Collecting Hospital Discharge Summaries, Indoor Case Sheets & Insurance Claim Documents from MRD in Delhi NCR

You bought a comprehensive health insurance policy, paid your premiums diligently for years, and underwent a hospital procedure expecting a hassle-free claim settlement. But weeks after discharge, you receive a dreaded deficiency letter from your insurance TPA: “Claim on Hold: Please submit certified true copies of Indoor Patient Case Sheets (ICP), Operation Theatre Anesthesia Notes, and itemized pharmacy bills with hospital seal within 15 days.”

For most patients recovering at home or busy professionals with full-time jobs, returning to the hospital to navigate the Medical Records Department (MRD) is an overwhelming administrative nightmare. In this guide, we break down why insurance companies demand these archived hospital records, how the MRD application process works, and how Corelatin’s Document Logistics Service (₹599/day) handles the entire paperwork, follow-ups, and attestation pickup on your behalf.

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What Documents Do Insurance TPAs Require for Reimbursement?

Major health insurance companies and Third-Party Administrators (such as Medi Assist, Paramount TPA, Vidal Health, Star Health & Allied Insurance, HDFC ERGO, ICICI Lombard, Care Health Insurance, and Niva Bupa) require an extensive paper trail:

The 4-Step Process to Retrieve Records from Hospital MRD

Hospital Medical Records Departments do not release archival case sheets over the phone or email. The standard protocol across Delhi NCR hospitals involves:

1. Formal Written Requisition: Submitting a formal application stating the patient’s Name, MRN / UHID, IPD Admission Number, Date of Admission, and Date of Discharge.
2. Identity & Authorization Verification: Providing self-attested Aadhaar / Passport copies of the patient along with an authorized representative declaration.
3. MRD Search & Copying Fee Payment: Paying the hospital’s statutory record archival search and photocopying fees (typically ₹2 to ₹5 per page or ₹250 to ₹1,000 flat per file) at the main hospital cash counter.
4. Attestation & Stamping: After the MRD supervisor retrieves the physical file from the medical records warehouse (3 to 7 working days), every page is stamped with “Verified True Copy / Medical Superintendent Seal” before final handover.

Major Hospital MRD Counters Served Across Delhi NCR

Our companions regularly handle documentation across all private hospital networks and government medical centers: