Share enough information to screen accurately, but verify the site and the transfer method before sending records, lab reports, ID documents, or insurance cards.
Prepare a simple summary before the first call: current diagnoses, surgeries, hospitalizations, allergies, medication names and doses, supplements, recent vaccines, recent infections, recent procedures, and recent research participation. Include dates when they matter. Eligibility rules often depend on dates, doses, timing, and whether an issue has fully resolved.
Do not guess on medication names or doses. Have bottles, pharmacy records, or a current medication list nearby. Include over-the-counter drugs, supplements, nicotine products, cannabis, and hormonal contraception when relevant.
Ask who requests records, what specific records are needed, how they are transmitted, who can view them, and whether records are stored by the research site or sponsor. A focused request for a recent lab value, medication list, or procedure report is different from a broad request for an entire medical chart.
If a screening result is abnormal, ask whether the site provides a copy, whether the result can be sent to your clinician, and whether you should seek follow-up outside the study. Research participation does not replace routine care.
Give dates when possible. “Surgery in 2022” is more useful than “a while ago.” “Stopped medication in March” is more useful than “I used to take it.” If you do not know a lab value, say you do not know rather than guessing. Guessing can lead to a wasted screening visit or inaccurate eligibility review.
List drug name, dose, frequency, reason, start date if known, and recent changes. Include supplements, hormones, nicotine products, cannabis, sleep aids, allergy medication, pain relievers, and over-the-counter products when relevant.
Ask which records are needed, date range, receiving party, transmission method, storage process, and whether you can send a narrower document instead of a broad chart release.
