how to get dental records transferred
Dental Tips and Care

3 Simple Steps On How to Get Dental Records Transferred

There are a few reasons you may be thinking about a change to a new dentist. Perhaps your favorite dentist of quite a few years has retired, or you have been feeling unsatisfied with the degree of care you are getting from your present provider. If this is the case, you need to formally withdraw from their care so you can have your dental records and transfer them to a different provider. This is important especially to dental clinics like Radiant Smiles Dental Group in Bundoora, QLD as they give importance to the continuity of care. Regardless of your reason, the process of transferring will remain pretty much the same. Let’s check out how to get dental records transferred and the importance of these documents.

Understanding Dental Records

Recording information of the patientThe dental record, also known as the patient chart, is the official document that records all dental treatment done and patient-related communications in the dental office. They additionally incorporate personal contact information, such as your name, phone number, address, and employment data. For instance, when you visit Sandstone Point Dental near Ningi, QLD, or any dental clinic near you, they would require the necessary information for identification. You will fill out a form about your information, health history, or medical concerns such as drug use, heart disease, and pregnancy. This way, your dental team knows if you have any health complications that could potentially affect your dental care. This written record and others should be up to date to represent any health changes you encounter.

Your Right to Obtain Access to Your Dental Records

Dental records are legal documents recorded by healthcare staff or a medical transcriptionist and owned by the dental office. Nonetheless, there are some situations where you might need direct access to your dental charts. When switching dentists, your old dental provider should transfer your records to your new dentist. Or on the other hand, if you are getting a medical operation, the doctor might require your dental data.



Furthermore, you can request your own records on account of allegations of malpractice or assist authorities with identifying a deceased individual. Nevertheless, you may likewise request a copy of your past dental records to ensure that you comprehend your dental care information.

Because of HIPAA, only you have the right to your information, and all you need to do is inquire. You can visit your dentist and ask them in person. However, numerous specialists suggest making the request in writing, so you and your provider have a record of it.

It is essential to be aware that you have the authority to request a copy of your record as a patient, but not the original. The original document belongs to your medical provider. Your provider cannot withhold you a copy of your records if you have not paid for the assistance you have gotten. In any case, they may charge you for preparing and mailing the documents.

Health Insurance Portability and Accountability Act (HIPAA)

Health Insurance Portability and Accountability Act of 1996 (HIPAA) is the law that helps improve the healthcare system and guarantee patient security. It basically guarantees the privacy of your medical records.

Some medical providers have taken different approaches to control access to personal health information. You can just click on this link to know more or ask your healthcare provider what actions they have taken to better comply with HIPAA.

All health organizations, medical providers, and government health plans that utilize, store, maintain or transfer patient healthcare records must follow HIPAA. However, small self-managed health organizations are not part of this regulation.

Importance of Medical Records

Even without these transfer records, your new provider will still be able to give you quality care based on their assessment and intake questions. However, it is a good idea to make a request with your previous dentist to transfer your records for a few reasons:

  • It permits your new dentist to have a complete image of your long-term dental health. This can provide them with helpful information as they help you develop a customized oral care routine.
  • It guarantees your dentist has accurate records of any previous dental treatment you received or oral health complications you faced. This data can also help your new dental professional figure out your oral health risk and the appropriate timetable for new treatment plans. Most of the time, it is hard to recall all this information when filling out an intake survey.
  • If you recently had dental X-rays taken, then transferring these records can save you the cash it would cost to get new X-rays at your new dentist’s office.

Getting Hard Copy vs. Electronic Records

Hard copy records and electronic medical records are the two most common types of records. HIPAA was influential in the development of electronic records. This record allows data to be shared safely and flawlessly.

Between an old-school approach of copy and an electronic report, there is no more excellent option. It depends on your preferences. However, remember that medical records can be hundreds of pages long, so be specific about what data you need.

How To Get a Copy of your Dental Records

Getting a copy of your dental information can be somewhat extensive and sometimes frustrating. Yet, the investment in your oral health is worth it. In any case, here’s the process to make it happen:

Contact Your New Dentist

First, you need to call your new dentist. Then, get some information about the type of document they like to get and the manners by which they are equipped to get said records transfers. Numerous dental offices are currently ready to receive records digitally. However, this is not always the situation. Knowing what type of documents your new dental office needs will save your efforts down the road.

Contact Your Old Dental Provider

The next step is to call your old dentist and tell them that you want to transfer your records to your new dental provider. Then, inform them where or what type of records you might wish to have, either digitally or via mail. After that, your previous dentist will probably expect you to sign a release form confirming your request for the records to be transferred. Likewise, your old provider may ask you to pay an expense that covers the cost of copies, postage, and mailing supplies associated with transmitting the records. In any case, if you ask for a digital copy, you most probably will not have to pay a fee.

Once your old dental provider knows that you want to transfer your records. Then, you may need to call your new dentist again and ask them to officially request the documents.

Know Your Rights

Talking to a New DentistTechnically, your dental records belong not to you but to the dentist. However, federal law specifies that you have the privilege to get copies of your own health data. These include lab records, diagnostic records, summaries of your office visits, imaging records, your dentist’s notes about your care, and account and billing data. Suppose you do not get the documents you have requested, or your previous dentist rejects your request. In that case, contact your local or state dental society for help.


Transferring your past dental records is one of the most important things you can do when changing to another dental specialist. Likewise, it is necessary to inform your new dentist about any prescriptions you are currently taking or have taken before. Also, any dental anxieties you might have and any health issues you now have or have experienced in the past. Altogether, this information will give your new dentist a comprehensive outline of your health profile. So they can make the most effective and appropriate treatment plan for you.


Medical Charts.

Health Insurance Portability and Accountability Act of 1996 (HIPAA).

The Importance of Dental X-Rays or Radiographs.

Electronic Medical Record.

Oral health: A window to your overall health

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