Translating medical records for care abroad
Preparing for planned care or follow-up abroad? Ask the receiving healthcare provider which records and…
Ask the healthcare provider what it needs
Before arranging a translation, ask the receiving healthcare provider which records it needs and in which language. It may request a referral, a discharge summary, test results or other specific information. Confirm the required set with the clinician before ordering.
Urgent Vertalen arranges medical document translations. Explain the intended use and the required language so we can quote for the relevant translation work. Medical decisions remain with the healthcare professionals involved.
Request the relevant records and check the version
Ask your current healthcare provider how to obtain the records required by the receiving provider. Check the patient details, document dates, page order and whether an updated version is needed. Supply complete, legible copies of the agreed pages.
Do not rewrite a diagnosis, expand an unclear abbreviation or change a medicine name yourself. If the source is unclear or incomplete, ask the issuing healthcare provider to clarify it. Keep those clarifications with the translation brief.
Agree how sensitive information will be shared
Medical records contain sensitive personal information. Before sending files for a quote, discuss which pages are needed and how the information will be transferred. Avoid sending an entire medical history when only a defined set of documents is required.
Confirm who is authorised to provide the records and who will receive the translation. Agree the required format and delivery arrangements with the parties involved, including the healthcare provider. Keep the original records available alongside the translated copies.
Separate care records from insurance invoices
A document needed for treatment can have a different purpose from an invoice submitted for reimbursement. If you need a bill translated for an insurer, use our separate medical invoice translation guide and follow the insurer’s requirements.
For planned treatment in another EU country, consult the Dutch National Contact Point’s preparation guidance. It covers sharing medical information, bringing treatment information back to the Netherlands and checking potential costs with your insurer.
Request a quote for the agreed translation
Request your no-obligation quote after agreeing the required documents, source and target languages, recipient’s instructions and deadline. Our advisers will confirm the translation scope, price and delivery time before you order.
Our document preparation checklist helps you organise the brief. For the responsibilities of Dutch healthcare providers when handling records, see the Business.gov.nl guidance on keeping and sharing medical records.
