What to Bring to a First Clinic Appointment

Before you go: prepare your documentation

Arriving prepared at a Japanese clinic or hospital reduces wait time and helps the physician understand your health background quickly. Most Japanese medical facilities have a structured registration process, and being ready with the right documents makes it go smoothly.

Your health insurance card (保険証, hokenshō). This is the single most important item. Present it at the reception desk when you arrive. Without it, you will pay 100% of the fee and need to claim retroactive coverage later. Check that the card has not expired — NHI cards have renewal periods, and some shakai hoken cards also have expiry dates printed on them.

Residence card or other identification. Many clinics ask to see your residence card (在留カード, zairyū kādo) on a first visit to confirm your registered address and identity.

Referral letter (紹介状, shōkaijō) if you have one. If you were referred by another clinic or physician, the referral letter should be in a sealed envelope addressed to the receiving clinic or department. Hand it at the desk when checking in — do not open it.

Registration forms at the clinic

On a first visit, you will typically complete a registration form (問診票, monshinpyō) at the front desk. This is a patient intake questionnaire covering your presenting symptoms, medical history, current medications, allergies, and personal information. Forms at community clinics are usually in Japanese; forms at hospitals with international patient departments may include English.

If you expect to encounter a Japanese-only form, it is worth preparing in advance:

• Write out your symptoms in simple terms you can point to or translate
• List your current medications by brand name and dosage (Western brand names are often recognized)
• Note any known drug allergies with the name of the medication and type of reaction
• Have your medical history summarized in brief — chronic conditions, past surgeries, relevant diagnoses

Your medication record book (okusuri techō)

Japan’s pharmacy system uses a prescription record booklet called an okusuri techō (お薬手帳). Pharmacies paste a sticker on each page for every prescription dispensed, creating a running record of your medications across all prescribers. Presenting your okusuri techō at each visit helps the physician see your current medications and check for interactions with anything they might prescribe.

If you are newly arrived in Japan and are taking medications prescribed abroad, bring the original packaging, the patient information leaflet, and any documentation your previous physician provided. Some medications available internationally are scheduled differently in Japan or may be substituted for local equivalents — your Japanese physician will advise.

What to expect at the consultation

After registration and a brief wait, a nurse typically calls you in for a preliminary check: blood pressure, height, weight, and temperature are commonly recorded before the physician sees you. In smaller clinics, the physician may do the full check themselves.

The consultation is the physician’s assessment and examination. They will ask about your complaint, your history, and review any documents you have brought. If tests are needed — blood draw, urinalysis, imaging — these are typically ordered on the same visit and conducted either in-clinic or at a separate imaging center with a referral.

After the consultation: payment and prescription

After the consultation, return to the front desk for checkout. The fee is calculated based on the services provided; your copayment (typically 30%) is collected at this point. You will receive a receipt and, if applicable, a prescription slip (処方箋, shohōsen) to take to a pharmacy.

If medications were prescribed, take the prescription slip to a pharmacy — typically within four days, as prescriptions have a validity period. Do not take the prescription slip back to the clinic; it is for use at a freestanding pharmacy.

Last reviewed: September 2026