Document Collection & Hospital Submission
When you are out of station, living in another city, or unavailable to visit the hospital, Corelatin's verified executive collects medical reports, biopsy/histopathology results, discharge summaries, or submits records and claim documents on your behalf. By using this service, you authorize our executive to handle the logistical counter process. We manage Medical Records Department (MRD) lines, counter paperwork, and dispatch documents via local handover, digital high-res scan, or courier. (Note: We provide logistical assistance only and are not involved in medico-legal or clinical formalities).
Document Collection & Lab Pickup Pricing
For complex document tasks: Medical Records Dept (MRD) files, biopsy tissue blocks, discharge summaries, insurance claim packs, or submitting applications. Billed hourly (min 3 hrs). Why a 3 hrs minimum?
- OTP-verified Start & End timing
- High-res digital scan on WhatsApp
- Local handover or Speed Post dispatch
Single pickup for standard prescribed diagnostic reports: CBC, LFT, KFT, lipid profile, thyroid panel, urine test, or blood sugar reports. One-time flat fee — duration never changes the service charge.
- OTP-verified companion visit
- Same-day scan & physical delivery
- No hourly clock calculation
If document collection cannot proceed due to hospital rules (e.g. mandatory blood relative presence or biometric requirements), a flat attempt fee of ₹309.00 covers transit and queue effort. The remaining balance is refunded.
- Blood relative only mandate at MRD
- Patient biometric presence rule
- Counter closed without notice
Why This Service Has a 3 hrs Minimum
Short version: Document collection isn't a fixed-length task — it depends on hospital process, department load, and whether the document needs a doctor's or officer's personal sign-off. The 3 hrs minimum reflects the real, variable time a visit typically demands once inside the hospital — not a flat fee for a quick errand.
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Entry and department navigation — Every hospital visit starts with security check-in, a visitor pass, and locating the correct department (Medical Records, Billing, or the treating doctor's OPD) — large hospital campuses alone can take 20–30 minutes to navigate correctly.
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Queue and counter wait time — Records desks and billing counters serve every patient in the hospital, not just ours. Wait times are set by hospital volume that day, not by us — and this is usually the single largest unpredictable block of time in any visit.
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Document retrieval time — Once a request is submitted, hospital staff need to physically locate the file — sometimes from active records, sometimes from archive storage. This step is entirely on the hospital's internal timeline.
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Doctor or officer availability, where sign-off is required — Documents like an Essentiality Certificate or a doctor's recommendation letter need the treating consultant to personally review and sign. If the doctor is in surgery, in another OPD session, or simply running behind, our companion waits — this is often the biggest variable of all, and entirely outside anyone's control but the hospital's.
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Verification before leaving — Before concluding the visit, our companion checks the documents for completeness and accuracy against your request. Catching a missing page or an unsigned certificate on-site — rather than after the visit is over — saves you a second trip, but does take a few extra minutes.
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Coordination and updates — Throughout the visit, our companion stays in contact with you or your family via WhatsApp, confirming details, sharing progress, and flagging any issue immediately rather than after the fact.
What We Collect, Submit & Courier — Complete Document Service
When you are not in Delhi, are unavailable to visit the hospital, or need help navigating government and insurance paperwork, Corelatin's verified executive handles the entire logistical process on your behalf. We collect, submit, and courier documents across all hospitals and diagnostic centres in Delhi NCR.
Courier & Speed Post by India Post
We dispatch physical documents to any address in India via India Post Speed Post and trusted courier partners (DTDC, BlueDart, DHL). Tracking numbers are shared on WhatsApp the same day. Out-of-pocket courier charges are billed at actuals with receipts — no markup.
Essentiality Certificate Assistance
We help you obtain Essentiality Certificates from hospitals — documents that confirm a treatment or procedure was medically necessary and performed at the facility. These are commonly required for government reimbursement schemes (CGHS, ECHS, state health schemes) and insurance claims.
Doctor's Recommendations Collection
We collect signed doctor's recommendation letters, prescription notes, and fitness certificates from the treating consultant's OPD or IPD desk. These are essential for insurance pre-approval, follow-up referrals, and medical reimbursement claims.
Hospital Registration Certificates
For government reimbursement and insurance claims, we collect hospital registration certificates, NABH/NABL accreditation copies, and facility KYC documents that insurers and government bodies require to validate the hospital's credentials.
Insurance Claim Document Collection
If you are not in Delhi, we collect and submit all documents needed for insurance claims — discharge summaries, indoor case files (IPD), diagnostic reports, pharmacy bills, implant stickers, and claim forms — directly at the hospital's TPA/insurance desk on your behalf.
Government Reimbursement Support
We assist with document submission for CGHS, ECHS, and state government health schemes — collecting the essentiality certificate, doctor's recommendation, hospital registration proof, and itemized bills that the reimbursement authority requires, then submitting them at the correct hospital counter.
Out-of-pocket expenses: Speed Post / courier charges, photocopies, printouts, and any official hospital administrative fees are billed separately at actuals with receipts provided. No markup is added — you pay exactly what the hospital or courier charges.
What Corelatin does in this service
When you are out of station, living in another city, or unavailable to visit the hospital, Corelatin's verified executive collects medical reports, biopsy/histopathology results, discharge summaries, or submits records and claim documents on your behalf. By using this service, you authorize our executive to handle the logistical counter process. We manage Medical Records Department (MRD) lines, counter paperwork, and dispatch documents via local handover, digital high-res scan, or courier. (Note: We provide logistical assistance only and are not involved in medico-legal or clinical formalities).
Important: Corelatin companions provide non-medical logistical and emotional support. They are not nurses or doctors. All clinical care is provided by hospital staff.
What we provide
- Dedicated executive assigned for the booked duration of the hospital / MRD / diagnostic center visit
- Collecting physical discharge summaries, biopsy reports, scan films, and test results
- Submitting client-provided forms, prescription slips, or insurance papers at hospital counters
- Standing in lines at Medical Records Department (MRD), billing, and inquiry desks
- Immediate high-resolution digital photo / PDF scan sent to client on WhatsApp and Email
- Safe handover to patient/family in Delhi NCR or secure courier dispatch via India Post Speed Post to outstation address
- Live WhatsApp status updates and counter acknowledgment receipts
What we do not do
- Clinical decisions or medico-legal representation (logistical coordination only)
- Guaranteeing hospital release if hospital rules strictly mandate patient's biometric presence or only permit direct blood relatives to collect confidential records
- Third-party courier, printing, photocopies, or hospital administrative fees (billed separately at actuals)
- Financial liabilities arising from hospital refusal (a flat fee of ₹309 covers executive travel, transit time, and counter queue effort if documentation cannot be completed due to hospital denial/policy; the remaining hourly balance is refunded)
Who should book this?
- Outstation patients & NRIs who returned home and need delayed biopsy, pathology, or scan reports collected from Delhi hospitals
- Families needing to submit insurance claims, medical records, or certificate forms at hospital desks
- Outstation patients and NRIs who need help collecting documents for insurance claims or government reimbursement while not in Delhi
- Busy professionals unable to spend hours standing in lines at the Medical Records Department (MRD)
- Patients needing physical discharge summaries or death certificate copies collected and safely couriered to their hometown
Hospitals we serve
AIIMS New Delhi, Safdarjung Hospital, Apollo Hospitals, Fortis Healthcare, Max Super Speciality, Sir Ganga Ram, BLK-Max, Medanta, RML Hospital, and all diagnostic centers across Delhi NCR
How this service works
4-Step OTP-Verified Visit & Billing Process
Non-repudiable time tracking and transparent billing from start to finish
Arrival & Start OTP
Companion arrives and verifies your 6-digit Start OTP. Server locks the exact start time to the second.
Dedicated Support
Companion assists through token queues, billing desks, wheelchair mobility, pharmacy, and doctor consultations.
End OTP Verification
When the visit ends, share your 6-digit End OTP. Server immediately locks the exact elapsed time based on transparent hourly rates.
Itemized Bill & Cash or UPI
Instant PDF Tax Invoice emailed with any approved receipts. The balance is paid in cash or UPI directly to the companion after the visit.
100% Transparent, OTP-Verified Billing Policy
Timing is governed strictly between your Start OTP and End OTP via our automated server clock — ensuring non-repudiable time tracking.
Real Collections, Real Outcomes — Recent Case Studies
Anonymized summaries of recently completed Document Collection bookings. Patient names, contact details, and addresses are withheld for privacy.
- Who: A family in Kamrup district, Assam, unable to travel to Delhi
- Documents: Doctor's recommendation letter, Essentiality Certificate, and Clinical Establishment Certificate — required for MMLSAY (Assam state health scheme) reimbursement
- Hospital: A leading private hospital in Central Delhi
- Process: Companion coordinated with the treating consultant's desk, queued at the hospital records counter, and verified all three certificates on collection
- Delivery: Dispatched same day via India Post Speed Post to Assam; tracking number shared on WhatsApp
- Billing: Hourly service charge plus ₹144 at actuals (Speed Post ₹84, printing ₹10, envelope ₹50)
- Who: An NRI based in Bahrain who needed their own complete treatment file
- Documents: Full indoor case papers — admission notes, medication chart, vitals chart, and complete treatment records
- Hospital: A corporate hospital in Sector 62, Noida
- Visit 1: Companion queued at the Medical Records Department with patient authorization, collected the indoor file set, and dispatched it via Speed Post to a family address in Uttar Pradesh (~70 minutes on-site)
- Visit 2 (follow-up): Remaining records delivered as high-resolution scans on WhatsApp only — no courier needed (3-hour minimum billing applied; hospital issuance fee and 35-page scanning billed at actuals)
- Customer's words: "Getting physical hospital paperwork collected in Delhi felt next to impossible from a distance... a lifesaver for non-resident Indians." — 5-star verified review
Documents We Commonly Collect & Submit — By Purpose
| Purpose | Typical Documents | Where We Go |
|---|---|---|
| Insurance & TPA claims | Discharge summary, indoor case file (IPD), itemized bills, diagnostic reports, pharmacy bills, implant stickers, claim forms | Hospital TPA/insurance desk, billing counter, MRD |
| Government reimbursement (CGHS, ECHS, state schemes) | Essentiality Certificate, doctor's recommendation letter, hospital registration/clinical establishment certificate, itemized bills | Treating consultant's desk, MRD, hospital administration office |
| Second opinion & continuing care | Complete treatment records, operation notes, pathology/biopsy reports, scan films (X-ray, MRI, CT), prescription history | MRD, radiology records desk, pathology lab |
| Specimen retrieval (biopsy slides, blocks) | Paraffin blocks, histopathology slides, biopsy reports | Pathology department, MRD |
| Legal & administrative needs | Death certificate copies, medico-legal case (MLC) documents, admission/discharge proofs | MRD, hospital administration, MLC desk |
Not sure which documents your claim or scheme requires? Share the insurer's or department's checklist on WhatsApp and we will confirm feasibility before dispatching a companion.
Delivery Options Compared
| Delivery Mode | How It Works | Best For | Cost |
|---|---|---|---|
| Digital Scan on WhatsApp | High-resolution photo/PDF scan of every page sent immediately on pickup — before the companion leaves the counter | NRIs and families who need documents urgently for review or claims | Included in hourly service |
| Local Handover (Delhi NCR) | Physical originals hand-delivered to a family member or address within Delhi NCR on the same visit | Families with a local contact who needs originals | Included in hourly service |
| India Post Speed Post | Documents dispatched same day to any address in India with tracking number shared on WhatsApp | Outstation families — the most common choice (e.g., our recent Assam collection) | Billed at actuals (typically ₹80–₹150) with receipt |
| Private Courier | DTDC, BlueDart, DHL or similar express couriers for urgent or fragile document sets | Urgent deliveries, bulkier files, or destination PINs not well served by Speed Post | Billed at actuals with receipt — no markup |
Many customers combine modes — physical originals couriered to a family address in India, while high-resolution scans go straight to the NRI's WhatsApp abroad (exactly how our recent Bahrain case worked).
Booking From Abroad? What We Need From You
Send Us on WhatsApp Before the Visit
- Patient's name, UHID/admission number (if available), and hospital name
- Signed patient authorization letter naming our companion as your representative (we share a simple format on WhatsApp — print, sign, photograph)
- Photo of the patient's government ID (Aadhaar/passport/voter ID)
- Exact document list — e.g., "indoor case papers", "discharge summary", "biopsy slides"
- Delivery preference — digital scan, local handover, Speed Post, or courier (with delivery address)
Situations Where Collection May Be Denied
- Hospital policies requiring blood relatives only (with notarized relation proof) for confidential records
- Rules mandating the patient's physical biometric presence
- Records under legal hold, court order, or departmental lockdown
- Missing or unsigned authorization, or patient ID that doesn't match hospital records
If a denial happens, only the flat ₹309 inability fee applies — the remaining hourly balance is refunded.
Guides & Resources on Document Collection
IMPORTANT NOTICE — DOCUMENT COLLECTION & HOSPITAL SUBMISSION SERVICE
Please read this notice carefully before booking a Document Collection / Hospital Submission Service. By booking this service, you confirm that you have read and understood the following:
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Limited Authorised Representative: You are appointing Corelatin and the assigned Companion as your limited authorised representative — solely to collect, carry, and submit or deliver the specific documents (including case files, diagnostic reports, scans, and biological specimens such as tissue blocks) that you identify at booking. This is not a power of attorney, and does not authorise Corelatin or the Companion to give medical consent or sign any medical document on your or the patient's behalf.
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Authority & Hospital Consent Letters: You are responsible for ensuring you have the right to request these documents, and for providing any authorisation, ID proof, or consent letter the hospital requires to release them to someone other than the patient.
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Hospital & Third-Party Courier Custody: If a document is lost, damaged, or destroyed while in the custody of the hospital or a third-party courier (and not due to our Companion's own negligence), Corelatin will not be liable, though we will assist you in pursuing the matter with the hospital or courier.
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Irreplaceable Biological Specimens: Some items — especially original tissue blocks and biological specimens — cannot be duplicated or reissued. Please discuss with the facility whether a certified copy or duplicate is possible before booking.
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Hospital Administrative Discretion: Hospital administration has sole discretion to release documents, ask for additional verification, delay release, or deny our Companion entry or access. We will make our best efforts, but cannot guarantee collection or delivery within any specific timeframe.
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Companion Negligence & Standard of Care: Where our Companion's own negligence causes loss or damage to a document, our liability is limited as set out in Section 11 and Section 25.6.4 of these Terms — this notice does not remove that liability, only clarifies what we are, and are not, responsible for.