Hospital Notary Services: Your Guide to Medical Document Notarization

When a loved one is hospitalized, immediate decisions may require paperwork. At First Class Signing, we frequently assist families in these situations, offering mobile notary services when looking for an accomplished notary near you. But one question we often hear is: Do hospitals have notaries on staff? The answer depends on several factors, including hospital policy, state laws and the availability of outside notary professionals.

In this blog, we’ll cover what you should know about notarizing medical documents, what to expect in a hospital setting, and how to find a reliable solution.

Do Hospitals Provide Notary Services?

Some hospitals do offer notary services, typically through social workers or administrative staff. However, this isn’t guaranteed. Not all hospitals have notaries on site, and even if they do, they may only operate during certain hours or be limited in what they’re allowed to notarize.

In most cases, families are responsible for securing a notary themselves. That’s where mobile notary services come in. A mobile notary can travel to the hospital room and assist the patient and their family directly, making the process more convenient, faster and less stressful.

Common Hospital Notarization Requests

Certain documents require notarization in medical settings more than others. These include:

• Power of attorney (POA) for healthcare or finances
• Living wills or advanced directives
• Do Not Resuscitate (DNR) orders
• HIPAA authorizations
• Health care proxies
• Financial transaction documents
• Real property assignments or estate transfers

These documents allow family members to act on behalf of the patient when they’re unable to make decisions on their own.

Special Considerations in Medical Settings

Hospitals present unique challenges for notaries. Patients may be physically weak, medicated, or unable to speak or move freely. That’s why notaries must be cautious and compassionate when determining whether a signer is mentally aware and signing of their own free will.

Our notaries are trained to screen for alertness and willingness. We’ll ask simple questions and engage in conversation to ensure the signer understands what they’re signing. If there’s any doubt, we’ll consult hospital staff and document our observations carefully.

What If the Patient Can’t Sign Normally?

Some patients may not be able to write their full signature. Depending on state law, a mark (like an “X”) or thumbprint may be allowed. In some situations, the patient may direct someone else to sign on their behalf. Credible witnesses may also be needed if the signer doesn’t have valid ID. We always follow state-specific rules to make sure the notarization is legally valid.

Facility Rules and Requirements

Hospitals, hospices, nursing homes and psychiatric centers may have their own policies that affect notarization. For example, some states require the presence of a state-certified ombudsman when notarizing health care directives. Others may restrict patient access to notaries during certain treatments or while under certain medications.

Before we arrive, we encourage clients to confirm:

• The patient is alert and aware.
• All signers and witnesses are present.
• The necessary IDs are available.
• The documents are fully prepared, with no blank spaces (except signature lines).

Why Mobile Notary Services Make Sense in Hospitals

Calling a mobile notary ensures quick access to notarization when timing is critical. Families often need POA documents signed the same day to manage urgent medical or financial decisions. With mobile services, there’s no need to wait for in-house staff or to transport the patient elsewhere.

Our notaries at First Class Signing are available 24/7 and understand the sensitivity required in medical environments.

Frequently Asked Questions

Need a notary at the hospital?

Contact First Class Signing for reliable, around-the-clock mobile and remote notarization services. We’re here when it matters most.