and receipt (a copy is acceptable *4) along with your student ID card to the office. Applications can also be submitted by mail. Please see here for important points to note when applying by mail.

Photo on the left: Medical expense application forms are always available at the counter near the Student Affairs Section of the Waseda University Student Center Toyama Campus. To download the application form, here
Right: Application counters and opening hours for each campus here Please confirm

(※4) Once submitted, it cannot be returned.

Reference: Click here for frequently asked questions about the medical expenses benefit system

Director of Nadeshiko Women's Clinic: "If you're feeling anxious, come see us first"

Dr. Satoko Miyata, Director of Nadeshiko Women's Clinic

In response to many requests from Waseda University students, we spoke to Dr. Miyata, director of Nadeshiko Women's Clinic, a gynecology and gynecology clinic that has become a contracted medical institution, about gynecological examinations.

--Many people, especially students, feel that it is difficult to go to a gynecology clinic. Do you feel uneasy if you are a student visiting alone?

Our clinic is a dermatology and co-medical clinic for women only. As the name suggests, it is a "Women's Clinic" and is not specialized in gynecology, so it is easy to enter. We also treat acne, dry skin, atopic dermatitis, skin irritation caused by wearing masks, rough hands caused by alcohol disinfectants, and hay fever.

--Please tell us if there are any points you pay attention to when examining students.

This is not because they are students, but many young people are nervous when they go for a gynecological examination, so we try to explain things in simple terms and use printed materials to make the information as concise as possible. Some people, especially those who have dysmenorrhea (covered by insurance) or who want to take the pill for menstrual reasons, may think that they will have an internal examination, but internal examinations are not always performed. Internal examinations are performed when necessary, such as in cases of severe menstrual pain where there seems to be an underlying illness, but in most cases an abdominal ultrasound can be sufficient. There is no sudden internal examination.

--Is there anything I need to bring or be careful of when I visit the clinic?

Please bring your student ID and health insurance card. If you are consulting about menstruation, please make sure you know the start date of your last menstrual period. Furthermore, if you are consulting about irregular periods, it would be helpful if you could record how irregular they are and the span of your menstrual period for about three months. Also, if you are consulting about skin problems, please do not wear makeup on the affected area.

--Finally, please say a word to students who have concerns such as, "Is it okay to go to the doctor for something like this?" or "Will the examination hurt?"

We will never examine or treat you without your consent, and internal examinations are rare, so please rest assured. Even if you are unsure whether it is ok to consult about such a small matter, please come and see us. Many of the skin-related consultations we receive are about whether a rash is OK, but when we examine it, it often turns out to be just a wart or a benign boil. Rather than worrying, we hope you will come and see us.

Left: The reception desk at Nadeshiko Women's Clinic. A bright and welcoming atmosphere.
Photo on the right: At the reception desk there is a green plate proving that the institution is a contracted medical institution.

Photo by Nanako Ono

For information on the multilingual support status of each contracted medical institution, please click here. For more information, please contact each contracted medical institution directly.

If you are involved in an accident during educational or research activities, you can use Liability Protection Program for Waseda Students (GAKUBAIHO)

The Student Compensation System (Injury Compensation, hereafter referred to as Gakujuho) is a system unique to Waseda University that was established with the aim of reducing the financial burden of medical expenses and other expenses incurred by students who suffer injury, permanent disability, or death due to an unforeseen accident while engaged in educational or research activities (*5). The amount of compensation is ultimately determined by the university, based on an assessment by an assessment company. Please note that compensation only applies to bodily injuries sustained during educational and research activities at the university, and does not cover illnesses.

(※5) "During educational and research activities" means "during regular classes," "during school events," "while on school facilities," "during Extracurricular activity (only for officially recognized groups)," "while commuting to school," or "while traveling between facilities."

Frequently Asked Questions (FAQ): Are these cases covered by school injury compensation?

[Case 1] Injury during student club activities on campus, such as in Waseda University Student Center

If you belong to an officially recognized student club, you will be covered by the school injury compensation. Extracurricular activity on campus are covered while they are conducted under the management of an officially recognized student club (excluding periods or acts prohibited by the university). However, those whose names are not on student club roster are not covered.

[Case 2] Injuries during sports club activities

This is covered by the Student Injury Compensation. However, due to the relationship with the Sports Safety Insurance subscribed to through Athletic Center only hospitalization is covered. Outpatient care is covered by the Sports Safety Insurance.

[Case 3] Injuries sustained during regular classes (e.g. experiments or physical education classes) within school facilities

This is covered by the Student Injury Compensation.

[Case 4] Injuries caused by traffic accidents while commuting to school

In addition to university classes, commuting to school for the purpose of participating in school events and Extracurricular activity is also covered. However, this is only applicable if the total number of treatment days is four or more days.

[Case 5] Injury while moving between facilities within school facilities

This is covered by the Student Injury Compensation. However, this only applies if the total number of treatment days is 4 days or more.

[Case 6] Injuries sustained during seminar or student club training camps at off-campus accommodations, or during student club activities off-campus

This is covered by the School Injury Compensation. In the case of seminar training camps, you must submit a "Notification of Activities Outside School Facilities" in advance, and in the case of student club activities (※6), you must submit a "Notification of Training Camps and Expeditions" (※7) in advance. If you do not submit the form, you will not be covered by the compensation.

(※6) Student compensation is only available to officially recognized student club. Students from other universities are not covered.
(※7) The "Training Camp/Expedition Notification" must be submitted in advance when student club is to carry out off-campus activities, regardless of distance or whether or not overnight stays are required. Please submit the notification to the Student Life Division at least 7 days before the start of the activity (excluding Saturdays, Sundays, holidays, and general holidays/if the office is closed, the day before the Student Affairs Section is closed) (deadline must be strictly observed).

You can also use the medical benefits and student compensation system at the same time. The deadlines for submitting each are different!

【Submission Deadline】
◆ Medical expenses benefits: From the month following the month of medical treatment until the 10th of the third month
(Example: Medical expenses incurred in April 2024: up to July 10, 2024)
If the 10th falls on a Saturday, Sunday, national holiday, or during the university's summer or winter holidays when Student Affairs Section is closed, the deadline will be the next weekday. (The deadline will not be extended on national holidays when classes are held, as the office is open.)

Treatment month	Deadline for submission (must arrive by this date if sending by mail)
April, May, June 2024	Applications must arrive by Wednesday, July 10, 2024
May, June, July 2024	Applications must arrive by Tuesday, August 20, 2024
June, July, August 2024	Applications must arrive by Tuesday, September 10, 2024

​Click here for a quick reference table of the deadline for submitting the "Application Form" for 2024. If any changes occur, they will be posted on the Student Affairs Section website as they occur.

When you visit a contracted medical institution, please present your student ID and health insurance card at the institution every time. There is no need to apply at the university office.

◆ Student Compensation System: In principle, within 30 days from the date of the accident (※8)
(Example: If you are injured on May 1, 2024, your coverage period is until May 30, 2024)

(※8) Regarding the Student Compensation Scheme, in unavoidable circumstances, your claim will be accepted even after 30 days by submitting a "Reason for Delayed Notification of Accident."

To submit an accident notification for Liability Protection Program for Waseda Students (GAKUBAIHO) or to issue a registration certificate for the Student Compensation Scheme (injury compensation, liability compensation), please come to Student Affairs Section (1st floor, Waseda University Student Center, Toyama Campus) during opening hours (Monday to Friday, 10:00-16:00) well in advance.

◆ For details on application desks and documents to be submitted, please visit the websites of each system.
・ Medical Expense Benefit System
・ Liability Protection Program for Waseda Students (GAKUBAIHO)