Copying Medical Records in China: Who Can Apply and What to Bring

Summary: In China, a patient or an entrusted agent may apply to inspect and copy the medical record. The patient's identity document is required; an agent also needs proof of the agency relationship and a written authorisation. Copies must carry the hospital's certification mark. If a dispute arises, the parties may seal a copy of the record together, and unsealing requires the signatories to be present. This article describes the published rules and steps only; it is not legal advice.

After outpatient or inpatient care in China, an international patient often needs the medical record, test reports or imaging to continue treatment at home, claim insurance or brief a family doctor. The original record stays with the hospital and cannot simply be taken away. The practical route is to apply for a copy through the hospital's designated medical-record or medical-affairs office. National rules set out who may apply, which documents are needed, what can be copied and how sealing works. The receiving desk, appointment method and copying fee are set by each hospital, so confirm them with the treating hospital before travelling.

Who may inspect or copy a medical record?

The patient or an entrusted agent may apply. If the patient has died, a lawful heir or the heir's agent may apply. Other individuals and organisations may not inspect a patient's record without authorisation.

Article 17 of the 2013 Provisions on the Administration of Medical Records in Medical Institutions lists the patient-side applicants, and Article 18 requires a hospital to designate a department or a responsible person to receive applications and check the documents. Article 15 restricts ordinary access to treating clinicians and to record-management or medical-management staff authorised by the health authority or the hospital.

Separate rules apply to public authorities and insurers. Public security, judicial, human-resources and social-security, insurance, and medical-dispute appraisal bodies may obtain records for casework, appraisal, medical-insurance or commercial-insurance review, subject to the documents and identity checks set out in Article 20. That is not a patient application, and the hospital will check the official request, the handler's identity and the employment certificate.

What documents should an applicant bring?

A patient applying in person brings a valid identity document. An agent also brings both identity documents, legal proof of the agency relationship and a written authorisation. For a deceased patient, the heir also brings the death certificate and proof of kinship.

The usual document set is:

Applicant	Documents to prepare
The patient	Valid identity document
The patient's entrusted agent	Identity documents for both patient and agent, legal proof of the agency relationship, written authorisation
A lawful heir of a deceased patient	Death certificate, heir's identity document, legal proof of kinship
An agent of the heir	The deceased-patient documents above, plus proof of the agency relationship and written authorisation

International patients normally use a passport. The name on the passport should match the hospital record. If the patient registered under a different spelling, an alias or an old passport number, explain this to the receiving office and supply whatever evidence the hospital requires to show that the records belong to the same person. Whether a foreign-language authorisation needs a Chinese translation, and what extra verification the hospital may ask for, is a local receiving-office requirement; ask before submitting.

Which parts of the record can be copied?

Outpatient and emergency records, and the inpatient record's temperature chart, order sheet, admission note, surgery and anaesthesia records, nursing records, discharge record, laboratory reports and medical-imaging data are within the listed copying scope.

Article 19 of the 2013 Provisions lists the items that may be copied or inspected:

• outpatient and emergency records;
• the inpatient temperature chart, order sheet and admission note (admission record);
• surgery consent, anaesthesia consent, anaesthesia record and surgery record;
• critical-care nursing records and the discharge record;
• blood-transfusion informed consent and special-examination or special-treatment consent;
• pathology reports, laboratory reports and other auxiliary-examination reports;
• medical-imaging data.

Article 16 of the 2018 Regulation on the Prevention and Handling of Medical Disputes uses broader language: the patient has the right to inspect and copy "all materials belonging to the medical record", and it lists the outpatient record, admission note, temperature chart, order sheet, laboratory sheets, imaging data, surgery and anaesthesia records, pathology materials, nursing records and medical costs. The two instruments should be read together in their current versions. In practice, the hospital's record department decides which materials can be released under the rules in force.

What is the copying process?

Submit the application and documents to the hospital's designated records or medical-affairs office. After review, records staff bring the file, copy it in the applicant's presence, and the hospital adds its certification mark after both sides check the copy.

The usual steps are:

1. Find the receiving office. It is often the medical-record room, medical-affairs office or patient-service centre; confirm the counter and opening hours with the hospital.
2. Submit the application and documents. Complete the hospital's records-copy form and present the identity and agency documents.
3. Hospital review. Staff check the applicant's standing, the completeness of the documents and the scope of what may be copied.
4. Agree a time. The hospital arranges for records staff to bring the file to a designated place.
5. Copy in the applicant's presence. The applicant checks the number of pages and the content.
6. Add the certification mark. Once both sides confirm the copy, the hospital stamps it with its certifying mark.
7. Pay the copying fee. The hospital may charge a cost-based fee under its published rules.

If the record is not yet complete, the hospital may copy the completed part first and copy the newly completed part later. There is no single national deadline in working days for releasing a patient copy; waiting time depends on archiving, clinician completion and hospital workflow. Ask at submission and keep the receipt.

Can electronic records be copied?

Yes. An electronic medical record has the same legal effect as a paper record. The hospital should still produce, check and certify the copy.

Article 4 of the 2013 Provisions states that electronic and paper records have equal effect. The same provisions require a unique patient identifier and, where an electronic record exists, a link between that identifier and the identity-document number. For the patient, the important question is not whether the copy is on paper or in a file, but whether the hospital produced it through the proper process, whether it is complete, and whether it carries the hospital's certification mark.

For insurance claims, follow-up abroad or submission to another institution, confirm that the copy carries the hospital's certification mark. A photograph taken by the patient or an ordinary printout without hospital confirmation may not be accepted.

How do sealing and unsealing work?

If a medical dispute arises, the hospital and the patient may confirm and seal a copy of the record together. The hospital keeps the sealed copy, and unsealing takes place with the signatories present.

Articles 24 to 27 of the 2013 Provisions set out the process:

• sealing takes place with the hospital or its agent and the patient or the patient's agent present, and the copy is signed and sealed;
• if the hospital applies for sealing, it must notify the patient to take part;
• the hospital keeps the sealed copy;
• the original record may continue to be used and completed after sealing;
• if the record is incomplete, the completed part may be sealed first and the newly completed part sealed later;
• unsealing takes place with all signatories present.

Sealing normally belongs to dispute handling and is not the same as routine copying. Whether to seal, who applies, how the copy is kept and how it is unsealed should follow the hospital's and the local health authority's instructions. Because sealing is part of dispute handling, consider advice from a qualified legal professional; this article does not provide legal advice.

What should international patients check before applying?

Bring the passport and agency documents, make sure the name matches the record, ask about opening hours, fees, collection and translation requirements, and keep the submission receipt.

Practical points:

• Identity consistency. The passport name and date of birth should match the hospital record. If an old passport or a different spelling was used, explain it and supply the evidence the hospital requires.
• Agency documents. If a relative or friend applies, the authorisation should identify the patient, the agent, the authorised acts and the period of authorisation, in the format the hospital requires.
• Translation. Ask whether a foreign-language authorisation or kinship certificate needs a Chinese translation; do not assume.
• Purpose. Tell the hospital whether the copy is for insurance, follow-up abroad or another use, so the office can confirm the needed scope.
• Page check. At collection, check the page count, test reports and imaging data; raise missing items on the spot.
• Keep records. Keep the application receipt, payment receipt and collection record for any later request.

For the registration, payment and report-collection steps on the day of the visit, see what to expect at a hospital in China. For how a health-check report is produced and collected, see health checkups for foreign visitors. For whether test results can be used at another hospital, see the HR mutual-recognition rules. For a publicly reported patient visit, see the case note. Other common questions are in the international patient FAQ.

Where these rules are published

1. Provisions on the Administration of Medical Records in Medical Institutions (2013 edition) (国卫医发〔2013〕31号), State Council Gazette of the People's Republic of China, 2014 No. 5, accessed 2026-10-26: https://www.gov.cn/gongbao/content/2014/content_2600084.htm
2. Regulation on the Prevention and Handling of Medical Disputes (State Council Order No. 701), Article 16, The State Council of the People's Republic of China, accessed 2026-10-26: https://www.gov.cn/zhengce/content/2018-08/31/content_5318057.htm

Medical information notice: This article provides general information only. It is not medical or legal advice. Whether a record can be copied, what it includes and how long the hospital takes are matters for the treating hospital under the rules in force. For a medical dispute, sealing or litigation, consult a qualified legal professional.

Prepared by the Medical Escort Team, Liaoning Taimu Business Technology Co., Ltd. Policy information checked 2026-10-26.