How to Get Your Dental Records
How to Get Your Dental Records: Transfer, Request & Access Guide?
Learn how to request dental records, transfer to a new dentist, understand what dental records contain, HIPAA protections, and dental X-ray requirements.
Everything you need to know about requesting dental records, transferring to a new dentist, getting X-ray copies, and your HIPAA rights.
What's Included in Dental Records
Your dental records contain detailed documentation of your oral health history, treatments, and diagnostic information.
Clinical Information
- •Examination findings and charting
- •Treatment history and procedures
- •Diagnoses and treatment plans
- •Periodontal charts
- •Progress notes
- •Prescription records
Diagnostic Records
- •X-rays (bitewings, panoramic, periapical)
- •3D scans (CBCT)
- •Intraoral photographs
- •Study models/impressions
- •Lab work orders and results
Administrative Records
- •Patient registration forms
- •Medical/dental history forms
- •Consent forms
- •Insurance claims and EOBs
- •Billing records
Specialty Records
- •Orthodontic records and cephalometric X-rays
- •Implant planning records
- •Oral surgery notes
- •Referral correspondence
- •Specialist reports
How to Request Your Dental Records
Contact Your Dental Office
Call or visit the dental office where you received treatment. Ask for their records request process. Many offices have online request forms available. Request to speak with the records department or office manager.
Complete Authorization Form
Fill out the HIPAA-compliant authorization form. Include:
- • Your full legal name
- • Date of birth
- • Dates of treatment (or "all records")
- • What records you need (notes, X-rays, etc.)
- • Where to send records
- • Your signature and date
Pay Any Required Fees
Dental offices may charge reasonable fees for copying records. Ask about fees upfront. X-rays and images may cost more than paper records. Some offices waive fees for transfers to other dentists.
Receive Your Records
Under HIPAA, the office must provide records within 30 days (with possible 30-day extension if notified). Digital X-rays can often be provided on USB, CD, or via secure email. You can pick up in person, have them mailed, or sent directly to another provider.
Pro Tip
Request records in your preferred format. Digital records are easier to share and store. Ask for X-rays in standard DICOM format that any dental software can read, rather than proprietary formats.
Transferring Records to a New Dentist
When switching dentists, transferring your records ensures continuity of care and helps your new dentist understand your dental history.
Option 1: Request It Yourself
- 1. Contact your previous dentist
- 2. Complete authorization form
- 3. Specify new dentist's name and address
- 4. Request direct transfer
Best when you want to review records before transfer
Option 2: New Dentist Requests
- 1. Sign authorization at new dentist
- 2. Provide previous dentist's info
- 3. New office handles transfer
- 4. Records arrive directly
Convenient but you may not see what's sent
What Your New Dentist Needs
Essential Records:
- • Recent X-rays (within 1-2 years)
- • Treatment history
- • Current treatment plans
- • Medical/dental history
Helpful But Not Essential:
- • Complete periodontal charts
- • All historical X-rays
- • Study models
- • Referral letters
X-Ray Transfer Tips
- • Recent X-rays prevent unnecessary re-exposure to radiation
- • Digital X-rays can be emailed or put on USB/CD
- • If X-rays are on film, ask if they can be digitized
- • Most X-rays are valid for 6-24 months depending on type
Getting Your Dental X-Rays
Dental X-rays are an important part of your records. You have the right to copies of all your X-rays under HIPAA.
Types of Dental X-Rays
- Bitewings
Show upper and lower back teeth; detect decay between teeth
- Periapical
Show entire tooth from crown to root; detect infections
- Panoramic
Full mouth view; shows jaw, sinuses, TMJ
- CBCT (3D)
Detailed 3D images for implants, surgery, orthodontics
X-Ray Formats
- Digital (Most Common)
Can be exported as JPEG, PNG, or DICOM files
- DICOM Format
Universal medical imaging format; best for transfers
- Film (Older)
May be duplicated or converted to digital
- Delivery Methods
USB drive, CD, secure email, patient portal
Important Note
If your previous dentist used traditional film X-rays, they may offer you the original films rather than copies. Make sure to get copies made first, or confirm the retention period has passed before accepting originals.
Fees & Costs
Dental offices can charge reasonable fees for copying records. Fees vary by state and practice, but must be limited to actual costs under HIPAA.
Typical Fee Ranges
| Record Type | Typical Cost | Notes |
|---|---|---|
| Paper records (per page) | $0.25 - $1.00 | Often capped at $25-50 total |
| Digital X-rays (full set) | $15 - $35 | Usually on CD or USB |
| Panoramic X-ray copy | $10 - $25 | Single image |
| 3D/CBCT scan | $25 - $75 | Large file size |
| Complete records package | $25 - $75 | Everything in one request |
Offices Cannot:
- ✗Refuse records because you owe money
- ✗Charge unreasonable fees
- ✗Require you to pick up in person
- ✗Delay beyond 30 days without notice
Fee Waivers Often Available For:
- ✓Transfers to another dentist
- ✓Insurance purposes
- ✓Emergency situations
- ✓Financial hardship (ask!)
Dental Record Retention Laws
State laws determine how long dentists must keep your records. Most states require 5-10 years after the last treatment.
General Guidelines
Adults: Most states require 5-10 years after the last treatment date. Seven years is the most common standard.
Minors: Records are typically kept until the patient reaches 18-21, plus the standard retention period. This means pediatric records may be kept 25+ years.
X-rays: May have separate (sometimes shorter) retention requirements, though most practices retain them with other records.
Best Practice
Request your dental records before the retention period expires. Even if you don't need them now, having copies of your complete dental history is valuable for future care and can be important for insurance, legal, or identification purposes.
If Your Dentist Closed or Retired
Finding records from a closed dental practice can be challenging, but your records should still be accessible.
Step 1: Check for Practice Sale
Many practices are sold to another dentist who acquires the patient records. Search online for the old practice name or dentist—you may find contact information for the new practice.
Step 2: Contact State Dental Board
Your state dental board tracks licensed dentists and may have information about where records were transferred when a practice closed. They can also verify if the dentist is still licensed elsewhere.
Step 3: Check with Building/Landlord
If the practice was in a commercial building, the landlord or building management may know who took over the space or where the practice relocated.
Step 4: Contact Insurance Company
Your dental insurance company may have records of claims and could help track down where your provider is now or who acquired their practice.
Frequently Asked Questions
How do I get my dental records transferred to a new dentist?
Contact your previous dentist and request a records transfer. You'll need to complete an authorization form specifying the new dentist's information. Most offices can send records electronically or by mail within 1-2 weeks. Some new dentists will handle the request for you if you sign an authorization.
Does HIPAA apply to dental records?
Yes, HIPAA applies to dental records. Dentists are covered entities under HIPAA and must protect your dental information, provide access to your records upon request, and follow the same privacy rules as other healthcare providers.
How long do dentists keep records?
Dental record retention varies by state but typically ranges from 5-10 years after the last treatment. Many states require 7 years. For minors, records are often kept until the patient reaches adulthood plus the state's retention period.
Can I get copies of my dental X-rays?
Yes, you have the right to copies of your dental X-rays under HIPAA. Modern digital X-rays can be provided on CD, USB drive, or via secure email. Physical film X-rays may be duplicated. There may be additional fees for X-ray copies.
Can a dentist refuse to release my records?
Dentists cannot refuse to release records solely because you owe money or are switching providers. They must provide records upon valid request within 30 days. They may only deny access in very limited circumstances and must explain the reason in writing.
What information is in dental records?
Dental records typically include: patient demographics, medical/dental history, examination findings, X-rays and images, treatment plans, procedures performed, prescriptions, consent forms, billing information, and correspondence.
Ready to Get Your Dental Records?
Request your complete dental history to ensure continuity of care and have records for your reference.