Define the review before collecting files
Write the intended use beside every item: routing an enquiry, asking whether records can be reviewed, confirming a travel document, or preparing for an appointment. Hospitals and authorities can set different requirements; there is no universal China-wide pre-review packet proved by the sources below. Treat this list as a starting menu and ask the named institution for its current minimum.
Make a two-column tracker: “requested” and “required to proceed.” Add owner, date, language, and status for each row. This stops a helpful document from becoming an accidental requirement and makes it clear whether a coordinator is only checking completeness or whether an authorised hospital team is making a provider decision.
Clinical and factual material
For a records-based question, begin with a dated anonymous summary, the relevant written report, a medication list, and a short list of current questions. Add laboratory results, pathology, discharge letters, or imaging access only when they relate to the question and the recipient confirms the format. Put the document date on the tracker; do not rely on a file name alone.
If images are requested, ask whether the team needs a viewer link, DICOM export, or a report only, and whether a password or consent form is required. Keep the original acquisition file untouched. A report or scan can support a request for review, but an intake checklist does not interpret it and cannot establish a diagnosis, indication, or likely outcome.
Identity, consent, and administrative papers
Send direct identity details only after the recipient explains why they are needed and how they will be handled. The first enquiry may use a case code, country of residence, age band, contact route, and preferred language. Later stages may require a passport copy, consent to release records, a representative authorisation, or a patient-services form; mark each as “requested by” and “not yet sent” until confirmed.
Separate administrative proof from clinical evidence. A passport can support identity or travel administration, but it does not prove medical suitability. A consent form authorises a disclosure or communication step, not a diagnosis or treatment choice. Keep the signed original in a protected folder and share a copy through the named channel, with the date and recipient recorded.
Travel, translation, and file quality
When travel becomes relevant, check the current government travel advice, insurer requirements, visa or entry rules, and any provider instruction separately. CDC guidance notes that facilities, insurance acceptance, deposits, medicines, and available care can vary; those points should be checked for the traveller’s own situation rather than copied into a generic promise. A travel evidence row can include insurance contact, medication prescription, and a contingency contact.
For each file, record language, translator, translation date, and whether it is certified or for orientation only. Confirm that pages, units, names, and dates are legible; run an attachment test on the actual copy. Keep originals, translations, and redacted versions in different folders so a coordinator does not accidentally send a working translation as if it were the authoritative record.
Close the checklist with a written request
Before submission, check that the purpose is stated, every attachment has a date and owner, unnecessary identifiers are removed, and the recipient knows which answer is requested. Ask for a receipt and a list of any blocking omissions. If the reply says “more information,” ask which exact field or file changes the next step and whether the new request is administrative or clinical.
Store the submitted checklist, files, receipt, and response together. Recheck the list when the date, passport, medication, insurer, or provider changes. A complete packet means the named reviewer has the information needed for the stated task; it does not mean a hospital must accept the request, provide a price, offer a procedure, or produce a medical result.
