Requesting inpatient records for use abroad

List the records you need

A discharge summary is only one part of an inpatient record. Ask your receiving hospital or insurer which documents it needs, then send that list to the treating hospital’s medical records office. Relevant items may include admission and discharge records, operation and anaesthesia records, pathology and laboratory reports, imaging materials, nursing records and medical expenses. Chinese regulations give patients rights to inspect and copy their medical records and require a certification stamp on copies.

Arrange the copy request

Confirm the hospital’s application route, identity documents, available collection or delivery options, and when the record will be ready. For a representative, ask about both parties’ identification and written authorisation. Check patient details, admission dates and the document list when collecting the copies. Request imaging files separately if needed.

Confirm overseas document requirements

Before paying for translation or authentication, ask the receiving organisation whether it requires them. If an Apostille is requested, confirm the destination and document route with a notary or competent foreign affairs office. China’s process generally starts with an eligible notarial or other certification document. An Apostille authenticates the final signature or seal; it does not certify the medical content or guarantee acceptance.

Official sources

• NHC: Regulation on prevention and handling of medical disputes, Article 16
• Peking Union Medical College Hospital records-copy guidance
• MFA China: Apostille application guidance

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