Get your records there first
An oncologist works from your records. If they are missing, the first visit can turn into a visit about getting records. Ask the cancer center what they need, then request each item from the place that has it.
| Record | Where it comes from | Tips |
|---|---|---|
| Pathology report | The pathology department where the biopsy or surgery was done | Ask if the cancer center also wants the slides sent |
| Imaging reports and images | The radiology department that did the scan | Ask for the images on a disc or sent digitally, plus the report |
| Surgery or procedure notes | The surgeon's office or hospital | Include the date and the name of the surgeon |
| Recent lab results | The lab or the doctor who ordered them | The last few months are usually enough |
| The referral note | The doctor who sent you | It says what question they want answered |
Records can take several days to request. Start as soon as the appointment is booked. One or two days before the visit, call the cancer center and ask, "Do you have everything you need for my appointment?" If something is missing, you still have time to pick it up.
Bring your own copies anyway. Offices lose things.
Check the insurance side
A few calls now can prevent a surprise bill later.
- Ask whether you need a referral from your primary care doctor. Some plans require one before a specialist visit.
- Confirm the cancer center and the doctor are in your network. Ask both your plan and the center.
- Ask whether any tests need approval first. The cancer center's staff often handle this, but it helps to ask who is doing it.
- Fill out new-patient forms ahead of time if the center offers them online.
Expect a long first visit
A first oncology visit is often much longer than a regular check-up. Ask the office how long to plan for, and clear your schedule.
What may happen:
- Check-in, forms, and a review of your history and medications
- An exam and a long conversation with the oncologist
- Meeting other members of the team
- Blood work or other tests the same day
- Scheduling more tests
Many people expect to leave with a full treatment plan. That often takes more information first, such as more scans, lab work, or tests on the tissue. Leaving with a list of next steps and dates is a good first visit.
Who you might meet
Cancer care is a team. Depending on the center, you may meet some of these people at the first visit, or hear their names for later.
| Role | What they usually help with |
|---|---|
| Oncologist | Leads the medical side of your cancer care |
| Oncology nurse | Day-to-day questions, side effects, and instructions |
| Nurse or patient navigator | Coordinating appointments, records, and resources |
| Social worker | Emotional support, family issues, transportation, and lodging |
| Financial counselor | Insurance, costs, payment plans, and financial help programs |
| Scheduler | Booking tests and follow-up visits |
Write down each person's name, role, and direct phone number. You will use that list for months.
Ask for two people by name
Two roles make a big difference, and you may have to ask for them.
A nurse navigator or patient navigator. Navigators help you get through the system: appointments, records, rides, and finding resources. Some centers assign one automatically. Others do not unless you ask. Say: "Is there a navigator I can work with?"
A financial counselor. Cancer care can be expensive, and costs are easier to manage when you ask early. A financial counselor can explain what your plan covers, set up payment plans, and point you to help programs. Say: "Can I meet with a financial counselor before treatment starts?"
What to bring
- Insurance card and photo ID
- Your own copies of the pathology report, imaging reports, and recent labs
- A list of every medication, vitamin, and supplement, with doses
- A list of allergies
- A list of your other doctors and how to reach them
- Your written questions
- A notebook or folder for everything you get today
- A support person to listen and take notes
- Snacks, water, a phone charger, and a sweater
- Any forms the center asked you to fill out
Questions to ask before you leave
Keep these to the process. The oncologist will cover the medical details.
- Who is my main contact, and how do I reach them?
- Who do I call after hours or on weekends?
- What tests come next, and when will they happen?
- When will we talk about a treatment plan?
- Will you send notes to my primary care doctor and my other doctors?
- Is there a navigator I can work with?
- Can I meet with a financial counselor?
- Are there clinical trials I could ask about later?
- How do I get my results, and who explains them to me?
- When is my next appointment?
If you have breast cancer, Susan G. Komen has free question lists you can print and bring. Its Diagnosis Discussion Guide also has a place to list the members of your care team.
Bring someone with you
A first oncology visit is a lot to take in. A support person can take notes, ask the questions you forget, and help you remember the plan on the drive home. If no one can come in person, ask the office whether someone can join by phone.
