How to write and publish a medical case report On Time Publication Editorial Team Read the full, updated guide: https://www.ontimepublication.com/guides/publish-case-report.html
In short: A publishable case report teaches other clinicians something: an unusual presentation, a diagnostic challenge, an unexpected treatment effect or an adverse event. Get the patient's written informed consent, remove identifying details, structure the report with the 13-item CARE checklist, and submit to a journal that accepts case reports and is verifiably indexed.
Step 1: Decide whether the case is worth publishing Journals receive many case reports and usually favour those with a clear learning point. Before you write, search PubMed and other databases for similar cases. Ask yourself: Is the presentation, diagnosis or outcome genuinely unusual, or does it show a common condition in an instructive way? Does it describe an unexpected drug effect, interaction or complication? Would it change how another clinician thinks or acts? Do you have the data to support it: images, laboratory results, follow-up?
Step 2: Get consent and protect privacy first Do this before you write. The ICMJE Recommendations say patients have a right to privacy that should not be violated without informed consent. In summary: Do not publish names, initials, hospital numbers or other identifying information unless it is essential for scientific purposes and the patient (or parent or guardian) gives written informed consent for publication. Informed consent for this purpose requires that the identifiable patient is shown the manuscript to be published. Omit non-essential identifying details. If there is any doubt that anonymity can be maintained, obtain consent. ICMJE notes that masking the eye region in photographs is inadequate protection. Consent should be written and archived, as local regulations require. Many journals have their own consent form, so check the author instructions. Also check your hospital's or university's ethics committee policy. Some institutions require approval or a formal waiver for case reports; others do not. Remove names, dates and hospital details from images, including those embedded in scan files.
Step 3: Structure the report with the CARE checklist The CARE guidelines (CAse REport) are the reporting guideline for case reports, listed by the EQUATOR Network. The 2013 CARE checklist has 13 items. In plain terms: CARE item 1. Title
What to include The diagnosis or intervention of primary focus, followed by the words "case report".
2. Keywords
2 to 5 keywords, including "case report".
3. Abstract
What is unique, the patient's main concerns and findings, the diagnoses, interventions and outcomes, and the take-away lesson.
4. Introduction
Why this case is unique, with brief references to the literature.
5. Patient
De-identified details, main symptoms, relevant medical, family and
information
psychosocial history, and past interventions.
6. Clinical findings
Significant physical examination and other important findings.
7. Timeline
Historical and current information from this episode of care, organised as a timeline (figure or table).
8. Diagnostic
Methods, diagnostic challenges, diagnoses considered, and prognosis
assessment
where relevant.
9. Therapeutic
Type, dosage, strength and duration, and any changes with reasons.
intervention 10. Follow-up and
Clinician- and patient-assessed outcomes, test results, adherence and
outcomes
tolerability, adverse events.
11. Discussion
Strengths and limitations, relevant literature, rationale for conclusions, and a one-paragraph take-away.
12. Patient
The patient's own perspective on the treatment(s) they received.
perspective 13. Informed
Confirmation that the patient gave informed consent (provide if
consent
requested).
Many journals ask you to upload a completed CARE checklist with your submission.
Step 4: Write clearly Case reports are usually short, with few figures and a short reference list, but each journal sets its own word and reference limits. Tips, especially if English is not your first language: Use the past tense for what happened to the patient and the present tense for established knowledge.
Use generic drug names, standard units and define every abbreviation the first time you use it. Keep the discussion focused on the learning point. A long literature review is a common reason editors ask for cuts. Do not overstate. One case shows that something can happen, not how often it happens. Check that dates, ages and values match across the text, timeline and tables.
Step 5: Agree authorship and disclosures The ICMJE recommends that authorship be based on the following 4 criteria: 1. Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work; AND 2. Drafting the work or reviewing it critically for important intellectual content; AND 3. Final approval of the version to be published; AND 4. Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved. Discuss this early between residents, consultants and other team members. ICMJE notes that writing assistance, technical editing, language editing and proofreading alone do not qualify for authorship; such help can be acknowledged. If you use AI tools for writing help, ICMJE asks authors to disclose this, and AI tools cannot be listed as authors.
Step 6: Choose the right journal Check that the journal publishes case reports. Many journals do not, and some accept them only in specific formats such as images or letters. Consider specialty journals and dedicated case-report journals. Read a few recently published case reports to judge the fit. Check indexing properly. "In PubMed" is not the same as "indexed for MEDLINE": MEDLINE is the largest component of PubMed, but PubMed also includes citations for PubMed Central articles and Bookshelf books (About PubMed). Check MEDLINE status in the NLM Catalog and Scopus or Web of Science status with our indexing guide. Our guide to PubMed-indexed journals explains each step. Check the fees. Many case-report journals are open access and charge an article processing charge. Confirm the fee on the publisher's site before submitting. Watch for predatory journals that send invitations to clinicians. Use the Think. Check. Submit. checklist.
Step 7: Submit and respond to reviewers Your submission usually includes the manuscript, figures, the CARE checklist, a consent statement (and sometimes the signed form), conflict-of-interest disclosures and a short cover letter explaining what is new and why readers of that journal will benefit. If reviewers ask for changes, answer every comment point by point and show where you changed the text. If it is rejected, use the feedback, reformat for the next journal and resubmit.
How we can help Our medical manuscript editing service supports doctors and residents with case reports: English editing, a CARE checklist review, a check that consent and ethics statements are present, formatting to the journal's instructions and a shortlist of verified journals through our journal submission support. We give no medical advice, we do not change your data or findings, and the authors remain responsible for all clinical content. You remain the author, and the journal decides on acceptance. We cover most medical and health specialties. Clinicians in the Gulf and Jordan can also see our pages for Saudi Arabia and the GCC and Jordan. Independence: On Time Publication is not affiliated with Elsevier/Scopus, Clarivate/Web of Science, COPE, the ICMJE or any journal. We link to their public guidance so you can check it yourself.
Frequently asked questions Do I need patient consent to publish a case report? Yes, in almost all cases. ICMJE guidance says identifying information should not be published without the patient's written informed consent, and that the patient should be shown the manuscript. Many journals require consent for every case report, so check the author instructions.
What is the CARE checklist? CARE is the reporting guideline for case reports. Its 2013 checklist has 13 items, from title and keywords to timeline, patient perspective and informed consent. Many journals ask authors to submit a completed checklist.
Do case reports need ethics committee approval? It depends on your institution and the journal. Some require approval or a formal waiver; others need only patient consent. Check with your hospital or university ethics committee before submission.
Who should be an author on a case report?
The ICMJE recommends that every author meets all four criteria: substantial contributions to the conception or design of the work, or the acquisition, analysis, or interpretation of data for the work; drafting the work or reviewing it critically for important intellectual content; final approval of the version to be published; and agreement to be accountable for all aspects of the work. People who only helped with language editing or proofreading should be acknowledged rather than listed as authors.
Is a journal in PubMed the same as MEDLINE-indexed? No. MEDLINE is the largest component of PubMed, but PubMed also includes citations for PubMed Central articles and Bookshelf books. Check the journal's MEDLINE status in the NLM Catalog if your rule requires it.
How long should a case report be? Each journal sets its own limits for words, figures and references. Read the author instructions of your target journal and keep the discussion focused on the main learning point.
Can you help me prepare my case report? Yes. We edit the English, check the report against the CARE checklist, format it for your target journal and help you choose a verified journal. We give no medical advice, we do not change your data or findings, and the authors remain responsible for all clinical content. You remain the author, and the journal decides on acceptance.
Sources and further reading We link to official sources so you can check the rules yourself. Always follow your target journal's and institution's current instructions. CARE Case Report Guidelines 2013 CARE Checklist EQUATOR Network: CARE guideline record ICMJE Recommendations ICMJE: Protection of research participants (patient consent) ICMJE: Defining the role of authors and contributors About PubMed: MEDLINE, PubMed Central and Bookshelf (US National Library of Medicine) NLM Catalog: journals referenced in the NCBI databases Think. Check. Submit. journal checklist
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