English and Chinese phrases for booking medical appointments in Japan
Practical phrases in English and Chinese for confirming language support, making appointments, asking about costs, and handling common situations at Japanese clinics.
Before you contact a clinic
Check the clinic's website for an English or Chinese page before calling. Look for 「英語対応」(English support) or 「中国語対応」(Chinese support) in the clinic description. If contacting by phone, have the name of the treatment written in Japanese ready: ICL手術 (ICL surgery), AGA治療 (AGA treatment), 矯正歯科 / マウスピース矯正 (orthodontics / clear aligners), 自毛植毛 (hair transplant). Many clinics also accept inquiries by web form or LINE, which can be easier than phone calls for language reasons.
Confirming language support
In English, you can ask: "Do you have English-speaking staff available for consultations?" or "Is it possible to have my consultation in English?" In Chinese, you can ask: 「英語（中国語）で対応できるスタッフはいますか？」— or simply write in English or Chinese via the clinic's contact form. If calling, the receptionist may not speak English but can often connect you to someone who does, or arrange an interpreter for your appointment. Confirm whether the same language support is available for follow-up visits, not just the first appointment.
Making an appointment
Useful English phrases: "I would like to make an appointment for an ICL consultation." / "I am a foreign resident and would like to enquire about [treatment name]." / "Do you have availability on [date]?" / "Can I book online?" Useful Japanese phrases to have written down: 「予約をお願いしたいのですが」(I would like to make a reservation) / 「初診の予約はできますか」(Can I book a first-time appointment?) / 「外国人でも診ていただけますか」(Can you treat foreign patients?). Many clinic websites have a web reservation form (予約フォーム) where you can select the treatment type and preferred date without needing to speak Japanese.
At the reception desk
Useful phrases: "I have a reservation under [your name]." / "I am here for my [first consultation / follow-up appointment]." / "Could you please call an English-speaking staff member?" / "Could I have this form in English?" / "Could you write that down for me?" If you do not understand something, it is appropriate to say: "I'm sorry, could you say that again more slowly?" or show the Japanese phrase: 「もう一度ゆっくり言っていただけますか」. Bringing a printed copy of your appointment confirmation can help if there is any confusion about your name.
Asking about costs and payment
Useful English phrases: "Could you give me a written breakdown of the costs?" / "What payment methods do you accept — credit card, cash, bank transfer?" / "Is a deposit required, and is it refundable?" / "What is included in this price?" / "Are follow-up visits included?" Japanese phrase to show: 「費用の明細を書いていただけますか」(Could you write down the cost breakdown?) / 「キャンセルポリシーを教えてください」(Please explain the cancellation policy). Most clinics accept major credit cards, but some private clinics may require payment by cash or bank transfer for large procedures. Confirm before treatment day.
Rescheduling and cancelling
Contact the clinic as early as possible if you need to change or cancel. Useful English: "I would like to reschedule my appointment on [date]." / "I need to cancel my appointment — what is the cancellation policy?" Japanese phrase: 「予約を変更（キャンセル）したいのですが」(I would like to change / cancel my reservation). Some clinics have cancellation fees, especially for procedures where preparation or lens ordering has already occurred. Ask about this before booking. If you cannot reach anyone by phone, use the clinic's contact form or email to create a written record of your cancellation request.