How to Request Medical Records from a Thai Fertility Clinic: A Patient Checklist

To request medical records from a Thai fertility clinic, contact the clinic’s medical records or patient coordination department in writing. State clearly that you are the patient, list the exact records you need, confirm how you will prove your identity, and ask about the clinic’s own request form, fees, format options and expected timeline. Clinics set their own policies, so confirm each step directly with your treating clinic before you rely on a date or a document.

At a glance

• Contact the clinic’s medical records or international patient office, not a general enquiry inbox if a specific one exists.
• Make the request in writing and keep a copy.
• Specify each document you need rather than asking for “all records”.
• Ask what identity and consent documents the clinic requires.
• Confirm whether records can be sent electronically, by post, or collected in person.
• Ask whether translation or a certified copy is available and what it costs.
• Request a written timeline and a reference number.

Who to contact

Start with the clinic where you received treatment. The right contact depends on how the clinic is organised. Common options include:

• The medical records department.
• The international patient or patient coordination office.
• Your treating doctor’s office or nurse coordinator.
• The clinic’s general reception, which can redirect your request.

If you are unsure, ask reception to confirm the correct department and the name of the person who handles record requests. Keep that name and contact detail in your notes.

What to specify in your request

A vague request can slow things down. Be specific about what you need and why. Consider listing:

• Your full name as registered at the clinic, plus any name used at the time of treatment.
• Your date of birth and, if you have it, your clinic or patient ID number.
• Approximate dates of treatment or visits.
• The name of your treating doctor, if known.
• The exact documents you want, such as consultation notes, treatment summaries, laboratory results, embryology records, ultrasound reports, medication records, or discharge summaries.
• Whether you need the full record or a summary.
• Whether you need a copy for your own reference or for another clinic.

If you are transferring care abroad, tell the clinic. They may have a standard transfer summary or a preferred format for overseas clinics.

Consent and identity verification

Clinics must protect patient confidentiality, so they will usually ask you to prove who you are and to give written consent before releasing records. Requirements vary, but common categories include:

• A signed consent or authorisation form, sometimes on the clinic’s own template.
• A copy of your passport or another photo ID.
• Proof of the contact details you want the records sent to.
• If someone else is requesting on your behalf, a separate authorisation naming that person.

Ask the clinic which documents they accept, whether they need certified copies, and whether they accept electronic signatures. Do not send original identity documents unless the clinic specifically asks for them and you understand the risks.

Format and delivery

Records may be available as printed copies, scanned PDFs, or through a patient portal. Ask about the options before you choose. Points to confirm:

• Whether electronic copies are available and in what file format.
• Whether the clinic can send records directly to another clinic or to you.
• Whether records can be collected in person by you or a named representative.
• Whether the clinic uses a secure email or portal rather than ordinary email.
• Whether a doctor’s signature or clinic stamp is needed for the records to be accepted elsewhere.

If you need records for a clinic in another country, ask your receiving clinic what format and language they require before you make the request.

Translation and certification

Thai clinics may hold records in Thai, English, or both. If you need a translated or certified copy, ask:

• Whether the clinic can provide an English version.
• Whether they work with a specific translation service.
• Whether the translation needs to be certified or notarised for your destination country.
• What the translation and certification process involves and who arranges it.

Requirements for certified translations differ by country and by receiving institution. Check with the clinic or authority that will receive the records.

Timelines and fees

Processing times and fees are set by each clinic and can vary with the type and volume of records requested. Rather than assume a standard, ask:

• How long the clinic usually takes to process a request.
• Whether there is a fee, and what it covers.
• Whether fees differ for electronic versus printed copies, or for translation.
• How payment can be made from abroad, if relevant.
• Whether the clinic will confirm when the request is received and when it is completed.

Ask for these answers in writing so you have a record of what was agreed.

Questions to ask your clinic

• Which department handles medical record requests?
• Do you have a standard request or consent form?
• What identity documents do you need from me?
• Can I submit the request by email, and is that secure?
• What is the expected timeline, and will I get a reference number?
• Are there fees, and how are they paid?
• Can you send records directly to my new clinic abroad?
• Can you provide an English version or a certified translation?
• What format will the records be in?
• Who can I contact if I have follow-up questions?

Next-step checklist

1. Identify the correct contact at your Thai fertility clinic.
2. Write down the exact records you need and the dates involved.
3. Ask the clinic for its request form and consent requirements.
4. Prepare your ID and any authorisation documents.
5. Submit the request in writing and keep a copy.
6. Confirm format, delivery method, translation needs and fees.
7. Note the expected timeline and follow up if you do not hear back.
8. Check that your receiving clinic accepts the format and language you receive.

If your request is delayed or refused

If you do not receive a response, follow up politely in writing and refer to your earlier request. If the clinic says it cannot release a document, ask for the reason in writing and whether any part of the record can be released. You may also ask whether a summary from your treating doctor is possible. This guide does not give legal advice; if you need to understand your rights under Thai law, consult a qualified professional.

For more support, see our patient resources, browse hospitals, or contact us. You can also read our FAQ.

Frequently asked questions

Can I request my fertility records if I live outside Thailand?

Yes, many clinics accept requests from former patients who now live abroad. You will usually need to submit a written request with proof of identity and signed consent. Ask the clinic directly about its process for overseas patients, including how to send documents securely and how fees are paid.

Do I need to use the clinic's own request form?

Some clinics require their own consent or request form, while others accept a written request with the necessary details. Ask the clinic which it prefers before you submit anything, so your request is not delayed.

Will my records be in English?

It depends on the clinic and the document. Some records may be in Thai, some in English, and some in both. If you need an English version or a certified translation, ask the clinic what it can provide and what the process involves.

How long does it take to get medical records from a Thai clinic?

Processing times vary by clinic and by the type and volume of records requested. Ask your clinic for its expected timeline and request a reference number so you can follow up if needed.

Can the clinic send my records directly to another clinic abroad?

Many clinics can send records to another healthcare provider, but policies differ. Ask whether direct transfer is possible, what format is used, and whether your receiving clinic needs anything specific, such as a signed release or a doctor's summary.

Continue your research

• Thailand hospital directory
• Patient resources
• Prepare a private case review

Medical information notice: This article is educational and does not replace individual assessment, diagnosis, genetic counselling or treatment advice from a licensed clinician. Provider services, availability, fees and policies should be verified directly before booking.