HOW TO SEND MEDICAL RECORDS
TO A CHINESE CANCER HOSPITAL
Prepared by the CancerFax oncology navigation team. Updated regularly based on hospital review practice.
analyticsAt a Glance
- check_circleRecords required typically include: pathology reports, imaging (CT/PET/MRI), blood tests, and treatment history
- check_circleRecords in languages other than Chinese must be professionally translated before submission
- check_circleMany Chinese hospitals accept digital records โ CDROMs, USB drives, or cloud-shared DICOM files
- check_circleCancerFax organises, translates, and submits records on the patient's behalf
What to Prepare Before Sending
A useful submission is a focused set of current documents that lets the reviewing oncologist understand the diagnosis, what has been done, and what is being asked. Most cases need:
Latest medical summary or treating doctor's recent opinion,
Latest medical summary or treating doctor's recent opinion, ideally in English
Original pathology and IHC reports, with biopsy date clearly
Original pathology and IHC reports, with biopsy date clearly visible
Molecular, NGS, FISH, or biomarker reports where performed
Molecular, NGS, FISH, or biomarker reports where performed
Most recent PET CT, CT, or MRI reports, plus one or two prio
Most recent PET CT, CT, or MRI reports, plus one or two prior scans for comparison
Recent CBC, LDH, liver and kidney function tests, and diseas
Recent CBC, LDH, liver and kidney function tests, and disease-specific markers
Treatment history listing regimens, cycles, dates, response,
Treatment history listing regimens, cycles, dates, response, and reasons for stopping
Surgery and radiotherapy summaries where relevant
Surgery and radiotherapy summaries where relevant
Discharge summaries and current medication list
Discharge summaries and current medication list
Scanned passport copy of the patient and any planned attenda
Scanned passport copy of the patient and any planned attendants, for hospital records
How to Format Files
Reviewers work best with clean, readable files. A few practical points make a real difference:
Send PDFs rather than photos of paper reports wherever possi
Send PDFs rather than photos of paper reports wherever possible
Combine related reports into a single PDF per category, not
Combine related reports into a single PDF per category, not dozens of small files
Name files clearly, for example Pathology_2025-09-12.pdf or
Name files clearly, for example Pathology_2025-09-12.pdf or PET_CT_2025-10-05.pdf
Use English where reports are originally in another language
Use English where reports are originally in another language; readable translation helps even if not certified
Include a one-page chronological treatment summary in Englis
Include a one-page chronological treatment summary in English, even if other reports are translated
Keep file sizes reasonable; large DICOM imaging files can be
Keep file sizes reasonable; large DICOM imaging files can be shared via cloud links on request
How to Send the Records
Most international patients should not email scattered files directly to a Chinese hospital's general address. Records often get lost, routed to the wrong department, or held up at the international patient desk without a clinical summary. CancerFax handles this differently: If the family prefers to send records directly, the hospital's international patient department is the correct entry point, and a structured covering letter should always be attached.
Records are shared securely with CancerFax through WhatsApp,
Records are shared securely with CancerFax through WhatsApp, email, or a private link
CancerFax reviews the records, identifies missing investigat
CancerFax reviews the records, identifies missing investigations, and prepares a clinical summary
The case is sent to the most relevant department or speciali
The case is sent to the most relevant department or specialist at the chosen hospital
Follow-up questions from the hospital are routed back to the
Follow-up questions from the hospital are routed back to the family in plain language
Once the hospital responds, CancerFax shares the opinion and
Once the hospital responds, CancerFax shares the opinion and the next-step plan with the family
Frequently Asked Questions
Answers to common questions from patients and families.
How long does record review take?
Once a complete and well-organised case is submitted, most hospitals respond within three to seven working days. Complex or rare-disease cases may take longer.
Do I need to translate everything into Chinese?
No. English is widely accepted at international patient departments of major Chinese cancer centres. A clean English clinical summary is more useful than a fully translated stack of original reports.
Is it safe to share medical records over WhatsApp or email?
CancerFax handles records as confidential medical information and limits internal access to the team coordinating the case. Families who prefer additional security can request a private upload link instead of WhatsApp or email.
What if I do not have all the reports listed?
Share what is available. CancerFax flags missing tests during review and helps the family arrange them locally where possible.
How CancerFax Helps
CancerFax is a specialist cancer access and patient-navigation platform. We help patients and families understand their options, organise medical records, coordinate hospital communication, and support cross-border treatment planning where appropriate.
We help collect and organise reports, scans, pathology, biomarker results, and treatment history for structured case review.
We communicate with hospitals or trial teams to assess whether a case may be suitable for further screening.
We support appointment coordination, document submission, translation, and direct communication with international departments.
For international patients, we help with practical coordination โ travel planning, hospital admission guidance, and local support.
If this option is not suitable, we help explore other relevant treatments, clinical trials, or advanced care pathways.
From inquiry through to follow-up, our coordinators provide a single point of contact for the family.
CancerFax does not guarantee treatment access, eligibility, or clinical outcome. Our role is to help patients access accurate information, structured review, and appropriate specialist pathways.
Need Help Sending Your Records?
If you are ready to share your case with a Chinese cancer hospital, CancerFax can review the records, build a clinical summary, and forward the case to the right specialist. CTAs: Share Your Reports | Request Case Review | Speak to CancerFax
This content is for informational purposes only and does not constitute medical advice. Always consult a qualified oncologist before making treatment decisions.