How to Get Your Dental Records Transferred Smoothly

Your dental records tell the story of your oral health—they include past treatments, X-rays, and notes about any ongoing issues. 

If you’re changing dentists, moving to a new city, or need specialized care, having your records transferred is important. It keeps your treatment on track and helps you avoid repeating unnecessary procedures.

Why You Need Your Dental Records Transferred

Ensuring Continuity of Care

Transferring your dental records helps your new dentist get a clear picture of your oral health history. They include important details like your past treatments, X-rays, and any medical conditions so you can get care that’s personalized and right for you.

• X-rays and Imaging – Provide a baseline for your dental health without unnecessary radiation exposure.
• Treatment History – Documents past procedures such as fillings, crowns, and root canals to prevent redundant treatments.
• Allergies and Sensitivities – Helps your new dentist select safe materials for procedures.

Preventing Unnecessary Repeat Procedures

When dental records aren’t transferred, a new provider may need to repeat certain diagnostic procedures, which can lead to additional costs and potential discomfort.

For example, if you have had a root canal, your new dentist needs to know its condition before recommending any further treatment. Without previous X-rays or documentation, they may have to take additional images or perform unnecessary evaluations.

Legal and Insurance Reasons

As a patient, you have the legal right to access and transfer your medical records. Under the Health Insurance Portability and Accountability Act (HIPAA), dental offices must provide copies of their records upon request. 

The American Dental Association (ADA) also reinforces that patients are entitled to their treatment history for continuity of care.

Additionally, some insurance claims require past records to prove ongoing treatments. If you’ve had major dental work—such as an implant or root canal—your insurance provider may ask for documentation before approving further procedures. Without these records, claims can be delayed or denied.

How to Transfer Dental Records Step by Step

Step 1 – Contact Your Previous Dentist

The first step in transferring your records is reaching out to your current or previous dental office. You can typically request records by phone, email, or in person, depending on the office’s policy.

Some dental offices require a signed release form before they can send your records. This form protects your privacy and ensures the documents are only shared with authorized providers. If you’re unsure about the process, simply ask the office what steps are required.

How Long Does It Take?

Record transfers usually take 5 to 10 business days, though some offices process them faster. If you need them urgently—for example, before an upcoming dental procedure—you can request expedited processing.

Need help with your records? At DMD Palo Alto, we can request them for you to make the process seamless. Schedule your appointment today.

Example Request for Dental Records Transfer

Subject: Request for Dental Records Transfer

Dear [Old Dentist’s Office],

I, [Your Full Name], authorize [Old Dentist’s Office Name] to transfer my dental records to:

DMD Palo Alto
[Clinic Email]
[Clinic Mailing Address]

Please include all relevant records, including X-rays, treatment history, and insurance details. Let me know if you require any additional information or forms to process this request.

Thank you for your assistance.

Best,
[Your Name]
[Your Contact Information]

Once you submit your request, most offices take 5 to 10 business days to process it. If you need your records urgently, you can ask if they offer expedited transfers.

Step 3 – Understand Potential Fees

While many dental offices provide record transfers at no cost, some may charge a small fee for copies or administrative processing. Fees vary by state, so it’s a good idea to ask about any costs upfront.

For example, California law allows dentists to charge a reasonable fee for copies of records, but they cannot charge for sending records directly to another provider for continuity of care. If your dentist requests payment, ask whether the fee applies to copies for personal use or if the transfer itself is free.

What to ask when requesting records:

• Are there any fees for transferring my records to a new provider?

• How much will it cost if I need personal copies?

• How long will it take to process my request?

Knowing your rights and any potential costs ahead of time ensures a smooth transfer without unexpected delays.

Some offices process requests slowly, and following up ensures you receive your records before your next appointment—preventing any disruption to your care.

Need help managing the transfer? At DMD Palo Alto, we can coordinate with your previous provider to ensure your records arrive on time. Contact us today.

Your Rights Under HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) grants patients the right to access and obtain copies of their medical records, including dental records. A dentist cannot deny your request, even if you have an outstanding balance with their office.

• Records must be provided within 30 days of the request (or within 60 days if an extension is required).
• Dentists can charge a reasonable fee for copies, but they cannot withhold records due to unpaid bills.
• You can request records in electronic or paper format, depending on availability.

Steps to Take If They Refuse

If your previous dentist refuses to release your records, follow these steps to ensure compliance with your legal rights.

1. Politely Remind Them of HIPAA Regulations

• Explain that under HIPAA, you have the right to access your dental records.
• Mention that medical providers must release records within 30 days of a request.
• If they claim they can withhold records due to unpaid bills, remind them that HIPAA prohibits this practice.

2. Request a Written Explanation

• Ask them to provide a written reason for denying your request.
• If they refuse to comply, let them know you are prepared to escalate the issue.

3. File a Complaint with the U.S. Department of Health & Human Services (HHS)

• If they continue to withhold your records, you can file an official complaint with the HHS Office for Civil Rights (OCR).
• Complaints can be submitted online at the HHS website.

Most dental offices will comply once they understand the legal requirements, but if you encounter difficulties, taking these steps can help resolve the issue.

Need assistance transferring your records? DMD Palo Alto can help coordinate the request for you. Contact us today for support.

Let DMD Palo Alto Handle the Process for You

Switching dentists should be simple and stress-free. At DMD Palo Alto, we take care of the entire dental records transfer process, so you don’t have to worry about paperwork, follow-ups, or delays.

FAQs About Transferring Dental Records

How Long Does It Take to Transfer Records?

Most dental offices process requests within 5–10 business days, but timing can vary.

Will My Old Dentist Charge Me for the Transfer?

Some may charge a small fee for copies, but DMD Palo Alto helps you navigate any costs.

Do I Need to Transfer My Records Before My First Appointment?

No, but having them in advance helps us create a personalized treatment plan faster.

Can I Transfer My Records Digitally?

Yes! Many dental offices use secure email or online portals for fast, paperless transfers.