Hospital Notary Services: Getting Documents Notarized During a Stay

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If you or a family member is in the hospital and needs a power of attorney, advance directive, or living will notarized, you have options. Some hospitals have a notary on staff. Others do not. Here is how to find notary services in a hospital, what documents commonly need notarization, and what to do if the hospital cannot help.

Notary Services in Hospitals

It depends on the hospital. Larger hospitals and those in urban areas are more likely to have a staff notary on call. Smaller and rural hospitals often do not. The best way to find out is to ask the hospital’s patient services or administration desk. Some hospitals list notary availability on their website under patient resources.

If the hospital has a notary, they typically come to the patient’s room. There may be a fee, and the notary will need to see valid photo identification from the person signing.

Documents That Commonly Need Notarization in Hospitals

• Medical Power of Attorney: names someone to make healthcare decisions if the patient cannot. Most states require notarization or witnesses (sometimes both).
• Durable Power of Attorney: names someone to handle financial matters. Many states require notarization for this to be legally valid.
• Advance Directives / Living Wills: spell out the patient’s wishes for end-of-life care. Whether notarization is required varies by state. Some states accept two witnesses instead of a notary.
• HIPAA Authorizations: allow someone else to access the patient’s medical records. Not always required to be notarized, but some healthcare providers request it.
• Consent forms for minors, when a grandparent or guardian needs to authorize medical treatment for a child. Some states require notarization.

What to Bring

When the notary arrives, the person signing will need:

• A valid, unexpired photo ID (driver’s license, passport, state ID). Hospital wristbands do not count as identification for notarization.
• The unsigned document. Do not sign ahead of time. The notary must witness the signature.
• Any required witnesses, if the hospital does not provide them. Some documents need one or two witnesses in addition to the notary. Hospital staff can sometimes serve as witnesses, but not always.

If the Hospital Does Not Have a Notary

Not all hospitals keep a notary on staff. If yours does not, you have three options:

1. Call a mobile notary: Mobile notaries travel to hospitals, nursing homes, and private residences. Search online for “mobile notary near me” or check the National Notary Association’s directory. Fees vary but expect a travel fee on top of the notarization fee (typically $25-$75 total depending on your state and distance).
2. Check with the hospital’s social work department: Hospital social workers deal with these requests regularly and may know local notaries who make hospital visits.
3. Use RON (Remote Online Notarization), if your state allows it, documents can be notarized over video call. The signer appears on camera, shows ID, and signs electronically. This option works well for patients who are alert and have access to a phone or tablet. Not all states permit RON for all document types, so verify before scheduling.

Special Considerations for Hospital Notarizations

Medication and Consciousness

A notary must confirm that the signer is aware of what they are signing. If the patient has been given pain medication, sedatives, or anything that affects alertness, the notary may refuse to proceed. This is not the notary being difficult. It is a legal requirement. A document signed by someone who is not of sound mind can be challenged in court.

Signature by Mark (X)

If the patient can communicate but cannot hold a pen well enough to sign their name, most states allow a “signature by mark.” The patient makes an X or another mark on the signature line, and the notary records this in their journal. Some states require a witness to the mark in addition to the notary.

Attorney-in-Fact Signing

If the patient already has a valid power of attorney and the agent (attorney-in-fact) needs to sign on the patient’s behalf, the notary will need to see the original POA document to verify the agent’s authority. The agent signs their own name, not the patient’s name.

For Signing Agents: Hospital Calls

Mobile notary and signing agents who take hospital calls should keep a few things in mind:

• Arrive with blank journal entries and extra pens. Hospital rooms do not always have writing surfaces.
• Ask the contact person whether the patient is alert and oriented before you drive there. If the patient is sedated or unconscious, you cannot notarize.
• Bring your own witnesses if the document requires them and the hospital cannot provide staff. Some agents bring a colleague for this reason.
• Verify the document type before the visit. Real estate documents have different requirements than healthcare directives.

Related Reading

• How to Perform a Power of Attorney Notary Act
• How to Become a Mobile Notary Public
• What Does a Notary Do?

Frequently Asked Questions

Can a hospital employee serve as a notary for a patient?

Yes, if the employee is a commissioned notary public. Some hospitals have nurses, administrators, or other staff members who also hold notary commissions. However, the employee cannot notarize documents in which they have a personal or financial interest.

Can a notary refuse to notarize if the patient seems confused?

Yes. A notary must be satisfied that the signer is aware of what they are signing and is acting voluntarily. If the patient appears disoriented, heavily medicated, or does not understand the document, the notary should decline. Proceeding with a notarization when the signer lacks capacity exposes the notary to liability and risks invalidating the document.

Does Medicare or insurance cover notary fees in a hospital?

No. Notary fees are not covered by Medicare, Medicaid, or private health insurance. The patient or family is responsible for paying the notary. Hospital staff notaries may provide the service for free, but mobile notaries charge their standard fees plus a travel charge.

What if the patient has no ID?

Many states allow credible witnesses to verify a signer’s identity when no ID is available. Two people who know the patient and have valid ID can swear to the patient’s identity under oath. The notary records the witnesses’ information in their journal. Rules vary by state, so the notary will follow their state’s specific requirements.

Can advance directives be notarized remotely?

In some states, yes. States that allow Remote Online Notarization (RON) may permit advance directives and healthcare powers of attorney to be notarized over video call. However, some healthcare providers and states require wet-ink signatures and in-person notarization for these specific documents. Check your state’s requirements before scheduling a RON session.