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To help a research screening conversation get started, gather the records that describe the patient's current clinical picture and relevant prior care. A current medication list, prior treatment summaries, recent visit notes, and relevant laboratory reports already in the medical record can give the research team a clearer starting point. Ask the receiving team which items are needed for the specific review.
The goal is not to send every document at once. Start with records that answer basic context questions: what care is currently documented, what prior treatment information is available, and what recent information may be relevant to the research conversation. If an item is missing, identify the source office rather than trying to recreate clinical details from memory.
A practical records checklist for a referring office may include the date of the most recent note, the current medication list, summaries of recorded prior treatment trials, and relevant laboratory reports if they are already part of the chart. Add a brief cover message explaining the reason for referral and whether the patient is seeking care, research information, or both.
Complete records can help the research team begin protocol-required screening steps, but they do not enroll a person in a study or establish eligibility. The team may need additional information after its review. The Principal Investigator oversees eligibility review, and the Principal Investigator or an appropriately delegated clinician applies the protocol to the determination.
Before sending anything, confirm the practice's secure records channel and follow its instructions. Do not upload records into the consultation form or put patient details in Mood Guide or general contact fields. If you are unsure what to send first, contact the research team, describe the referral question, and ask which records will be most useful for the initial review.
Before transmitting records, check that the documents are legible, complete, and labeled with the correct patient and date where required by the sending practice. If a summary references outside records, note that source in the referral message. This can help the receiving team understand whether additional documentation may need to be requested through the secure channel.