Changing IVF clinics: how to retrieve your full medical records, and is it really necessary to switch?

Changing IVF clinics is a right, not a betrayal. You do not have to justify your decision, either to the clinic you are leaving or to the one you are joining. But a change is only as good as what you take with you: a complete medical record enables the new doctor to understand what has happened, rather than starting from scratch without any reference points.

This raises three questions: should you really switch, which documents should you obtain, and what should you do with your frozen embryos?

Should you switch to a different licensed clinic after a failed treatment cycle?

Not necessarily. A failed attempt, even with a good-quality embryo, is not in itself proof that a clinic has performed poorly: the chances of success accumulate from one attempt to the next, as explained in the article on the number of attempts. Changing clinics without changing your strategy often amounts to repeating the same cycle elsewhere. I am not aware of any reliable data showing that changing clinics, on its own, improves outcomes.

There are, however, good reasons to leave:

• you are not given a clear explanation of the previous cycle, nor a review of your progress;
• the clinic responds late, or not at all, when you need them;
• they refuse to provide you with your data;
• you need an option that it does not offer, or that is not permitted under the law in your country;
• you have lost trust in them. This is not a medical criterion, but the journey is much easier with a team you trust.

Before making a decision, ask for a review consultation: this often reveals whether the problem lies with the clinic or with the treatment strategy (see after a failed IVF cycle).

Your right to access your records

Throughout the European Union, the General Data Protection Regulation (GDPR) gives you the right to obtain a copy of the personal data a clinic holds about you, including your health data. The clinic must respond within one month of receiving your request. This period may be extended by two months if the request is complex or if there is a high volume of requests, provided that you are informed of this within the first month, along with the reasons. If the clinic does not comply with your request, it must give you the reasons within the same timeframe and inform you that you may refer the matter to the data protection authority or a court.

The first copy is free of charge; only additional copies may be charged for, at a reasonable cost. You do not need to justify your request, and no specific form is required. In 2023, the Court of Justice of the European Union clarified, in relation to a medical file, that this first copy is free of charge regardless of the reason for the request. It must include at least the diagnoses, test results, doctors’ assessments and treatments, and a copy of the documents themselves if this is essential to verify the accuracy and completeness of this data.

National rules supplement the GDPR:

In Greece, the code of practice for assisted reproductive technology (ART) units adds two useful requirements: the stimulation protocol must be recorded in each patient’s file, and a copy of the signed consents must be made available to the individuals who signed them.

Exactly what to ask for

Don’t just ask for ‘my file’: ask for a list. For each cycle, here are the twelve items I recommend requesting:

1. the stimulation protocol: medication, doses, duration, date and trigger medication;
2. monitoring scans and blood tests, with dates and units;
3. the egg retrieval report: number of eggs retrieved and number of mature eggs;
4. the fertilisation method – conventional IVF or ICSI – and the number of eggs normally fertilised;
5. the day-by-day embryology report, including the classification of each embryo (see how to read the embryo report);
6. the report for each transfer: date, stage, number and classification of the transferred embryos, endometrial preparation, outcome;
7. the inventory of frozen embryos: number of straws, number of embryos per straw, stage, classification, date and method of freezing;
8. genetic testing reports for the embryos, if any;
9. reports on hysteroscopy, biopsy, surgery or imaging;
10. basic tests: hormone profile, serological tests, semen analysis, karyotypes;
11. signed consent forms, particularly regarding what happens to the embryos;
12. itemised invoices.

Email the clinic from the address they have on file, including this list, the date of your request, your name, your date of birth and the dates of your cycles. There is no need to automatically attach proof of identity: the clinic may only request further information if there is reasonable doubt as to your identity (in France, the clinic verifies the applicant’s identity). Ask for the documents to be sent as a PDF and keep a record of your request. Also ask whether the reports are available in English; if not, have the relevant pages translated.

What about your frozen embryos?

Embryos cannot be collected in the same way as a file. They remain in the clinic’s laboratory until a transfer is arranged between two authorised establishments by a specialist carrier.

In Greece, the code of practice stipulates that gametes and embryos may only be transported via authorised units and banks. Within the European Union, there is free movement between authorised establishments; to a country outside the EU, authorisation from the National Authority is required. For embryos, freezing and their future handling require the written consent of both partners: ensure both have signed the consent form for transport. The steps are described in transporting embryos between countries.

Two points to bear in mind. The original clinic will continue to charge for storage whilst the embryos remain there, and the consent form you signed regarding their future continues to apply: please notify the clinic of any change of address, and re-read the terms of your consent form. Depending on your situation, it may also be simpler to first have the remaining embryos transferred at the clinic where they are currently stored, before starting a new cycle elsewhere.

What the new clinic will ask for, and how a second opinion might make a difference

The new clinic will generally want the reports from each cycle and your recent test results, often before the first consultation. A one-page summary, with dates and key figures, will help; you can find guidance on this in preparing for the first consultation.

A second opinion can make a big difference: it may reassess your response to stimulation and suggest a different protocol, identify a missing test such as a hysteroscopy, or discuss genetic testing of embryos or egg donation. The possible assessment following several failed attempts is detailed in implantation failures and miscarriages. A second opinion cannot change your age, your ovarian reserve, or the quality of the embryos already obtained. Be wary of a clinic that promises you a better outcome simply because you are switching.

What I can do in practical terms

This is part of my job: working with you to prepare a list of documents to request, drafting the email to the clinic in Greek or English, keeping track of deadlines, and then producing a one-page summary for the new doctor. You can also do this yourself using this method. If you’d like us to review your situation together, please write to me.

Frequently asked questions

Source: https://fertilitegrece.com/en/blog/changing-ivf-clinic-medical-records/ — Triada Baloukoudis, IVF patient coordination in Greece. General information, not medical or legal advice. Printed on

Triada Baloukoudis
Independent IVF patient coordinator in Thessaloniki, with 24 years of experience supporting patients travelling from abroad. More · Contact · Facebook