How to Submit Lab Reports
In order to provide the best quality care possible, I ask all of my patients to send me any past lab and imaging reports from their work with other health providers. I offer everyone who works with me a full lab test review as part of my services, which is a huge benefit to you. It also helps me to learn which tests you have already had, what those tests showed, and determine any tests that may still be helpful.
I also want to ensure that any lab tests I recommend are relevant and do not include unnecessary repeats, costing you unnecessary money! While submitting lab reports is not required, it is highly recommended (if such reports exist).
There are several ways to submit lab reports:
1. Drop off printed copies
The most obvious method is to print copies and either bring them with you to your appointment, or drop them off through my mail slot. Some people will choose to put all their lab and imaging reports on a USB flash drive and bring that or drop it off. If bringing printed copies, or copies on a USB stick, I will need time to scan and/or upload these into your chart, so please either print copies I can keep or allow me to borrow files for at least a week so I can get them scanned.
2. Email digital copies
If comfortable, you are welcome to email any and all files to [email protected]
Please note that email is not considered a secure method, so privacy is not guaranteed. However, this is the option most people choose due to convenience. It is also very easy to continue to submit any future lab files as they are shared with you or get uploaded into the online platforms.
Please note that email is not considered a secure method, so privacy is not guaranteed. However, this is the option most people choose due to convenience. It is also very easy to continue to submit any future lab files as they are shared with you or get uploaded into the online platforms.
3. Upload to a secure sync.com dropbox
If privacy is a concern, I invite you to use Sync.com - a free secure online dropbox. Sync.com is Canada-owned.
Instructions:
**If you add new files to your Sync folder on a future date, you'll need to re-share the folder with this email address each time -- otherwise I will not be aware that you added anything as there's no automatic notification for this.
Instructions:
- Sign up for a free account here.
- Check your email to activate your account. Check spam/junk folders if necessary.
- Choose “skip install and go to the web panel”
- You’ll be directed to the Files section.
- Create a new folder and label it: Last name, First name.
- Click the folder to open it. Then click “Upload”. You can click “Choose Files+” or simply drag files into the grey box to transfer them. Once your files are all transferred, click Close.
- If you upload the wrong files, click “Clear transfers” and start again.
- Now click the 3 dots on the right of the folder (or right click) and click "share with email" and then enter [email protected]
- That's it! I will receive an email notifying me you have shared files with me. It can be helpful to send a quick email to [email protected] letting us know you uploaded files in case something went wrong.
**If you add new files to your Sync folder on a future date, you'll need to re-share the folder with this email address each time -- otherwise I will not be aware that you added anything as there's no automatic notification for this.
4. Fax the reports
If you have a fax number, or if you'd like to use an online fax provider, fax is a perfectly acceptable way to send reports and is considered secure. The fax number here is 844-991-3601. If you send a fax, please reach out by phone or email to confirm your fax was received.
Q: What format should lab results be in?
Ideally, all submitted files should be in PDF format. Each page needs to include the date of testing and your identifying information. If the first page of a document has all the required information but page 2, 3, and so on only list your name, this might be acceptable.
Screenshots that are difficult to read or that lack the required identifying information are not acceptable. JPG files may be submitted as long the text is fully legible and as long as the required information is included.
Screenshots that are difficult to read or that lack the required identifying information are not acceptable. JPG files may be submitted as long the text is fully legible and as long as the required information is included.
Q: What if I don't have my lab reports?
Not to worry. There are several ways to get your hands on your reports. Please note this only applies to adults. My first recommendation is to ensure you have registered for the various online platforms where lab and imaging reports are uploaded. It might take a little bit to get these set up but once they're active, you're all set and sharing lab reports with any provider will be easy.
Option 1 - Register on online lab reports platforms
There are 3 main platforms in the Okanagan where records can be posted
- My Health Portal - Interior Health / Hospital
- Health Gateway - Valley Medical Lab / Dynacare / Life Labs / Interior Health / Hospital
- My Care Compass - Valley Medical Lab / Dynacare / Life Labs
Option 2 - Ask your doctor for your records
You can phone or visit your past doctor's office and simply request they provide you with copies of your past lab and imaging reports, either in emailed or printed form. I recommend that you let them know you would like to compile a file of your health records for your own information and reference. This should be sufficient for them to release the records to you.
Option 3 - Authorize me to request your records
You can complete a "Request for Records" form. When you complete and return the form to me, I can fax it to your doctor(s) office, requesting lab and imaging reports to be faxed directly to me. Some offices will charge a fee for this, and this fee would be yours to pay. Some offices will simply send the files with no issue and no fee.
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The main problem with this option is that any updated lab or imaging reports are not automatically sent, so I still recommend registering for the online health portals, even if just for access to lab and imaging reports in the future
If you need the form, simply download it below. Return the completed form by email to [email protected], fax to 844-991-3601, or by printing it and bringing it to my office. Download it here:
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What to include on the form:
Do not check any of the boxes at the bottom. I will request the files that I need. Typically, I will only request lab reports and imaging reports (if there are any, or if they are relevant to the reason your current health concerns).
You can fill out a form for each doctor from whom you'd like me to request records.
- Patient name = your full legal name
- Patient date of birth = your date of birth
- Patient signature = hand-written or digital signature
- From doctor = the full name of the doctor I am requesting records from. I also appreciate if you can include the clinic name and/or location to make my life easier, as I will need to find the office's fax number.
Do not check any of the boxes at the bottom. I will request the files that I need. Typically, I will only request lab reports and imaging reports (if there are any, or if they are relevant to the reason your current health concerns).
You can fill out a form for each doctor from whom you'd like me to request records.
Q: My child is a patient of yours. How do I access their results?
Typically you won't be able to set up online platforms for children due to age restrictions. In these cases, you may need to contact the office of the doctor who ordered the testing and ask for copies. They might email them to you, or they may require you go in person to pick them up, but a doctor's office should be willing to release lab results to the primary caregiver for a paediatric patient without any difficulty.