How To Write a Medical Report.

I have been an ESP teacher for more than 25 years, and during that time, I have prepared many doctors/nurses/health professionals for opportunities in English speaking countries.

Recently, someone contacted me through my blog asking if I had material about "How to Write a Medical Report", so in this article, I am sharing the material that I normally use in my classes. I created it after doing relevent research and having discussions with doctors who were my ex-students.

I hope that it is useful for those who choose to read it.

How to Write a Medical Report

A medical report is a structured document that communicates patient-related clinical information, such as history, examination, investigations, diagnosis, treatment, and recommendations. These reports are essential for continuity of care, medico-legal purposes, insurance claims, research publications, and communication between healthcare professionals.

Writing a medical report requires clarity, accuracy, and professionalism. This guide provides step-by-step instructions on how to prepare a medical report, including structure, style, and best practices.

1. Types and Purposes of Medical Reports

Different types of medical reports serve different purposes.

Clinical Progress Notes / Chart Notes – Ensure continuity of care within medical records.

Admission and Discharge Summaries – Summarize inpatient stays for other healthcare providers.

Case Reports (for publication) – Present unusual or educational cases for medical literature.

Medico-Legal Reports – Provide objective evidence for legal or insurance cases.

Laboratory and Imaging Reports – Communicate diagnostic results and interpretations.

Research and Scientific Clinical Reports – Contribute data to medical studies or journals.

Knowing your audience (clinicians, patients, insurers, or legal authorities) determines the style and depth of your report.

2. Key Principles of Medical Report Writing

When writing a medical report, the following principles apply:

Clarity and Precision – Use unambiguous language; separate facts from interpretation.

Structure and Flow – Present information logically and chronologically.

Completeness with Conciseness – Include relevant details but avoid unnecessary information.

Accuracy and Documentation – Verify all data, results, and references.

Confidentiality and Ethics – Protect patient privacy; obtain consent where required.

Readability – Use short sentences, bullet points, and tables where appropriate.

3. Structure of a Medical Report

A standard medical report should include the following sections:

1. Title / Header

Title of report

Patient identification (initials or ID number, age, gender)

Date of report

Author name, credentials, institution

2. Introduction / Reason for Report

State why the report is being written.

3. Patient Details and Demographics

Basic background information (age, gender, occupation if relevant).

4. Chief Complaint / Presenting Problem

Main symptoms or concerns.

5. History of Present Illness

Chronological account of symptoms and progression.

6. Past Medical, Surgical, and Family History

Relevant background conditions and treatments.

7. Social History, Medications, Allergies

Lifestyle factors, current medications, and allergies.

8. Physical Examination Findings

Vital signs and system-based examination findings.

9. Investigations / Laboratory / Imaging Results

Relevant diagnostic findings (include reference ranges).

10. Differential Diagnosis and Reasoning

Possible conditions considered and rationale.

11. Final or Working Diagnosis

Primary diagnosis (and secondary diagnoses if applicable).

12. Management Plan / Treatment

Treatment provided and follow-up recommendations.

13. Clinical Course / Outcome

Patient progress, response to treatment, complications.

14. Discussion (Optional, for Case Reports)

Literature comparison, unique features, lessons learned.

15. Conclusion / Recommendations

Summary of key points and advice for further care.

16. References

Cited medical literature or guidelines.

17. Appendices (if needed)

Tables, figures, scans, or additional documents.

17. Writing Tips and Best Practices

Use templates or checklists to ensure completeness.

Apply the SOAP method (Subjective, Objective, Assessment, Plan) for progress notes.

Present data chronologically, with clear dates and times.

Use tables for laboratory trends and vital signs.

Maintain consistency in terminology and units (e.g., SI units).

Be transparent with uncertainty (e.g., provisional diagnoses).

Always proofread and, if possible, ask a colleague to review.

Record submission details (to whom, when, and where).

18. Common Pitfalls to Avoid

Omitting relevant negative findings.

Overusing jargon or unexplained abbreviations.

Mixing raw data with interpretations.

Overstating certainty of diagnosis.

Using inconsistent units or incorrect values.

Failing to protect patient confidentiality.

19. Ethical Considerations

Maintain patient confidentiality at all times.

Obtain informed consent if the report is for publication or legal use.

Be objective, factual, and avoid bias.

Sign, date, and securely store the report.

So, in conclusion, a well-written medical report is essential for effective communication, patient safety, medico-legal documentation, and academic contribution. By following a structured format, applying principles of clarity and accuracy, and maintaining ethical standards, you can produce medical reports that are professional, reliable, and valuable to both patients and the medical community.

References

The Royal Children’s Hospital. Writing a good medical report. rch.org.au

CARE Case Report Guidelines. care-statement.org

International Committee of Medical Journal Editors. Recommendations for the Conduct, Reporting, Editing, and Publication of Scholarly Work in Medical Journals. icmje.org

Medical Protection Society. Report Writing Guidelines. medicalprotection.org