How to use this walkthrough
Every clinic and coordinator runs the process slightly differently. The order of decisions is what stays the same. Below, each step lists what you send, what you should get back, and when it's safe to move on. Steps sometimes overlap. The one thing to avoid is skipping a step that money or travel depends on.
First inquiry
You send: the treatment you're asking about, what you hope it achieves, your rough timing and where you're travelling from.
You get back: who you're dealing with (a clinic, a hospital, a facilitator or a coordination service), what happens next, and which records they need.
Move on when: you know what kind of organization is answering. A coordinator and a treating clinic have different roles and responsibilities.
Records and history
You send: the records relevant to the decision, such as diagnoses, imaging, recent test results, medication list and past surgeries.
You get back: confirmation of who received them and which clinician will review them, plus a secure channel for sensitive files.
Move on when: a named clinician, not just an intake desk, has your file. Our records packet guide shows how to build one file you can send to several providers.
Preliminary estimate
You get back: a price range or provisional figure, ideally with the assumptions behind it stated.
Move on when: you understand it's an estimate. It isn't a quote and it isn't a recommendation. Don't book flights or pay anything against it.
Consultation with the treating clinician
You get back: the clinician's name, their recommendation, the alternatives, the main risks, and what could still change after an in-person exam.
Move on when: you've spoken with the person who would actually treat you. For cosmetic surgery abroad, the NHS (reviewed 2022) recommends two consultations with the treating surgeon before surgery. It also advises against paying for a surgeon you haven't met or a hospital you haven't seen. See what to expect from a virtual consultation.
Written plan and itemized quote
You get back: the recommended treatment in writing, plus a quote that lists what's included, what's excluded and when it expires.
Move on when: you can see what follow-up costs. The CDC Yellow Book (2026) notes that follow-up fees can add substantially to the base price, and suggests asking whether follow-up happens at the same facility.
Verification
You check: that the named clinician is authorized to practice in Colombia, using the public lookup on the ReTHUS registry (MinSalud), which also carries sanction information. Then check the facility where treatment will actually take place.
Move on when: the checks match the names on the quote. The CDC adds that accreditation doesn't guarantee a good outcome, so treat verification as a floor, not a seal of quality.
Terms
You get back: written cancellation, rescheduling and refund terms. These should include what happens if you're found medically unsuitable after you arrive.
Move on when: you could explain, in a sentence, what you'd lose if you cancelled next week, next month or on arrival.
Deposit
You send: the deposit, using a payment method that leaves you some recourse.
You get back: a receipt that names the payer, the payee, the amount, the currency and what the payment covers.
Move on when: the receipt matches the quote. The FTC (2026) warns against anyone who insists on a single method such as a wire transfer, cryptocurrency, a payment app or gift cards. It also notes that credit cards let you dispute charges.
Booking confirmation
You get back: a formal confirmation listing the patient, procedure, clinician, facility, dates, deposit received and balance due.
Move on when: every detail matches the quote and the receipt. See our guide to booking confirmations and appointment letters.
Travel bookings
You book: flights and lodging, timed to the confirmed dates, with as much flexibility as you can reasonably afford.
Also arrange: a visit to your own clinician. The CDC advises talking with your primary care clinician well before travel, and considering a travel-medicine consultation 4 to 6 weeks before you go.
How long does the whole process take?
There isn't an honest single answer. Speed depends mostly on two things: how quickly you can gather the records the clinician needs, and how soon that clinician can review them and consult with you. A straightforward elective procedure with complete records can move quickly. A case that needs new imaging, specialist input or an in-person exam takes longer. It's worth asking at step one how long each stage usually takes for your type of treatment.
Signs the process is running out of order
Most booking problems come from steps happening in the wrong order, not from bad intentions. Watch for:
- a firm price before anyone clinical has seen your records
- a deposit request before you've spoken with the treating clinician
- a quote that doesn't name the clinician or the facility
- urgency about a slot or a discount that expires before you can finish the steps above
- advice to book non-refundable flights before the plan is confirmed
The NHS treatment-abroad checklist (reviewed 2023) flags being rushed, being given little information, and silence about complications or aftercare. If you see one of these, you don't have to walk away. Go back to the step that was skipped.
If a facilitator sits between you and the clinic
The steps stay the same when you work through a facilitator, but each step passes through one more pair of hands. Two habits keep it clean.
First, ask for the clinician's own words, not a summary. The recommendation, the quote and the terms should reach you as the clinic issued them, even if the facilitator forwards them.
Second, be clear about who you're paying for what. A facilitator's service fee is a separate thing from the clinic's deposit, and each should have its own receipt. For the trade-offs between the two routes, see booking through a facilitator vs directly with a clinic.
What to keep from each step
By the end of the process you should be able to put your hands on each of these without scrolling through a chat history:
- The name and role of the person who answered your first inquiry
- A note of which records you sent, when, and to whom
- The preliminary estimate, marked as an estimate
- The clinician's written recommendation from the consultation
- The itemized quote, with its expiry date
- Your own notes from verifying the clinician and facility
- The written terms
- The deposit receipt and the booking confirmation
Who is responsible for what
| Role | Typically handles | Shouldn't be the one deciding |
|---|---|---|
| Coordinator or facilitator | Collecting records, scheduling, logistics, passing on documents | Whether you're a candidate, or which treatment you need |
| Treating clinician | Recommendation, risks, alternatives, clinical requirements, fitness to travel | Your travel bookings or payment method |
| Clinic or hospital admin | Quote, terms, invoices, confirmations | Clinical changes to the plan |
| You | Choosing, verifying, paying, keeping copies of everything | Converting medical instructions or overriding clinical advice |
The Takeaway
Treat each step as a gate: don't move on until it has produced something concrete. The two gates people skip most often, a real consultation with the treating clinician and written terms, are the ones that protect you if the plan changes later.
Frequently asked questions
How many consultations should happen before I pay a deposit?
At minimum, one real conversation with the clinician who will treat you. NHS guidance on cosmetic surgery abroad suggests two meetings with the operating surgeon before the procedure. Ask whether the second takes place before or after you fly.
Is a preliminary estimate the same as a quote?
No. An estimate is usually based on a form or photos, before a clinician has reviewed your case. A quote follows that review, names the clinician and facility, and lists what's included and excluded. Pay deposits against quotes, not estimates.
Can I book flights once the consultation is done?
It's safer to wait until the deposit is paid and a written confirmation with firm dates has arrived. If you book earlier, choose fares you can change.
The clinic wants a fee before the consultation. Is that normal?
Some providers charge for consultations. Ask what the fee covers, whether it's credited towards treatment, and how it differs from a treatment deposit. Get the answer in writing before you pay.
Should I tell my own doctor before I book?
Yes. The CDC advises talking with your primary care clinician well before travel. Your own doctor can also tell you whether they'll handle follow-up after you return.