How do I get my medical records from a hospital in Malaysia?

Your medical records are the single most important set of documents if you are worried about the care you received. Before Dr Chee Hui Bing became a lawyer he worked as a medical officer in government and private hospitals, and wrote many of these records himself. This guide explains how to ask for them, what to ask for, and what to do when a request stalls.

Do I have a right to see my medical records?

In practice, yes. Hospitals and clinics keep your records, but the information in them is about you, and both private and government facilities have procedures for releasing reports and copies to patients. Private hospitals and clinics are regulated under the Private Healthcare Facilities and Services Act 1998 and its regulations, which require proper records to be kept. Government hospitals follow Ministry of Health procedures for medical reports and copies of records.

If a patient has died or cannot act, the next of kin or the person managing the estate can usually apply, with proof of relationship or authority.

What exactly should I ask for?

Many people ask only for a "medical report". A report is a doctor's summary written after the event. It is useful, but it is not the same as the records made at the time. If you are considering a complaint or a claim, ask for both:

• a medical report covering the relevant admission or treatment;
• complete copies of the case notes (doctors' and nurses' notes), including clinic notes;
• consent forms you signed;
• operation notes, anaesthetic charts and recovery notes;
• observation charts, drug charts and fluid charts;
• laboratory results and imaging reports, and where relevant the images themselves (for example on a CD or via a download link);
• discharge summaries and referral letters;
• for childbirth: CTG traces and the partograph.

How do I make the request?

1. Write to the hospital's medical records department. Most hospitals have a form. If not, a letter or email is fine. Keep a copy.
2. Give clear details. Your full name, IC or passport number, hospital registration number if you have it, the dates of admission or treatment, and the department or doctor involved.
3. List the documents you want. Use the list above. Ask for "complete" records, not a selection.
4. Prove your identity or authority. A copy of your IC, and if applying for someone else, a letter of authorisation, or for a deceased patient, a death certificate and proof of relationship or letters of administration.
5. Pay the processing charge. Hospitals usually charge for reports and copies. Ask for the amount and the expected time in writing.
6. Diarise a follow-up. If you hear nothing within the time given, follow up in writing.

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How long does it take, and what if the hospital delays?

Timing varies between hospitals and with the volume of records. A few weeks is common; complex or old files can take longer. Delay is not unusual, so start early.

Example: government hospitals. Ministry of Health hospitals take applications at the Medical Records Department counter or by post, with a copy of the patient's identity card, an appointment card, discharge note or bill, and the fee. Published MOH charges for Malaysian citizens are RM40 for a medical officer's report, RM80 for a specialist summary and RM200 to RM1,000 for a detailed specialist report, depending on complexity; some hospitals state a target of about four weeks. Private hospitals set their own charges, so ask for a written quote.

If the hospital refuses, releases only part of the file, or does not respond, a lawyer can write formally on your behalf. If that does not work, the courts can order a party to disclose documents before a claim is filed (pre-action discovery under the Rules of Court 2012). That route has its own requirements and costs, so it is usually a last resort.

Time matters for a second reason: strict time limits apply to legal claims. Waiting for records is not a reason to stop the clock, so get advice early if you are thinking about a claim. Our guide on limitation in medical negligence explains why.

What should I do once I receive the records?

• Check they are complete. Look for gaps in dates, missing nursing notes, missing consent forms or missing charts. Ask in writing for anything missing.
• Keep the originals safe. Make a separate working copy for notes.
• Write your own timeline. Note what happened each day, who you spoke to, and what you were told. Your memory fades quickly; your timeline is evidence too.
• Do not annotate the hospital copies. Mark up the working copy only.
• Get them read by someone medically trained. Records are written in clinical shorthand. A lawyer with medical training can identify which questions matter, and an independent medical expert may later be needed. See do I need an independent doctor's report?

When to speak to a lawyer

Speak to a lawyer if the hospital refuses or ignores your request, if records appear incomplete, or if you believe something went wrong and want to understand your options. We read records with a doctor's eye and can explain what they do and do not show. You can contact us for an initial discussion; every case depends on its own facts.

Frequently asked questions

Can a hospital refuse to give me my medical records?

Hospitals sometimes delay or release only part of a file, but patients are generally able to obtain a report and copies through the hospital's procedure. If a hospital refuses, a lawyer can write formally, and the court can order disclosure in suitable cases.

Can I get the records of a family member who has died?

Usually yes, if you are next of kin or the person administering the estate. Expect to provide a death certificate and proof of your relationship or authority.

Is a medical report enough for a claim?

Rarely. A report is a summary written later. The contemporaneous notes, charts and consent forms are what experts and courts examine.

Will requesting my records upset my doctor or affect my treatment?

Requesting records is a normal patient request. If you are still receiving treatment, you can continue your care while the request is processed.

Should I get the scans and images too?

Yes, where imaging is relevant. Ask for the images themselves, not only the radiologist's report, because an independent expert may need to review them.

Sources & fact check

Legal points in this article were checked against the primary sources below. The law can change; this is general information, not legal advice.

1. Private Healthcare Facilities and Services Act 1998 (Act 586), Ministry of Health copy
2. Ministry of Health, Guidelines on the Preparation of Medical Reports (Garis Panduan Penyediaan Laporan Perubatan)
3. Hospital Kuala Lumpur (MOH), Medical Report application and charges
4. Rules of Court 2012 (P.U.(A) 205/2012), text published by the Malaysian Bar, including Orders 12, 13, 18, 19 and 93
5. Laws of Malaysia Online, Attorney General's Chambers (official text of Acts)

Fact-checked on 17 Oct 2026