Handing Over IVF Records to a New Clinic: What to Confirm

Answer first: three confirmations before records leave your hands

When you move IVF care to a new clinic, the records handover is a coordination task, not a clinical one. Before any file is sent, confirm three things in writing:

1. Recipient — the named clinician or department at the new clinic who is authorised to receive your records, not just the clinic name.
2. Consent — what written authorisation the releasing clinic requires, who signs it, and whether it must name the recipient and the permitted method of transfer.
3. Receipt — an acknowledgement that the new clinic has received the records and can open them, plus what to do if a document is missing or unreadable.

These three points prevent the most common handover problems: records sent to a general inbox, consent forms that do not match the receiving clinic’s requirements, and files that arrive but cannot be opened. Your new clinician can answer clinical questions about the records; the coordinator’s role is to organise and transmit them.

Which documents to prioritise in the handover

Not every page needs to travel at once. Prioritise the documents that let the new clinic understand your history and plan safely:

• Cycle summaries — dates, stimulation approach, retrieval and transfer details, and outcomes as recorded by the treating clinic.
• Medication records — what was prescribed, doses, and any noted responses or changes.
• Embryology and laboratory reports — fertilisation, embryo development and any testing reports, including PGT-A, PGT-M or PGT-SR results if relevant to your history.
• Consent forms — including consent for storage, disposal or transfer of embryos or gametes, if applicable.
• Relevant imaging or procedure notes — as advised by your new clinician.

If a PGT report is part of your history, keep in mind that a reported sample finding is not the same as a confirmed whole-embryo diagnosis. A mosaic PGT-A result is inferred from intermediate chromosome copy-number findings in a biopsy sample, and technical factors can contribute to such findings. The sampled result does not establish the cell composition of the whole embryo. Your new clinician and a genetic counsellor can discuss what the report means for your situation. ASRM committee opinion on mosaic PGT-A results

How to keep a dated record of what was sent

Create a simple log you can update as you go. For each document or batch, note:

• The date you sent it.
• Who sent it (you, the releasing clinic, or a coordinator).
• The named recipient and the method of transfer (for example, secure portal, encrypted email, or hand delivery).
• Whether a receipt acknowledgement was received and on what date.

Keep a copy of the consent form and any cover letter. If a document is missing or unreadable, ask the new clinic to specify exactly what they need and request a re-send from the releasing clinic. This log also helps if you later need to request records for your own files or for follow-up after returning home.

What the coordinator can and cannot do

A coordination service can help you organise existing records, prepare a dated checklist, communicate document requests to the hospital, and confirm the agreed recipient and method of transfer. It does not interpret medical results, diagnose, prescribe, or decide clinical eligibility. Your new clinician interprets the records and answers clinical questions about your history and options.

If you would like help preparing a records handover checklist or coordinating communication with a new clinic, you can contact the coordination team to discuss your situation. Scope and fees are confirmed individually.

Planning the handover around your timeline

Start the handover as early as practical before your first appointment at the new clinic. Allow time for the releasing clinic to process the consent form and for the new clinic to confirm receipt. If you are travelling to Thailand for care, coordinate the records handover with your appointment and travel plans so that the new clinic has your history before you arrive. For general information about the treatment process, see the treatment process overview.

After you return home, you may need to request records from the Thailand clinic for your local doctor. The same three confirmations apply: recipient, consent and receipt. Keep your dated log updated so you can follow up on any outstanding documents.

Frequently asked questions

Can I send my IVF records to a new clinic myself, or does my old clinic have to send them?

Either may be possible, but the releasing clinic usually needs your written consent before it will share records. Confirm with both clinics what method they accept and whether they require the consent form to name the recipient and the transfer method. Keep a dated copy of whatever you send.

What if the new clinic says a document is missing or unreadable?

Ask the new clinic to specify exactly which document is affected and what format they need. Then request a re-send from the releasing clinic, referencing your original consent and the named recipient. Note the date of the re-send in your log.

Do I need to send my PGT reports with the rest of my records?

If PGT testing is part of your history, include the reports so your new clinician can review them. A reported sample finding is not a confirmed whole-embryo diagnosis, and your clinician or a genetic counsellor can explain what the report means for your situation.