Your cancer records, ready for the next step.

Prepare your cancer records once, then add what each stage needs. Start with what you already have; your coordinator and the receiving team can identify essential gaps before you make further arrangements.

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Prepared by ChironaUpdated 10 October 2026

Make your records easy to review

Prepare the items needed for your current stage. You do not need to resubmit records that you have already provided unless they have changed. Items marked “if needed” only apply in certain circumstances. If something is missing, let your care coordinator know. Please do not arrange additional tests simply to complete this checklist.

Send the full report

Include all pages, dates, patient identifiers and the issuing institution. Keep translated copies alongside their originals.

Keep images and reports together

Ask the imaging centre for the original study files and report. Confirm the hospital’s accepted transfer method before sending large files.

Add a short treatment timeline

List diagnoses and treatments in date order. Mark pending results and recent changes; do not substitute a personal summary for the clinical records.

Use this for your current stage. Conditional items may not apply. Checks stay only on this page and reset when you leave or refresh; nothing is submitted.

Stages 1–2 | Medical Records Review & Video Consultation

Please prepare the following information and any records you already have:

Patient and contact details: The patient's name, date of birth, sex, current country or region, preferred language, and a telephone number or email address where we can reach you. If a family member is contacting us on the patient's behalf, include their name and relationship to the patient.
Your consultation goals: The main questions you would like to address, the help you are seeking, and your preferred timeframe for care.
Records of your initial medical consultation and diagnosis: Clinic notes, a diagnosis letter or a discharge summary issued by a local healthcare provider for the condition you are seeking help with.
Relevant test reports: Existing imaging, laboratory, pathology and other reports related to this condition. Prioritise the most recent results and key findings from the time of diagnosis.
Treatment history and current condition: Major treatments received and their dates, changes following treatment, current symptoms and other significant medical conditions. Include any available surgery or treatment records.
Current medicines and allergies: Medicine names, doses and how often you take them, along with known allergies and significant adverse reactions to medicines. You may attach prescriptions or clear photographs of medicine packaging.

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Before the video consultation, please also tell us your availability and time zone, along with any budget considerations, limits on how long you can stay, or needs for someone to accompany you. You can discuss these with us; no separate formal document is needed.

Stage 3 | In-Depth Specialist Assessment

Provide the following only as requested by the reviewing doctor:

Original imaging files (if needed): Complete digital images from relevant CT, MRI or other scans, such as DICOM files exported by the hospital or an imaging disc. Written reports and phone photographs of films do not replace the complete original images.
Materials for pathology review (if needed): If the doctor requests a review, prepare slides, tissue blocks or other materials as specified by the receiving hospital. Confirm how to bring or send them with your coordinator first.
Other records requested by the doctor (if needed): For example, genetic or molecular test reports not yet submitted, detailed treatment records or updated test results. The request will depend on your individual case.

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Stages 4–6 | Hospital Booking, Visa & Arrival Preparation

Prepare these items as the relevant arrangements are confirmed. You do not need to provide everything at your first consultation:

Passports: Valid passports for the patient and anyone travelling with them. Provide copies of the personal details page when required for hospital registration or other arrangements, and carry the originals when travelling.
Visa application documents (if a visa is required): Prepare the application form, photographs, hospital invitation letter or confirmation of acceptance for care, and other documents required by the embassy, consulate or visa centre handling your application. Provide proof of funds, family relationship or local residence only where applicable. If you qualify for visa-free entry, prepare according to the relevant entry requirements.
Appointment confirmation: Keep your hospital appointment or admission notice, check-in time and location, and any special preparation instructions from the hospital.
Travel and contact details: Confirmed flight or train details, arrival time, accommodation address, details of anyone accompanying you, and an emergency contact. If a pickup is arranged, keep the contact details of the person meeting you.
Insurance documents (if using insurance): Your insurance card or policy details, and any prior authorisation or guarantee of payment required by the insurer or hospital.
Documents for special travel assistance (if needed): If you need oxygen, medical equipment or other special assistance during your flight, prepare medical certificates, equipment details and application documents as required by the airline operating your flight.
Authorisation or guardianship documents (if needed): If a family member handles hospital formalities on the patient's behalf, or the patient is a minor or needs a guardian to act for them, provide the authorisation, identification or proof of guardianship required by the hospital or relevant organisation.

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When travelling, keep your passport, key medical records, required imaging discs or other storage media, and appointment details easy to access. Keep electronic backups as well. If you are carrying prescription medicines, bring the corresponding prescriptions or a doctor's medication letter and check the medicine-carrying requirements of your destination and any transit countries in advance.

Stage 7, support during treatment and daily living assistance, does not require a separate standard set of documents. Provide updates if there are new reports, changes to medicines or changes in your condition. Follow the hospital's instructions for any documents needed for specific procedures or formalities.

Stage 8 | Discharge & Return Travel

These are mainly documents to collect from the hospital, check and keep before leaving:

Records of this episode of care: A discharge summary or outpatient care summary, any relevant surgery or treatment records, test reports, and instructions for accessing your original imaging files.
Discharge medication instructions and prescriptions: Medicine names, doses, frequency and duration, including which previous medicines should be stopped or adjusted.
Home care and follow-up instructions: The doctor's care instructions, warning signs that require prompt medical attention, follow-up tests and dates, contact details for further questions, and any return travel advice relevant to you.
Details of pending results (if any): Which reports are still outstanding, when they are expected, and how to check or collect them.
Payment documents and returned originals: Hospital bills, receipts or invoices, and other relevant payment records. If you handed over slides, imaging discs or other original materials, check that they have been returned or confirm how to collect them later.

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If you need further care at home, keep the contact details of your local doctor or healthcare provider and confirm that they can use the medical records in the language and format provided.

Stage 9 | Follow-Up at Home

Provide new information according to your doctor's follow-up plan:

Follow-up records: Results of the requested follow-up tests and any new records of local consultations, hospital admissions or treatment.
Recovery updates: Recent symptoms, changes to medicines, adverse reactions and questions you would like to ask the doctor. Include when any changes or symptoms occurred.

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Tips for Submitting Files

Submit clear, complete scans, photographs or original electronic files, keeping the patient's name, test date and issuing institution visible. You may name files using “date + document name”. If you already have translations, include the originals. If not, you can submit the original records first, and your coordinator will explain any further requirements.

Records Use & Confidentiality

By uploading records, you confirm that you have the right to provide them and authorise Chirona to organise, translate and use them as needed for this case assessment and care coordination, including sharing them with relevant hospitals, doctors and necessary service personnel. We will keep your records confidential and will not disclose them to unrelated third parties, except where required by law.

How we handle your information

Questions before you start

Do I need every item before contacting Chirona?

No. Start with existing diagnostic and treatment records. Travel, insurance and discharge documents belong to later stages. Items marked “if needed” depend on your individual case.

Is the scan report enough, or are images needed too?

A report describes the findings; original images allow the next team to review the study itself. Ask the receiving hospital whether it needs DICOM files, a disc or another supported transfer method. Phone photographs may not be sufficient.

Should I mail pathology slides straight away?

Wait for the receiving team’s instructions. Confirm which slides or tissue blocks are needed, the consent and release process, shipping requirements and return arrangements before sending irreplaceable material.

Do records need to be translated before the first review?

You may begin with the originals and any translations already available. Confirm the receiving hospital’s language requirements with your coordinator before paying for translation or certification.

Missing something? Start with what you have.

We can help identify which records matter for the next step and clarify the receiving team’s requirements. You do not need to organise every travel document before the initial review.

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Sources & editorial notes

Prepared from Chirona’s service stages and the official patient-information sources below, checked on 10 October 2026. This is a preparation guide, not a list of tests to order. The receiving team determines what is needed for your case.

Cancer conditions

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