Moving, a dentist retiring, an office closing, or just wanting a fresh start: there are plenty of reasons to switch dentists. The good news is that your dental records can follow you. In most cases, your new office can request them for you with one signed form.
Here is what is in your records, how to get them moved, and what to do if you cannot reach your old office.
What is in your dental records?
Your dental records are the history of your mouth. They usually include:
- X-rays. Bitewings, full-mouth X-rays, and panoramic images.
- Charts. Which teeth have fillings, crowns, or other work.
- Gum measurements. Pocket depths that track gum health over time.
- Treatment notes and plans. What was done, and what was planned next.
- Health history. Medications, allergies, and conditions that affect care.
Recent X-rays matter most. They can help your new dentist avoid repeating images you already had and spot changes over time.
How to transfer your records in 3 steps
1. Pick your new dentist first
It is easiest to have records sent straight from one office to the other. Choose your new practice, then let them know you are a new patient who wants records transferred.
2. Sign a records release
Your new office will give you a short release form. It lists your name, date of birth, your old office, and what to send. Your signature gives your old office permission to share your information.
3. Let the offices handle it
Your new office sends the request, and your old office sends the records back, often by secure email or a digital file. You can also ask for a copy for yourself if you like to keep your own files.
Your right to your records
Federal privacy law (HIPAA) gives you the right to get a copy of your health records, and that includes dental records. An office generally has up to 30 days to respond, and it may charge a reasonable fee for copies. It cannot hold your records back because you are switching to another dentist.
What if your dental office closed?
When a dental office closes or a dentist retires, patients often get a letter explaining where records will be kept and how to request them. If you received one, keep it. It usually has the phone number or address you need.
If you did not get a letter, try the office phone number first. If it is disconnected, your new dentist can help you figure out the next step. Even without old records, a complete exam and new X-rays give your new dentist what they need to care for you.
If you are in the middle of treatment
Maybe you had a crown started, a treatment plan in progress, or clear aligners underway. Bring whatever paperwork you have to your first visit, including any treatment plan or insurance estimate. Your new dentist will examine you and explain your options before anything moves forward.
What to bring to your first visit
- Your dental insurance card
- A list of medications and allergies
- Any records or X-rays you already have
- Questions about past or planned treatment
New patients are welcome at A Smile By Design
If you are looking for a new dental home in Dansville, Geneseo, or anywhere in Livingston County, we would be glad to meet you. Call (585) 335-2120 and we will help you move your records and set up your first visit. Learn more on our new patient page, or see care for Geneseo patients.
Frequently asked questions
How long does it take to get my dental records?
Many offices send records within a few days. Under federal privacy law (HIPAA), an office generally has up to 30 days to respond to your request.
Will I have to pay for a copy of my records?
An office may charge a reasonable fee for copies. Having your records sent straight to your new dentist is often simpler, and many offices do it at no charge. Ask when you call.
Do I need my records before my first visit?
No. It helps, but it is not required. Your new dentist can do a full exam and take new X-rays if needed. Older X-rays are still useful because they show how things have changed over time.
What if my dental office closed?
When an office closes or a dentist retires, the practice usually arranges for records to be kept and tells patients how to request them. Check any letter you received for a phone number or address to use.
Can my new dentist request the records for me?
Yes. At A Smile By Design, you sign a release form and we contact your previous office for you.