Preparing a medical document package and checking its authenticity
A patient's family collects documents piece by piece: Form 100 from one clinic, the discharge summary from another, test results from three laboratories, all with different dates and different transliterations of the surname. A foreign clinic, embassy or fund, however, expects one coherent, consistent package. That is exactly what this service does: we turn everything into a single list, find what is missing, check every document and assemble the package so that the recipient has no questions.
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A list based on the recipient's requirementswhat goes in and what does not, in writing, before you order
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Authenticity and consistencyseals, numbers, dates and names match across all documents
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Paper and digital togetheran indexed package in two copies and a PDF with bookmarks
What a "complete package" means and why an incomplete one comes back
The recipient assesses the documents as a set: if the discharge summary names one clinic and Form 100 another, if the test results are dated before the diagnosis, if the surname differs between the translation and the passport, the package is returned not because of an individual document but because of the inconsistency.
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The core
Form 100 or a certificate with the diagnosis and recommendation, the discharge summary from the most recent hospital stay, and test results and reports. Every recipient needs these three, and they must corroborate one another.
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The certification layer
Translations into the recipient's language, notarisation where there is an official procedure, apostille or legalisation depending on the destination country. How thick this layer is depends on the recipient, not on doing everything "just in case".
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Personal and legal documents
Passport, the accompanying person's birth or marriage certificate, a power of attorney for a family member, consent to data transfer, the clinic's cost estimate or an insurance policy, depending on the purpose.
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Table of contents and cover letter
The first page the recipient sees: a list of documents with numbers, dates and issuers, and a short letter stating what the package is for. This sheet costs the least and answers the most questions.
What each recipient asks for
| Recipient | Core | Certification | Additionally |
|---|---|---|---|
| Foreign clinic (cost estimate) | Discharge summary, test results from the last 1-3 months, reports, DICOM link | Translation with the bureau's seal | Passport copy, contact person, consent |
| Embassy (medical visa) | Form 100, the clinic's invitation and cost estimate | Notarised translation, apostille | Financial documents, accompanying persons' certificates, insurance |
| Insurance company | Form 100 with the date of diagnosis, discharge summary, expense documents | Notarised translation for foreign insurance | Policy, application, receipts |
| Fund, crowdfunding | Form 100, cost estimate, replies from state sources | According to the fund's rules; a public version with personal data redacted | The parent's or patient's consent to publication |
| State commission in Georgia | Form 100, itemised cost estimate, the foreign clinic's treatment plan | Foreign documents in Georgian, notarised | Application, ID, replies from other agencies |
The structure of an application to the commission is in the funding guide; sending documents to a clinic and getting a cost estimate is covered on the medical tourism page.
Authenticity check: what we verify before a document goes into the package
Foreign clinics and authorities increasingly check Georgian documents directly with the issuing clinic. It is better for us to find an inconsistency before submission than for them to find it afterwards.
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Issuer and signatory
The clinic is on the register of licensed facilities, the doctor works at that clinic, the seals are legible and match across all documents, and the electronic number or QR code checks out.
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Consistency
The diagnosis and ICD code are the same in Form 100, the discharge summary and the reports; the dates follow a logical sequence; the patient's name, date of birth and personal number are identical everywhere, and the transliteration matches the passport.
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Completeness and validity
All pages are present, no document has expired under the recipient's rules, the cost estimate matches the recommendation in Form 100 and the amounts agree down to the lari.
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Confirmation letter
If the recipient requests it or a document looks doubtful, we obtain a letter from the issuing clinic confirming that they issued it and attach it to the package. This single sheet often saves weeks of correspondence.
Frequently asked questions about the medical package
In what order should the documents go in the package?
In the order in which the recipient reads them, not the order in which they were collected. On the first page, a table of contents: each document with its number, date, issuer and page count. Then Form 100 or the certificate that summarises the diagnosis and recommendation, followed by the discharge summaries in chronological order from newest to oldest, then the test and imaging results by type (laboratory, imaging, histology) and finally the supporting documents: ID, power of attorney, consent. Each translation follows directly after its original, so they can be compared just by turning the page. In the digital version this is a single PDF with bookmarks.
I am missing one document. Can you obtain it?
In most cases yes, with a power of attorney or at your request. From a clinic we obtain an archive copy of the discharge summary, Form 100 or a certificate of treatment; from a laboratory a reprint of the results; from the Public Service Hall civil documents; from a court a certified copy. What we cannot obtain is a new examination of you or a new conclusion from a doctor; in that case we will tell you which doctor to see and what wording to ask for, so that the document fits into the package. We start looking for the missing document as soon as the list is compiled, so the rest of the package does not have to wait for it.
Do I need a paper package or is a digital one enough?
It depends on the recipient and the stage. Clinics accept a digital package for a cost estimate and a second opinion: a single PDF with bookmarks, translations together with the originals, DICOM files via a separate link. Embassies, insurance companies, funds and state commissions require a paper package with originals or certified copies and notarised translations. So as standard we prepare both: the digital version is sent the same day and gets the process started, while the paper package goes by courier. We make the paper package in two copies, so that you keep one.
How long does a prepared package remain valid?
The package as a whole has no expiry date, but recipients set freshness limits for individual documents: Form 100 and test results 1-3 months, criminal record and marital status certificates 3-6 months, while discharge summaries and histology do not expire, because they record a fact. So we plan the package backwards from the submission date: first the longer stages (apostille, legalisation, translation), and the short-lived certificates last, so that everything is current on the day of submission. If submission is postponed, only the expired documents are renewed; the rest of the package stays as it is.
Services that make up the package
- Medical document translation Form 100, discharge summaries, test results and reports in the recipient's language, with consistent terminology.
- Apostille at the Public Service Hall The certification layer on the documents that the embassy or authority requires.
- Obtaining certificates and extracts Obtaining a missing document from a clinic, laboratory or authority on your behalf.
Scattered documents into one package, with one order
Upload what you have and tell us the recipient. You will receive the list, the sequence, the timeframe and the full price in writing before you decide anything.