Name the exact document, not the whole file
"My records are missing" is too broad to act on. A sequencing review usually turns on a small number of specific items, and each one has a different holder. Before you contact anyone, write down what you already have and what you cannot find, using the document's own name rather than a category.
For a whole genome sequencing enquiry, the practical list is administrative. It includes the original sequencing or genetic test report if testing was already done, the laboratory's technical information about the platform and analysis, the clinician's referral or request note, and any earlier genetic reports that a new analysis would need to be compared against. Imaging discs, pathology blocks and hospital discharge summaries may also be requested by the reviewing team, but whether they are needed for your question is for that team to confirm.
The reason precision matters is that "send my medical records" produces nothing usable. A laboratory cannot release "the genetics file"; it releases a named report with an accession number. A hospital cannot confirm "the old results"; it confirms a specific test performed on a specific date. When you can name the document, you can also name who holds it, which is the next decision.
- Write the exact report title as it appears on the document you have.
- Note the issuing laboratory or hospital and the report date.
- Note any accession, specimen or case number printed on it.
- Separate documents you hold from documents you have never received.
Ask the holder who can actually release it
Each missing item has one primary holder, and asking the wrong office adds delay without adding information. The issuing laboratory holds its own test reports and technical files. The hospital that ordered the test holds the request note and often the report copy in the patient's file. The treating clinician holds the clinical context and any referral letter. You hold whatever was handed to you.
A short written request works better than a phone call because it creates a record of what you asked for and when. State your full name, date of birth, the approximate date of the test or visit, and the exact document you need. Ask for a legible copy, preferably with the laboratory's original formatting rather than a photograph of a screen. If the document exists only in a language other than English, ask whether a translation can be provided or whether the receiving team will work from the original.
If a document genuinely does not exist, that is also useful information. A note saying "no prior sequencing was performed" or "the original laboratory has closed" tells the reviewing team something concrete. It is better to report a confirmed absence than to leave the item unresolved, because the team can then tell you whether the absence changes anything.
Decide whether the gap changes the next step
Not every missing document changes the plan. Some gaps are administrative and can be filled later; others affect whether a records-based review can proceed at all. The only reliable way to know which situation you are in is to ask the team that will review your case.
A practical way to frame the question is to send what you have, list what is missing, and ask directly: does this gap prevent an initial assessment, or can the review begin and the document follow? That single question separates two very different paths. If the review can begin, you can proceed with the appointment or enquiry while you chase the document. If it cannot, you know exactly which item is blocking and can focus your effort there.
Be careful about assuming that a missing item is fatal. It may be that the reviewing clinician can work from a summary, or that a repeat sample would be needed anyway, or that the missing report is irrelevant to your specific question. Equally, do not assume a gap is harmless. Ask, and treat the answer as the basis for your next action rather than your own guess.
Put the gap in writing before you travel
If you are considering care in China, the reviewing team needs a clear picture of what exists and what does not. A short covering note is more useful than a large unsorted attachment. In it, list the documents you are sending, the documents you have requested, and the documents you have confirmed do not exist. Add one line explaining what you want from the review.
This note also protects you from a common problem: sending a partial file and receiving a reply based on incomplete information. When the team can see that a report is pending, they can tell you whether to wait or proceed. When they cannot see that, they may simply work with what arrived.
Keep the note factual. You do not need to interpret the reports or explain the science. Your job at this stage is to make the file's status obvious so the clinical team can decide what it needs.
- One line per document: name, holder, status (held, requested, confirmed absent).
- One line stating your main question for the review.
- One line stating what you want to happen next.
- Send the note with the documents, not separately.
What to confirm about scope and responsibility
Before you commit to a review or an appointment, ask the provider to confirm in writing what the service covers and who is responsible for each part. For a whole genome sequencing review, useful questions include: which documents the team needs before it can assess the case, whether a records-based opinion is possible without the missing item, who will contact you if something further is required, and how the team will communicate its findings.
It also helps to clarify the division of responsibility. The hospital and its clinicians decide suitability, whether testing is appropriate, and what any result means for your care. A coordination service can help organise records, request appointments and interpret communication, but it does not make clinical decisions or guarantee that a hospital will accept a case. Ask each side what it will and will not do, and get the answer in writing where possible.
If you are comparing routes, ask the same questions of each provider so the answers are comparable. A reply that does not address the missing document is not yet an answer to your actual situation.
A short next step you can take today
Write your one-page document list now, marking each item as held, requested or confirmed absent. Then send a brief summary to the team you are considering, asking whether the missing item prevents an initial assessment or whether the review can begin while you obtain it. An initial enquiry is free and does not require buying a proxy consultation; it is simply a way to find out what the next step should be.
If you would like help organising the documents, requesting a specialist appointment or interpreting the reply, ChinaSpecialistCare can assist with those coordination tasks. The hospital and its clinicians remain responsible for assessing your case and deciding what testing or care is 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.