Preparing your medical records

Let your coordinator know which reports and scans you have and where you received treatment. We’ll work out which documents the hospital needs and help you put the case file together.

Use this list to see what you already have. Your coordinator will help select the records relevant to your diagnosis and the department reviewing them.

The written report explains the radiologist’s findings. The original scan files let another doctor examine the images themselves. Request both for a hospital imaging review.

Ask the imaging department for the full study in DICOM format, together with the final report. They may provide a disc, download or image-sharing link. Keep the supplied files and folders intact so the receiving hospital can open the complete study.

Tell your coordinator how the images were supplied and whether a download link expires. We help confirm that the receiving team can open the files before the review. Keep your patient-portal login private; share the records through the transfer method provided for your case.

For cancer-related enquiries, there may be a main pathology report followed by immunohistochemistry, molecular results or an amended report. Keep these together and preserve their dates. Tell the coordinator if physical slides or tissue blocks remain with your local laboratory.

If the receiving hospital needs slides or tissue blocks, we coordinate the requirements with that hospital and your local laboratory before shipment. This includes confirming which material is needed and how it should be transferred.

• For a surgical review, locate the previous operation report and relevant scans, particularly if you are considering revision surgery.
• If an implant is already in place, locate the implant record or device information provided after your operation.
• For an enquiry about a medicine or study, gather the diagnosis and previous-treatment information requested by that hospital.
• For a health assessment, bring your health history, existing results and the concerns you want to discuss. The clinician can then advise which further tests would be appropriate.

Keep an untouched copy of every original. A simple set of folders for clinical letters, imaging, pathology, laboratory results and treatment history is enough. Use dates and document types in filenames so the sequence is easy to follow.

• Scan or photograph every page clearly, including the reverse side when it contains information.
• Keep patient identifiers, dates, units, reference ranges, signatures and report addenda visible.
• Flag any different spellings of your name so the receiving team can reconcile the records.
• Make a short dated history of major events and a separate list of your questions. Mark any date you are unsure about.
• Keep both an older report and its amended version, clearly identifying which is the latest.

Your coordinator builds a document index and prepares a dated case summary with MD/PhD review. We’ll let you know if a report is missing or if something needs clarification.

We translate your reports and supporting documents into Chinese, keeping each translation with its original. We also translate the Chinese doctor’s feedback and proposed plan into your preferred language, so you and your family can discuss the details.

We check unclear wording and conflicting details with you or the source provider before completing the translation. Questions that need a medical interpretation go to the reviewing clinical team.

Your coordinator explains how to share the files and which hospital or team will receive them. We confirm your permission and who in your family you would like included in updates.

For the initial enquiry, email us to describe what you need help with. Medical files are shared separately, after you and your coordinator have confirmed the recipient and transfer method.

If your condition, treatment or results change while the review is being arranged, tell the coordinator and identify the new documents by date. We need to distinguish a new result from an older version so the hospital is looking at the right information.