Hematologist
CION Cancer Clinics
Keeping records through a long haematology illness | CION Cancer Clinics
Keep one paper folder in date order, a photo of every page in a shared phone folder, and a one-page summary at the front. Protect the diagnosis reports above all, because they are the hardest to replace. This guide shows what to keep, how to set it up in an evening, what the report names mean, and how to track blood counts without misreading them. At CION Cancer Clinics, our haematology team supports patients and families through treatment, cost questions and life at home.
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Medically reviewed by Dr. Basudev PokhrelConsultant Haematologist · last reviewed September 2026, next review due September 2027
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On this page
- What is the simplest way to keep blood cancer records?
- Which papers should you keep, and which matter most?
- How do you build the system in one evening?
- What do the names on these reports mean?
- Should you track blood counts yourself?
- What do families believe about records that causes problems?
- What will a new doctor ask for first?
- Common questions about keeping blood cancer records
The short answer
What is the simplest way to keep blood cancer records?
Keep one paper folder in date order, a photo of every page in one shared phone folder, and a single-page summary at the front. That is enough for almost every family. The system matters less than keeping it up to date after every visit.
Why records matter so much in blood cancers
Leukaemia, lymphoma and myeloma are often treated over many months, and sometimes over years of follow-up. Your relative may see several doctors, have dozens of blood tests, go through more than one admission and be sent to another centre for a specialised test or a transplant assessment. Each new doctor needs the diagnosis reports and the story so far. When a folder is missing, tests get repeated and decisions wait.
The reports you cannot easily replace
The original bone marrow report, the tests that describe the exact type of blood cancer, and the discharge summary from each admission are the hardest to get again. Blood counts can be repeated tomorrow. The first diagnosis samples cannot.
Never hand over your only original. Give copies, and ask for originals back before you leave any clinic or lab.What goes in the folder
Which papers should you keep, and which matter most?
Split the folder into a few sections. The first two are the ones every new doctor will ask for.
Diagnosis
The papers that say exactly which blood cancer this is. Keep them at the front, together.
Usually includes
- Bone marrow or lymph node biopsy report
- Flow cytometry and genetic test reports
- The first scans, such as a PET-CT
Treatment and admissions
Every discharge summary, the treatment plan or protocol sheet if you were given one, and letters from other centres. Discharge summaries tell the next doctor what happened and why.
Blood tests over time
Complete blood count reports and other regular tests, oldest first. A simple trend sheet at the front of this section saves a lot of page turning.
Transfusions and medicines
Transfusion slips, any reaction noted, the current prescription list and a note of allergies. Keep the prescription list current, and cross out old ones.
Money and schemes
Bills, receipts, insurance papers, Aarogyasri, PM-JAY, CGHS, ECHS or EHS approvals and ID copies. Claims are often rejected for one missing paper.
Not sure whether this applies to you?
Ask an oncologistSetting it up
How do you build the system in one evening?
Gather everything
Collect every paper from bags, drawers and relatives' homes. Ask the hospital and lab for copies of anything missing, especially the diagnosis reports.
Sort by section, then by date
Use a box file with dividers. Oldest at the back, newest at the front of each section, so the latest result is always easy to find.
Photograph and name each page
Save photos to one shared phone or cloud folder. Name each file with the date and the test, so a search finds it in seconds.
Write the one-page summary
Diagnosis and date, treatments so far, admissions, allergies, current medicines and the treating team's contact. Update it after every visit.
On the reports
What do the names on these reports mean?
- CBC or complete blood count
- The routine test of haemoglobin, white cells and platelets. It is repeated often, so it is the section that grows fastest.
- Peripheral smear
- A doctor looks at a drop of blood under a microscope. It often comes before a bone marrow test.
- Bone marrow aspirate and biopsy
- Samples taken from the hip bone to look at where blood is made. This is usually a key diagnosis report.
- Flow cytometry
- A test that sorts cells by the markers on their surface. It helps name the exact type of leukaemia or lymphoma.
- Cytogenetics, FISH or molecular tests
- Tests that look for changes in the cells' genes. They often guide which treatment is chosen.
- MRD
- Short for measurable residual disease, a very sensitive test for leftover blood cancer cells after treatment.
Following the numbers
Should you track blood counts yourself?
A simple trend sheet is useful, as long as you use it to ask questions and not to make decisions. Write the date, haemoglobin, white cell count, platelets and any transfusion on one line per test.
Why a single number can mislead you
Reference ranges differ between laboratories, so the same value can look normal on one report and flagged on another. During treatment, counts are expected to fall and rise again. A single result is always read alongside symptoms, the treatment phase and repeat tests. The trend matters far more than any one line.
What the sheet is for
It helps you see a pattern at a glance and bring it to the haematologist. It also helps a doctor in an emergency department who has never met your relative. Never stop, skip or change a medicine or transfusion because of a number on your sheet. The treating team sets those decisions.
What this page cannot tell you
It cannot tell you what your relative's counts should be, or what any result means for their treatment or outlook. Take the reports to the team who knows the full picture.
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Commonly believed
What do families believe about records that causes problems?
"The hospital keeps everything, so we do not need copies."
Hospitals do keep records, but they may not reach another centre quickly, at night, or in an emergency department across the city. Your folder travels with the patient.
"Only the latest reports matter."
The first diagnosis reports often matter most, years later. A doctor planning a transplant or checking for relapse (the cancer coming back) will ask for them.
"WhatsApp photos are enough."
Chats get deleted, phones get lost and images get compressed until the numbers cannot be read. Keep photos in a named folder, with paper copies as the back-up.
"If the counts on my sheet look fine, we can skip the check-up."
Blood counts are only part of what the team checks. Follow the appointment plan the haematologist gave you, whatever the sheet shows.
At the appointment
What will a new doctor ask for first?
What the doctor asks
Where you will find it
What exactly was diagnosed, and when?
The one-page summary, then the diagnosis section
What treatment has been given so far?
Discharge summaries and the protocol sheet
What were the latest counts?
The trend sheet, with the newest CBC report behind it
Any reactions to transfusions or medicines?
The transfusion and medicines section, and the allergy note
Questions we are asked
Common questions about keeping blood cancer records
How do I get copies of old reports from a hospital?
Ask the medical records department. Most hospitals need a written request from the patient, or from a relative with the patient's consent, plus ID. There may be a small fee and a wait. For diagnosis reports, ask the laboratory that issued them as well, because they often keep their own copy.
Should I keep the bone marrow slides and blocks?
You usually do not need to hold them at home, and they must be stored properly. Find out which laboratory holds the slides and tissue blocks, and write that on the summary page. If a second opinion or repeat testing is needed, the team will ask the lab to release them.
Is it safe to store reports on my phone or in the cloud?
It is convenient and usually sensible, with care. Use a password or screen lock, share the folder only with family members who need it, and avoid posting reports in large group chats. Keep paper copies too, in case a phone is lost or an account is locked.
Can I use a government health record app?
You can. India's digital health ID system lets you link some records to one account, where hospitals and labs take part. Not every provider uploads reports yet, so treat it as an extra copy rather than your only store. Keep your own folder and summary alongside it.
What should I carry to an emergency department?
The one-page summary, the latest discharge summary, the most recent blood count report and the current medicines list. Tell the emergency team straight away that your relative is having treatment for a blood cancer. Do not delay leaving home to look for papers, because the phone folder can fill the gap.
My parent's reports are in several hospitals. Where do I start?
Start with the diagnosis and the most recent discharge summary, then work backwards. Write a rough timeline from memory first: when symptoms began, where tests were done and which hospitals were involved. That list tells you who to contact. It also gives the new doctor a useful picture while copies arrive.
Do I need to keep bills after the claim is paid?
Keep them. Insurers and schemes sometimes query claims later, and bills can matter for tax purposes. Treatment can also continue across policy years, where earlier papers support a new claim. Check your policy or scheme rules, as they change, and ask the billing desk which documents they need.
Who in the family should keep the folder?
One careful person owns it, and one other person knows where it is and can reach the phone folder. It does not have to be the person who stays in the ward. A relative in another city or abroad can keep the digital copy organised and the summary updated.
Your Haematologist
Meet CION's haematologist. One specialist for your blood report and your plan.
Dr. Basudev Pokhrel reviews blood counts, transfusion needs and blood disorders, and works with the CION tumour board on blood cancers.
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Patient stories
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Sources
- Cancer.Net — Caring for a loved one
- National Cancer Institute — Support for caregivers of cancer patients
- Leukaemia & Lymphoma Society — Leukaemia & Lymphoma Society
- American Cancer Society — Survivorship: during and after treatment
This page is general information, not a prescription. Do not change or stop any treatment based on what you read here. If anything is worrying you, contact your own treating team — or call our helpline and we will help you reach the right specialist.
Keep reading
Related pages
Blood counts during chemotherapyWhat the counts on your trend sheet are measuringManaging a Relative's Haematology Care From AbroadRunning the shared folder from another countryCaregiver Guide to Acute Leukaemia AdmissionWhich papers to take into a long admissionSharing Care Across a Joint FamilyDeciding who owns the folder and other jobs
Talk to us
Have a folder of reports and not sure what they say?
Call the helpline. Our haematology team will look at the reports with you and explain what the next step is. One helpline serves every CION centre.