Medical Records & MRD Document Collection Guide for Delhi NCR

What Is MRD and Why Does It Matter?

MRD stands for Medical Records Department — the hospital department responsible for storing, managing, and issuing copies of patient medical records. Every hospital in Delhi NCR has an MRD department, though its location and procedures vary.

Medical records are critical for: second opinions, insurance claims, legal documentation, treatment continuation at another hospital, and personal health history. Without complete records, a new doctor cannot make informed decisions about ongoing treatment.

For NRI families, collecting parents' medical records remotely is a common challenge. The parent may not be able to visit the hospital themselves, and the records need to be collected, scanned, and sent digitally. This is where a hospital companion service becomes essential.

Types of Medical Documents

The main types of medical documents collected from hospitals:

How Does the MRD Collection Process Work?

The standard process for collecting medical records from any Delhi NCR hospital:

• Logistical authorization — you fill out an authorization form appointing the companion to collect records on your behalf, accompanied by government ID proof (Aadhaar/PAN) of the patient.
• Hospital queuing & submission — the companion visits the hospital MRD, radiology, or pathology counter, submits the requisition slip, and pays any counter fees on your behalf.
• Live WhatsApp updates — receive live photo updates from the hospital counter, verifying that the document seal, patient name, and UHID/MRN are accurate.
• Secure doorstep delivery — documents, glass slides, and scan CDs are packed in tamper-evident protective envelopes and hand-delivered or dispatched via SpeedPost/courier to your home or the consulting specialist.

What Documents and Authorization Do You Need?

To collect medical records on behalf of a patient, the following documents are required:

• Patient's UHID card — the hospital registration card with the patient's unique ID number.
• Patient's Aadhaar card — photocopy accepted for identity verification.
• Authorization letter — signed by the patient, authorizing the named person to collect records on their behalf. Must specify the document types requested.
• Collector's ID — Aadhaar or other government ID of the person collecting the records.
• Previous prescription — for context on which records are relevant.
• Deposit (for biopsy blocks/slides) — refundable deposit of ₹500-2,000 for pathology material.

How Much Does MRD Collection Cost and How Long Does It Take?

Fees and timelines vary by hospital and document type. Government hospitals (AIIMS, Safdarjung, RML) have lower fees but longer processing times. Private hospitals (Max, Fortis, Apollo) have higher fees but faster processing.

Government hospital MRD fees are typically ₹10-200 per document, with processing times of 3-7 days for discharge summaries and operation notes. Private hospital MRD fees are typically ₹100-500 per document, with processing times of 1-3 days.

For urgent needs (second opinion appointments, insurance deadlines), a companion can expedite the process by visiting the MRD department in person, following up daily, and coordinating with hospital staff.

Biopsy Blocks & Slides for Second Opinions

For cancer second opinions, original biopsy blocks and histopathology slides are required — photocopies or scanned copies are not accepted. The process:

• Submit requisition — the companion submits a formal patient requisition form at the pathology department, along with a doctor's referral slip requesting slides and the patient's Aadhaar copy.
• Pay refundable deposit — hospitals require a refundable security deposit (usually ₹1,000 to ₹3,000) for tissue blocks, with an undertaking to return them after review.
• Collect slides and blocks — the companion collects the FFPE (Formalin-Fixed Paraffin-Embedded) tissue blocks and glass slides directly from the pathology department, packed in rigid plastic slide mailers and thermal insulated bubble packaging to prevent breakage and heat damage.
• Transport with chain-of-custody — the companion maintains a chain-of-custody log with timestamps and delivers the specimens directly to the consulting pathologist or specialist, either same-day or via premium medical courier (BlueDart Apex/DHL Medical Express) for domestic or international transit.

A companion handles this entire process for ₹349/hr flat, including transport between hospitals. This is one of the most valuable services for cancer patients seeking second opinions in Delhi.

Read the full Biopsy Blocks & Slides Collection Guide →

MRI, CT Scan & X-Ray CD Collection

MRI, CT scan, and digital X-ray images are stored on CDs at the hospital's radiology department. Collection process:

• Visit the radiology department with the patient's UHID card and the investigation requisition slip.
• Submit a CD request at the radiology counter.
• Pay the CD fee (₹100-500 depending on scan type).
• CDs are typically ready same-day, often within 30-60 minutes.
• The CD contains DICOM images viewable on any computer with a DICOM viewer.
• For second opinions, the CD is delivered directly to the second-opinion hospital.

Read the full MRI, CT Scan & CD Collection Guide →

Discharge Summary Collection

A discharge summary is the official document detailing the patient's hospitalization: admission reason, diagnosis, treatment provided, surgery details, medications, and follow-up instructions. It is essential for:

• Insurance claims (TPA requires the discharge summary for claim processing).
• Follow-up consultations with another doctor.
• Legal documentation of treatment received.
• Personal medical history records.

Discharge summaries are issued by the MRD department 1-7 days after discharge (government hospitals take longer). A companion can collect the discharge summary on the patient's behalf and deliver it digitally via WhatsApp or email.

Read the full Discharge Summary & Insurance Claim Guide →

What Documents Do Insurance and TPA Claims Need?

For cashless insurance and TPA claims, the following documents are needed from the hospital:

• Discharge summary (from MRD).
• Final hospital bill (from billing department).
• Breakup of charges (room, pharmacy, diagnostics, surgery, consumables).
• TPA claim form (stamped and signed by hospital).
• Pharmacy bills with GST numbers.
• Diagnostic test reports.
• Operation notes (for surgical procedures).
• Implant invoices (if applicable).

A companion coordinates with the hospital's TPA desk and billing department to collect all these documents in a single visit, ensuring the insurance claim can be filed without delays.

On discharge day, the TPA desk is usually the bottleneck. The companion follows up with the TPA desk roughly every 30 minutes on approval status, relays queries from the desk to the treating doctor's team, and checks that the final bill matches the TPA-approved amount — flagging any differences before settlement. Non-covered charges (copay, excluded items) are paid using the family's pre-authorized payment method. Active coordination like this typically cuts discharge time by 2-3 hours compared to an unfamiliar family member managing it alone.

Hospital MRD Directory

MRD department locations at major Delhi NCR hospitals:

Note: MRD locations may change. A companion familiar with the hospital can navigate directly to the correct counter.

Using a Companion for Document Collection

A hospital companion can handle the entire document collection process remotely for NRI families or busy professionals:

• The companion visits the hospital MRD department with the patient's UHID card, Aadhaar, and authorization letter.
• Submits the records request and pays applicable fees (reimbursed by the family).
• For same-day documents: collects and sends digital copies via WhatsApp immediately.
• For processed documents: returns on the specified date to collect and deliver.
• For biopsy blocks/slides: handles the deposit, transport, and return process.
• All original documents are delivered to the patient's home or scanned and sent digitally.

The flat fee for document collection is ₹349/hr, which covers a full day of hospital visits across multiple departments or hospitals. For NRI families, this eliminates the need for the parent to travel to the hospital for paperwork.

Frequently Asked Questions