Start with your GP records. Contact your GP surgery and request a summary letter including: (1) Your current diagnoses, (2) Current medications and dosages, (3) Allergies and adverse reactions (very important), (4) Previous surgeries or significant medical events, (5) Vaccination history (less critical but useful). Most surgeries provide this within 5–7 working days for a small fee (typically £10–15). Request it in English if you're consulting a foreign clinic, though some will translate on your behalf.
Imaging and scans: If you've had recent MRI, CT, X-ray, or ultrasound relevant to your condition, obtain copies. Request these from the hospital or imaging centre where they were performed. Many provide digital copies (on CD or cloud link) within 1–2 weeks. Examples: MRI of the knee for arthritis, MRI of the brain for neurological conditions, spine imaging for back issues. Clinics need these to assess tissue damage and suitability for treatment.
Laboratory results: Blood tests, genetic testing, or specialist assays—gather recent results (within the past 6–12 months). Include reports on: complete blood count, liver and kidney function, autoimmune markers (if relevant to your condition), and any specialised tests your GP ordered. Results are usually available from your GP's medical records system or the lab directly.
Specialist reports: If you've seen consultants (rheumatologist, neurologist, orthopaedist, etc.), request their reports. These document detailed assessment, diagnoses, and treatments attempted. Specialists' reports are especially valuable because they provide expert context that GP summaries might lack.
Medication list: Create a detailed list including: medication name, dose, frequency, duration you've been taking it, and why (e.g., "Methotrexate 10 mg weekly, for rheumatoid arthritis, since 2019"). Include over-the-counter medications, supplements, and herbal products—some interact with stem cell protocols or affect cell behaviour. Date the list; drug regimens change.
Allergy documentation: Provide explicit allergy history: (1) Specific allergen, (2) Type of reaction (rash, anaphylaxis, swelling, etc.), (3) Severity, (4) Any similar medications you can tolerate. Example: "Penicillin → anaphylaxis; tolerated: cephalosporins." This is critical because clinics might administer antibiotics post-treatment.
Previous treatment attempts: Document what you've already tried for your condition—physiotherapy, medications, injections, surgeries. Include: treatment type, dates, duration, and outcome (improved, no change, worsened). This shows your clinic that conventional options have been exhausted and justifies stem cell consideration.
Psychological or psychiatric history: If relevant (depression, anxiety, autism diagnosis, cognitive impairment), share this. Clinics screen for psychological factors affecting consent capacity and recovery expectations. Be honest about mental health; it's not a disqualifier but affects clinic approach.
Social and occupational context: A brief note on: your job (relevant to activity restrictions post-treatment), living situation (support available, accessibility), and functional limitations (how much your condition impairs daily life). This helps clinics tailor aftercare to your reality.
Gynecological/reproductive history (if applicable): Pregnancy status, contraceptive use, or plans to conceive. Stem cell safety in pregnancy is unknown; clinics might recommend deferring treatment if you're pregnant or planning pregnancy in the next 6 months.
Organising and submitting: Once gathered, (1) Scan or photograph documents if paper copies only. (2) Name files clearly (e.g., "GP_Summary_2024", "MRI_Knee_2023", "Rheumatologist_Report_2024"). (3) Email as a single folder or PDF to your clinic. (4) Request confirmation of receipt. (5) Ask the clinic if they need anything additional.
Timing: Gather records before initial consultation if possible. Most clinics request them upfront. Providing complete records expedites assessment and prevents delays requesting missing documents.
Privacy and security: Most clinics request records via secure email or patient portals, not unencrypted email. If a clinic asks you to email unencrypted medical data, question their data security practices.
Redaction: You can redact information not relevant to your condition (e.g., psychiatric history unrelated to your presenting condition, other family members' information appearing in shared documents). Use a black marker or digital redaction tool.
Language: If records are in a language your clinic doesn't read (e.g., Greek or Polish documents), ask whether the clinic can arrange translation or whether your GP can provide a summary in English. Most clinics work with professional translators if needed, at cost.
Updates: If significant medical events occur between initial submission and treatment (new diagnosis, medication change, surgery), inform your clinic immediately. Fresh assessment might be needed.
What clinics do with records: They use them to (1) Confirm suitability for treatment, (2) Identify contraindications, (3) Design treatment protocols tailored to your history, (4) Inform consent discussions. Records are kept in your clinic file and protected by GDPR; you can request copies anytime.
Bottom line: Thorough medical records streamline assessment, reduce back-and-forth, and help clinics tailor treatment. Take time to gather them carefully before your initial consultation.
Sources & further reading
Educational guide; most uses are investigational — consult a qualified physician. Reviewed by the StemCellAtlas editorial team.