How to Ask a Thai IVF Clinic About Follow-Up Communication When Your Home Clinic Uses a Different Records System

When you return home after IVF or preimplantation genetic testing (PGT) in Thailand, your home clinic may need to understand what happened abroad. The practical problem is rarely medical — it is administrative. Two clinics may use different file formats, naming conventions, units, date formats and patient identifiers. This guide focuses on how to ask each side what they use, what to request, and how to keep a simple crosswalk so records can be matched without confusion.

At a glance

• Ask both clinics, in writing, what formats, naming conventions, units and identifiers they use.
• Request structured summaries alongside raw reports where possible.
• Confirm secure transfer methods and consent for cross-border sharing.
• Build a one-page index that maps each document to its source, date and version.
• Keep clinical questions for licensed clinicians; coordination support is administrative.

Why records systems differ

Clinics organise information in their own way. One may store results as PDFs with a patient ID at the top; another may scan handwritten notes or use a different laboratory information system. Date formats can differ (day/month/year versus month/day/year), units may differ (for example, hormone concentrations or embryo grading scales), and naming conventions for files or tests may not match. These differences are normal. The goal is not to make the systems identical, but to create a clear bridge so your home clinic can read and use the information.

What to ask the Thai clinic

Contact the Thai clinic’s patient coordination or records team — not the clinical team — for administrative questions. Ask in writing so you have a record of the answers.

• Formats: Can you provide reports as PDF, scanned images, or both? Are structured summaries available alongside raw laboratory reports?
• Naming conventions: How are files named? Is there a standard prefix or patient identifier I should use when requesting copies?
• Units and reference ranges: What units are used in laboratory reports? Are reference ranges included?
• Date conventions: What date format is used on reports?
• Patient identifiers: What identifier does the clinic use for me? Can it be included on every document?
• Transfer methods: What secure channels do you use to send records (for example, encrypted email, patient portal)? What do you need from me to authorise release?
• Translations: Are reports available in English? If not, can you provide a certified translation or a summary in English?
• Consent: What consent form is required to share my records with a clinic in another country?

What to ask your home clinic

Your home clinic also has preferences. Ask them before you request records from Thailand, so you can request the right things the first time.

• Preferred formats: Do you prefer PDF, scanned images, or a structured summary? Do you accept records in English, or do you need translation?
• Required identifiers: What patient identifiers do you need on incoming records to match them to my file?
• Units and conventions: Do you need units converted or dates reformatted? (Your home clinic can advise; the Thai clinic may provide source units.)
• Transfer methods: What secure channel should the Thai clinic use to send records to you?
• Consent: What consent do you need from me to receive and store records from abroad?
• Point of contact: Who at your home clinic should receive the records?

Building a crosswalk index

A crosswalk is a simple table that maps each document from one system to the other. It helps both clinics see what exists and where it came from. You can keep it in a spreadsheet or a printed page.

Document	Source clinic	Date on document	Format	Identifier used	Notes
Example: Embryology summary	Thai clinic	2026-03-15	PDF	Patient ID 12345	English translation attached
Example: Home clinic intake form	Home clinic	2026-04-02	Scanned image	Local MRN 67890	Received by Dr. [name]

Update the index each time you send or receive a document. This reduces the chance that one clinic is working from an older version.

Handling translations and consent

If the Thai clinic’s reports are not in your home clinic’s language, ask about translation options. A certified translation may be needed for official records. For consent, ask both clinics what forms are required for cross-border sharing. You may need to sign a release at each end. Keep copies of signed consents with your crosswalk index.

Secure transfer and privacy

Ask each clinic what secure method they use for sending records. Avoid sending sensitive documents through unencrypted email unless the clinic confirms it is secure. If a patient portal is available, use it. Confirm who will have access to the records at each clinic.

Checklist: questions to ask each clinic

1. What formats do you use for reports (PDF, scanned images, structured summaries)?
2. What naming conventions or patient identifiers should appear on documents?
3. What units and date formats are used?
4. What secure transfer method do you prefer?
5. What consent is required to share records with a clinic in another country?
6. Who is the point of contact for records requests?
7. Are English translations available, or should I arrange them?

Next steps

Start by asking both clinics the questions above. Then create your crosswalk index and request the documents you need in the formats your home clinic prefers. If you need help coordinating these administrative steps, you can review our international patient information, treatment process overview, and patient resources. Clinical questions about your results, options or follow-up plan should go to your treating clinicians at either clinic.

Frequently asked questions

What if the Thai clinic and my home clinic use different patient identifiers?

Ask each clinic what identifier they use for you. Then include both identifiers on your crosswalk index and on any cover letter you send with records. This helps each clinic match documents to your file without confusion.

Do I need a certified translation of my Thai clinic records?

Ask your home clinic whether they require a certified translation or whether an English summary is acceptable. The Thai clinic may be able to provide English reports or a translation; if not, you may need to arrange one. Requirements vary by clinic and country.

How do I give consent for cross-border sharing of my records?

Ask both clinics what consent forms they require. You may need to sign a release at the Thai clinic to send records and another at your home clinic to receive them. Keep copies of all signed consents with your records index.

What is the safest way to send medical records between clinics?

Ask each clinic what secure transfer method they use, such as an encrypted patient portal or secure email. Avoid unencrypted email unless the clinic confirms it is secure. Confirm who will have access at each end.

Continue your research

• International patient guide
• Treatment journey
• Patient resources

Medical information notice: This article is educational and does not replace individual assessment, diagnosis, genetic counselling or treatment advice from a licensed clinician. Provider services, availability, fees and policies should be verified directly before booking.