Medical Records Checklist for Treatment in China
A concrete checklist of pathology, imaging, laboratory and treatment documents an international patient should send before travelling for head and neck cancer care.
Before travelling, send a translated or English-language summary plus the original biopsy report and slides (or block), contrast CT/MRI/PET-CT images on DICOM, biomarker results (p16/HPV, EBV DNA, PD-L1, mutations), full treatment history, current medications, and dental, nutrition and swallowing assessments. A remote review should come before any booking.
The essential checklist
| Category | Exactly what to send |
|---|---|
| Identity & summary | Passport details, one-page chronology in English, diagnosis, stage and current problem |
| Pathology | Original biopsy/operation report, all slides or a tumour block, histology, margins, grade, depth of invasion, perineural/lymphovascular invasion, extranodal extension |
| Biomarkers | p16 IHC, HPV DNA/RNA ISH or PCR, EBER/EBV DNA, PD-L1 CPS, BRAF/RET/NTRK/HER2 results where relevant |
| Imaging | Contrast CT, MRI and PET-CT on DICOM CD/secure upload — not just printed reports; dates and institutions |
| Laboratory | Recent CBC, renal/liver function, thyroid function, coagulation, nutrition (albumin), viral screening |
| Prior treatment | Operative notes, radiotherapy dose sheet and plan, chemotherapy/immunotherapy agent, dose and cycle dates, complications |
| Function | Dental panoramic radiograph and clearance, swallowing study, speech/voice assessment, weight history |
| Medication & allergies | Current drugs and doses, anticoagulants, allergies, implanted devices, prior anaesthetic problems |
Why the original slides and DICOM files matter
A written report is a summary of someone else’s interpretation. Head and neck pathology is heterogeneous — salivary gland tumours, sinonasal tumours, melanoma, lymphoma and HPV-associated cancers can be misclassified, and classification changes treatment. Re-reviewing the actual slides or a block is often the single highest-value part of a second opinion. Likewise, radiation oncologists need the original planning images, not a written dose description.
What a sensible remote review looks like
- Step 1 — send the one-page summary and key reports in English; expect a list of missing items.
- Step 2 — upload imaging (DICOM) and arrange slide/block shipment if pathology review is requested.
- Step 3 — receive a written opinion: likely stage, whether more tests are needed, and the proposed treatment options with trade-offs.
- Step 4 — only then request an itemised cost estimate and a schedule. Treat any cost quote given without record review as provisional.
Do not travel on the basis of a price list alone. Airway compromise, active bleeding, uncontrolled infection or severe malnutrition must be stabilised locally before a long flight.
What to take home afterwards
- Discharge summary, operative note and full pathology report in English.
- Radiotherapy prescription with total dose, fractionation and target volumes.
- Drug names, doses and cycle calendar; immunotherapy brand names matter.
- Follow-up schedule, red-flag list and contact details for questions after you return home.
Frequently asked questions
Do my records need to be translated into Chinese?
An English summary is usually sufficient at a tertiary centre with international patient services, but key documents (pathology, operative note, medication list) should be translated if English is not the original language. Ask the international office which documents they require in Chinese.
Can I send imaging from my phone?
Photographs of films are useful for a preliminary look but not for treatment planning. Ask the hospital imaging department for a DICOM CD or secure electronic transfer containing the full series, not just selected JPEG images.
Will the hospital return my pathology slides?
Ask in advance. Original blocks and slides are usually returned but policies differ; send unstained slides or a copy block when possible and keep your own record of what was shipped.
How long does a remote review take?
Typically a few working days for documents, longer if pathology re-review, biomarker testing or tumour board discussion is needed. A careful review is worth the wait — it is the main safeguard against an unnecessary trip.
Sources for this guide
Applying this to your own case?
Start with a remote review of your records, then compare the written plan with the options you have at home.
Records checklist How to compare plansMedical disclaimer: This knowledge base is general information for people researching head and neck tumours, not a diagnosis or treatment plan. It does not replace an examination by a qualified physician. Survival figures are population averages, not predictions for an individual. Treatment and cost estimates for China are illustrative only and must be confirmed in writing after your records have been reviewed. If you have a symptom lasting more than two to three weeks, see a doctor promptly.