Agencies and fertility clinics request surrogate medical records because a questionnaire cannot show exactly what happened during pregnancy, delivery, surgery, or recovery. Records help the medical team identify diagnoses, treatment, complications, birth details, and whether more information is needed.
A record request is not proof that the team distrusts you. Memory and medical documentation serve different purposes.
Tania remembered an easy birth; the chart explained an emergency
Tania remembered that her first labor was long but that both she and the baby went home healthy. She did not remember the name of the medication or why the nurse kept checking her blood pressure.
The delivery summary showed a postpartum blood-pressure concern and follow-up instructions. The clinic asked for the prenatal and postpartum notes before deciding whether another pregnancy was appropriate.
Tania had not hidden anything. She simply did not have the clinical language. The record gave everyone the same facts.
Records commonly requested
- Prenatal records for every pregnancy
- Labor and delivery summary
- Hospital discharge summary
- C-section or other operative reports
- Postpartum visits and complications
- Miscarriage, ectopic pregnancy, or pregnancy-loss records
- Current primary-care and OB/GYN records
- Medication, lab, imaging, and specialist records when relevant
Why one discharge page is often not enough
A discharge summary may show that you went home. It may not include the full operative note, blood-pressure trend, prenatal diagnosis, pathology, medication history, or postpartum follow-up. The clinic may need records from several providers for one pregnancy.
ASRM recommends review of obstetric and medical history when evaluating a gestational carrier.1
How to request records without losing track
- List every pregnancy, provider, hospital, and approximate date.
- Ask the program which exact record types are needed.
- Sign a valid release or use the provider’s patient portal.
- Confirm where the records should be sent securely.
- Record the request date and provider response.
- Ask the receiving team to confirm what arrived.
- Request the missing document by name, not “all records” again.
HHS explains that people generally have a right to inspect and obtain copies of health information from covered providers, with certain limits and procedures.2
A simple tracker that works
Use one row for each provider: pregnancy, facility, record type, request date, delivery method, fax or portal confirmation, and status. If a provider says records were destroyed or cannot be found, ask for that response in writing and tell the clinic.
Tania’s tracker showed that the hospital had sent the delivery summary but not the postpartum clinic notes. She could solve one gap instead of starting over.
Protect your health information
- Ask why the record is needed and who will review it.
- Use the clinic, agency, or provider’s secure method.
- Do not send Social Security numbers or full charts through casual text.
- Check the recipient before uploading or faxing.
- Ask how long records are retained and what may be shared for matching.
Common questions, answered
What if I do not remember the provider?
Start with the delivery facility, insurance history, pharmacy, patient portals, or your current OB/GYN. Approximate dates can help records staff search.
Who pays record fees?
Ask the program before paying. Provider fees, applicable law, and agency policy can differ.
Can I apply before records arrive?
Usually, early steps can begin. Final eligibility or medical clearance may wait for the complete history.
The fastest record is the specific record
Tania made progress when “missing records” became “postpartum blood-pressure notes.” Continue with the screening process and medical clearance.