What documents and written confirmation do you need to request an appointment at a Chinese hospital?

If you have chosen a hospital in China and want to book a specialist appointment or ask the hospital to review your condition first, prepare a brief summary, ask how to submit it, and send relevant reports to the department designated by the hospital. Ultimately, you need an appointment record that lets you verify the patient, clinic, time, and payment status. If the hospital is still reviewing your documents, keep following up; an acknowledgment of receipt does not mean your appointment is confirmed.

If your condition suddenly worsens or you have a medical emergency, seek emergency medical help where you are. Do not wait for a reply to an appointment email.

Key points

• Use contact channels published on the hospital’s official website or verified by the hospital. First ask whether it accepts your identity document, the language of your records, and your application method. Arrangements may differ between hospitals, platforms, and campuses.
• Your summary should clearly describe your current condition, treatment history, and the questions you want the doctor to answer. Submit reports, original imaging files, or pathology materials as requested by the hospital.
• “Received,” “forwarded to the department,” “reviewed by clinical staff,” and “appointment confirmed” are different statuses. Ask the hospital what stage your request has reached and what is still missing.
• An outpatient appointment does not mean the hospital has agreed to admit you, perform surgery, or provide a particular treatment. Before paying nonrefundable fees, confirm the scope of the arrangements already made.
• Keep the hospital’s confirmation, payment receipts, and contact details. Photos of identity documents and medical records are sensitive information. Verify the recipient and transfer method before sending them. Do not send verification codes or account passwords.

1. Confirm the hospital’s contact channel and the purpose of your visit

Start with one sentence explaining what you hope to achieve, such as: “I have received treatment locally and would like a specialist to review my existing records and discuss further assessment.” If you are unsure which department to contact, tell the hospital your existing diagnosis and main concerns, and ask for help identifying the appropriate department. Do not describe a condition still under investigation as a confirmed diagnosis.

Find contact details for appointments, patient services, or the international medical department on the hospital’s official website. You can also check official appointment platforms. When making contact, first ask:

1. Does this campus and department accept this type of inquiry? Do they need to review medical records first, or can you book an outpatient appointment directly?
2. Do they accept the patient’s identity document, overseas mobile number, or email address? If you cannot use the online system, is there another way to book?
3. Which address or upload portal should you use for the request and records? What languages and file formats are accepted? Who will respond?
4. Are you requesting a general or specialist outpatient appointment, an international clinic appointment, a remote consultation, or a multidisciplinary consultation? Is your required language or interpreting available? How long is the consultation expected to last, can a family member accompany you, and can the hospital provide a written summary in your required language?

The National Health Commission’s 2023–2025 action plan to improve patients’ experience states that secondary-level hospitals and above should offer multiple appointment channels and options for valid identity documents. This does not mean every channel supports every type of identity document.[1] For example, Beijing Friendship Hospital’s 2024 guide for the International Medical Center at its Tongzhou campus lists online and telephone booking, and its online patient management system allows identity documents such as passports. Check current availability with the hospital.[2]

2. Prepare a one-page medical summary and relevant documents

Begin with the patient’s own name and reliable contact details. Enter the name as required by the hospital’s system, matching the identity document used for the visit. First ask the hospital whether you need to provide the document number and a photo in advance, and how to send them securely. If applying on someone else’s behalf, explain your relationship to the patient, obtain the patient’s consent as required by the hospital, and provide the necessary information.

You can organize the summary in the following order. Leave out items that do not apply:

• Current condition: Age, existing diagnoses or problems under investigation, main symptoms, and when they started. Mark any unconfirmed diagnosis as “to be confirmed.”
• Timeline: Dates of important tests, surgery, or treatment; main results; and changes after treatment. If the patient is still taking medication, list the names, how they are taken, and any known allergies.
• Purpose of this visit: The 1–3 specific questions you want the doctor to address, along with your preferred approximate dates, location, or consultation format.
• Attachment list: List recent test reports, discharge summaries, pathology reports, or imaging relevant to your questions, with dates. Explain which records are still missing and when you can provide them.

First ask the hospital which files and translations it needs. Reports describe the findings, but if the hospital needs to review the images itself, ask about the original imaging format, how to upload the files, and whether the hospital can open them. If pathology slides or other physical materials are needed, first ask about requirements for receiving, shipping, and returning them. Keep the original files and translations, and ask the hospital to point out any unclear medical terms in the translations. Do not remove or alter report content on your own.

3. Submit your request and track its status

You can copy the text below and fill it in with your actual information. Leave unconfirmed details blank; do not make them up.

Subject: Appointment request | Patient name | Department or concern for consultation

Hello, I would like to consult your hospital’s [campus/department; please help direct me if uncertain]. The patient is [name, age], with [existing diagnosis or problem under investigation], and would like [outpatient visit/records review/other, with specific questions]. Possible dates are [date range]. Attached are [records and dates]; [missing records] are still outstanding.

Do you accept this type of request? Are the records complete, which department have they been forwarded to, and is a preliminary review by a doctor required? If an appointment can be arranged, please provide the time, location, scope of services, fees, and confirmation method. Contact person: [name, relationship to the patient, and contact details].

Check the address and attachments again before sending. If the hospital only acknowledges receipt, you can reply: “Have the records been forwarded to the department that would see the patient? Who is handling the request now, which documents are still missing, and when and how can I check the outcome?” Keep the date sent, attachment list, and any application reference number provided by the hospital. If you receive no reply, follow up through a verified official channel. Do not repeatedly forward medical records to unknown addresses.

If the hospital says it “cannot accept the request at present” or asks for additional documents, clarify the reason, what is missing, and which alternative documents are acceptable. If it cannot arrange an appointment, you can ask whether another department or route may be suitable. The hospital and clinical team decide whether they can see the patient.

4. Check each part of the appointment confirmation

Ask the hospital for confirmation you can save, such as an appointment system record or a written reply. Hospitals may not issue a standard “confirmation letter.” If information is incomplete, ask the appointment department directly for the missing details:

• Patient and location: Patient name, identity document type or identifying information used for verification; the hospital’s full name, campus, address, and department.
• Appointment details: Clinic type, doctor or team if assigned, date, time slot, and appointment number or other reference the hospital uses to look up the booking; whether it is an in-person visit, remote consultation, or records review.
• Fees and services: Amounts paid and still due, chargeable items, and payment receipts; whether interpreting, imaging/pathology review, and tests cost extra, and which items still need a quote or assessment. If you want tests on the same day, ask whether this can be arranged.
• Next steps: Whether you still need to submit records or complete identity registration, and where and when to check in; how to reschedule, cancel, or request a refund, and whom to contact if the doctor’s clinic is canceled.

If the confirmation only says “records received” or “a particular department is recommended,” keep asking whether an appointment slot has actually been allocated and whether there is an appointment number and visit time. An appointment time also does not guarantee that you will enter the consultation room at that exact time. Ask when you should arrive, and save the confirmation on your phone so you can view it without internet access.

5. Check again before paying and traveling

Before paying, confirm with the hospital who will collect payment, the payment method, currency, items covered, and refund conditions. Keep receipts from the hospital or payment recipient. If a third party is coordinating the arrangements, ask separately about its service fees and the hospital’s fees, and verify the appointment record with the hospital. Patients using insurance should also ask both the hospital and insurer whether this campus and service are covered, whether prior approval or a letter of guarantee is required, and which costs must be paid upfront. Do not assume direct billing has been arranged until both parties confirm it.

If you plan to travel across borders for treatment, ask about more than the outpatient appointment date. Confirm whether the hospital has completed the required records review, whether further tests or admission have been arranged, and which decisions must wait until an in-person consultation. Ask your current doctor to help assess care arrangements while you wait and travel. Before departure, check the doctor’s clinic schedule, campus, and appointment status with the hospital, and consider the change and cancellation terms for flights and accommodation.

After arrival, follow the hospital’s instructions to create a patient record under your verified identity, register for the visit, and check in. Appointment confirmation and delivery of your records do not replace these steps.

Frequently asked questions

What if I do not have a Chinese mobile number or the online system does not accept passports?

Do not enter a false number or use someone else’s identity. Ask whether the hospital supports overseas numbers, email, telephone booking, or other staff-assisted methods, and where the final notification will be sent. Availability depends on the hospital and platform.[2][3]

Must all records be translated into Chinese first?

Not necessarily. First ask the receiving department which languages it accepts, which documents need translation, and in what format. If medical terms or content are unclear, ask the hospital to explain. Keep the original documents and any existing translations until the requirements are confirmed.

Can I apply on behalf of a family member?

Obtain the patient’s consent first, explain that you are acting on their behalf, and ask the hospital what authorization and identity information it requires. Use the patient’s own accurate information for the appointment. Beijing’s outpatient appointment rules require the person making a booking on someone else’s behalf to provide their own name, valid identity document number, and contact details. These rules apply to outpatient appointments at medical institutions in Beijing and exclude online outpatient consultations, emergency care, and certain other services.[4]

If I have sent reports, do I still need to bring originals or imaging?

Ask the department that will see you whether it needs original reports, imaging files, or pathology materials, and what to bring to the hospital. After uploading, ask the recipient to confirm that the files are complete and can be opened. The hospital must confirm whether it can review imaging in advance.

An intermediary says the appointment is booked. How can I verify it?

Ask for the hospital’s appointment record, booking reference, and payment receipts. Then use a verified hospital channel to check the patient, campus, time, and payment status. If the hospital cannot find the booking, first ask the coordinator and hospital to establish why. Until it is confirmed, do not treat a chat history as proof of an appointment.

What if the doctor’s clinic is canceled after confirmation, or I need to reschedule?

Contact the appointment department as soon as possible. Ask whether you can change doctors, reschedule, or cancel, and how any fees already paid will be handled. Keep the cancellation record and refund receipt. Specific deadlines and rules are those provided by the hospital and appointment channel.[4]

Does an outpatient appointment mean the hospital has agreed to provide treatment or admission?

No. Ask the hospital to explain separately which service is currently confirmed, whether the clinical team has reviewed the case, and what further assessments are needed. Treatment or admission arrangements are subject to the hospital’s subsequent explicit confirmation.

Sources

Information checked on November 6, 2026. Each hospital’s appointment and fee rules may change. Follow the latest response from the campus you plan to visit.

1. National Health Commission: Action Plan to Improve Patients’ Experience of Seeking and Receiving Care (2023–2025): Policy requirements for appointment systems, multiple identity document options, and multiple booking channels.
2. Beijing Municipal Health Commission: How to Book at the International Medical Center, Tongzhou Campus, Beijing Friendship Hospital: Specific booking channels and examples of accepted identity documents published by this campus in 2024.
3. Guangzhou Municipal Health Commission: Guangzhou Health Pass Frequently Asked Questions: Support for overseas identity documents at some hospitals on the platform, along with platform notifications and limitations.
4. Beijing Municipal Health Commission: Standards for Managing Outpatient Appointment Services at Medical Institutions in Beijing: Beijing’s requirements for appointments using verified identity information, details for bookings made on another person’s behalf, and information to provide when confirming an appointment.
5. National Health Commission: Core Health Education Messages and Explanations on Seeking Appropriate Medical Care: Using official channels to learn about hospitals, and bringing identity documents, previous medical records, and test results.