First, separate consultation, planning and delivery
Radiotherapy is not a single appointment. It is a process with distinct stages, and each stage answers a different question. Confusing them can leave an overseas patient preparing the wrong records or asking the wrong office for an answer.
A consultation is where a radiation oncologist reviews your diagnosis, imaging, pathology and treatment history, then discusses whether radiotherapy is appropriate and what approach might be considered. Planning is the technical stage where the treatment volume, organs at risk and delivery technique are defined. Delivery is the actual course of treatment sessions. Later reviews monitor how you respond and whether the plan needs adjustment.
When you contact a hospital in China, be clear about which stage you are asking about. If you write 'I want radiotherapy', the reply may assume you already have a confirmed plan and are ready to start. If you write 'I want to know whether radiotherapy is suitable for me', the reply should route to a consultation. These lead to different records, different appointments and different expectations.
The technique and schedule depend on the individual treatment plan. That is why no useful answer can be given without the clinical team seeing your case. Your job before travel is to make that review possible, not to predict the outcome.
Ask which radiotherapy plan is actually proposed
The phrase 'radiotherapy' covers many different approaches. The plan proposed for you depends on the cancer type, its location, its stage, whether you have had radiation before and what other treatments are planned. You do not need to understand every technical detail, but you should ask the treating team to describe the proposed plan in plain terms.
Useful questions include: What is the goal of this radiotherapy — curative, adjuvant, palliative or something else? Which area will be treated? What technique is being considered, and why? How many sessions are anticipated, and over what period? What alternatives exist if this plan is not suitable?
These questions matter because the answers determine what records the hospital needs and what you should prepare. A plan for a small, well-defined target may require different imaging and planning scans than a plan covering a larger or more complex area. A palliative plan may prioritise symptom relief and shorter schedules. A curative plan may require more detailed staging and organ-at-risk assessment.
Do not treat any answer you receive by email or message as a final plan. A records-based opinion can indicate whether radiotherapy is worth considering and what information is missing, but it cannot replace the in-person assessment and planning that the treating hospital must carry out. The hospital decides suitability.
If you already have a proposed plan from your current team, say so clearly. Ask whether the China team would follow it, modify it or propose something different. Ask what they would need to see before giving a meaningful opinion.
Prior radiation records: what to ask and why they matter
If you have had radiotherapy before, the new treating team needs to know about it. Previous radiation affects how much additional radiation can safely be given to the same area and which nearby tissues have already been exposed. This is not a reason to assume you are ineligible, but it is a reason to gather the right documents.
Ask your current or previous radiotherapy centre for a treatment summary. This should state the date of treatment, the area treated, the technique used and the total dose delivered. If you can obtain the planning documents, including dose distribution information, that is even more useful. Ask specifically for a 'radiotherapy treatment summary' and 'prior dose records' rather than a general discharge letter.
Not every patient will have these records readily available, especially if treatment took place years ago or in a different country. If you cannot obtain them, tell the China hospital what you have and what you are missing. The clinical team can advise whether the missing information is essential or whether other records can substitute. Do not assume that missing records automatically disqualify you, and do not assume they are unimportant.
Ask the hospital directly: 'Do you need my prior radiotherapy records before you can assess my case?' and 'If I cannot obtain the full dose records, what alternatives would you accept?' These are practical questions that help you avoid sending an incomplete file or making a trip that could have been better prepared.
How sessions and later reviews would be arranged
Radiotherapy is typically delivered across multiple sessions, but the number and frequency depend entirely on the individual plan. You should not assume a fixed schedule. Ask the hospital to explain, in general terms, how a course of treatment would be structured for your case.
Questions to ask include: How many sessions per week are anticipated? How long would the full course take? Would I need to stay in the same city throughout? What happens if I need a break or if my condition changes? How would follow-up reviews be arranged after treatment ends?
These questions affect practical planning. If the course is expected to last several weeks, you need to consider accommodation, language support and how you would manage daily travel to the hospital. If the plan involves a shorter course, the logistics differ. If the hospital cannot give a clear answer before seeing your records, that is normal — but they should be able to explain what information they need to provide one.
Later reviews are also part of the plan. Ask how often they would occur, what tests or scans would be involved and whether any of this could be done closer to home. Some follow-up may be possible with your local team if the China hospital provides a clear summary and recommendations. Ask whether they would communicate with your home clinicians.
Do not treat any scheduling information as confirmed until the treating hospital has reviewed your records and confirmed the plan. A provisional indication is not a booking.
What to prepare before you contact a hospital in China
You do not need to send a complete medical archive in your first message. A brief summary is enough to start. But as the conversation progresses, the hospital will need specific documents to assess your case properly.
Prepare a short written summary that includes your diagnosis, the date it was confirmed, the cancer type and stage if known, treatments you have already had, and your main question. Then gather the supporting records: pathology reports, imaging reports and the actual images if available, operation notes, chemotherapy or immunotherapy summaries, and any prior radiotherapy records.
Keep a list of what you have and what you are missing. When you contact the hospital, state clearly what you can provide and what you cannot. This helps the clinical team tell you whether they can proceed with a records-based opinion or whether they need more before arranging a consultation.
If you are considering a proxy consultation or a multidisciplinary review through a coordination service, ask what the service includes and what the hospital will receive. A proxy consultation is optional, not a prerequisite for every appointment. An initial enquiry is free and does not require buying a proxy consultation.
For radiotherapy specifically, ask the hospital whether they need the actual imaging files or whether reports are sufficient for an initial review. Ask whether they need prior radiotherapy dose records before they can comment on suitability. Ask what format they prefer for digital files.
What the hospital must confirm, and what you should not assume
The treating hospital and its licensed clinicians decide whether radiotherapy is suitable, what technique to use, how many sessions to deliver and how to monitor you. No coordination service, including ChinaSpecialistCare, can make those decisions or promise acceptance.
Do not assume that a particular technique is available at a particular hospital, that a specific schedule can be arranged, or that treatment can start on a date you choose. Availability, scheduling and suitability are hospital-specific and case-specific. Ask the hospital directly about its own arrangements rather than relying on general information.
Do not delay necessary local care while pursuing an overseas enquiry. If your symptoms worsen or you need urgent assessment, seek care where you are. Radiotherapy planning can take time, and your health should not wait for an administrative process.
If you receive a written estimate or treatment plan, ask what is included, what is excluded and what remains undecided. Ask whether the estimate covers consultation, planning, delivery, imaging and follow-up, or only part of the process. Ask who to contact if the plan changes.
The goal of your preparation is not to secure a promise of treatment. It is to give the clinical team enough accurate information to make a proper assessment and to help you understand what would be involved if radiotherapy is considered appropriate.
Sources & scope of this guide
References and official service information relevant to this guide.
This is general planning information and has not been individually reviewed by a doctor. Medical decisions and personal treatment advice come from your treating clinicians.