How to Transfer Your Dental Records to a New Dentist

How do you request your dental records?

1. Contact your previous dental office by phone or in writing to start the request. 2. Ask for a "records release" or "authorization to release records" form — this documents your consent and tells the office where to send your files. 3. Specify exactly what you need: your full chart, recent X-rays (bitewings, panoramic, periapical), and any specialist referral letters or lab work. 4. Provide your new dentist's name, address, and fax or secure email — or request that copies be sent directly to you. 5. Follow up if you have not heard back within one to two weeks. A polite phone call usually moves things along.

Digital X-rays can often be sent by secure email or portal link at no cost. Older film X-rays may need to be physically duplicated, which can take longer and involve a small fee.

What rights do you have under HIPAA?

HIPAA (the federal health privacy law) applies to dental providers as covered entities 1Ref 1U.S. Department of Health and Human Services, Office for Civil Rights (2024).How timely must a covered entity be in responding to individuals' requests for access to their PHI?.HIPAA requires covered entities, including dental offices, to respond to record-access requests within 30 days (one 30-day extension allowed with written notice). Under HIPAA, you have the right to access your records and direct where copies are sent 1Ref 1U.S. Department of Health and Human Services, Office for Civil Rights (2024).How timely must a covered entity be in responding to individuals' requests for access to their PHI?.HIPAA requires covered entities, including dental offices, to respond to record-access requests within 30 days (one 30-day extension allowed with written notice). The office must provide access within 30 calendar days — with one allowed extension to 60 days if they notify you in writing 1Ref 1U.S. Department of Health and Human Services, Office for Civil Rights (2024).How timely must a covered entity be in responding to individuals' requests for access to their PHI?.HIPAA requires covered entities, including dental offices, to respond to record-access requests within 30 days (one 30-day extension allowed with written notice). They may charge a reasonable, cost-based copying fee, but they cannot deny access because you owe a balance 2Ref 2U.S. Department of Health and Human Services, Office for Civil Rights (2024).Is a health care provider permitted to deny an individual's request for access because the individual has not paid for health care services?.Under HIPAA, a provider cannot deny a patient's records request because of an outstanding balance for health care services — access to PHI must not be withheld to collect a debt.

The American Dental Association notes that patients retain the right to copies of their dental records even with unpaid accounts, and that clinical and financial records must be kept separate 3Ref 3American Dental Association (2024).Copying and/or Transferring Records.ADA guidance on patient rights to obtain copies of dental records, required consent forms, allowable fees under HIPAA, and that patients retain access rights even with unpaid accounts.

If a dental office refuses or is unreachable, you can file a complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights at hhs.gov/ocr.

What if the old office is closed, sold, or unreachable?

If your previous dentist has retired, closed, or sold the practice, your records should still exist:

• Sold practice: The new owner typically holds the old records.
• Retired dentist: State dental board rules require notification to patients and arrangements for record storage or transfer before closing. Retention periods vary by state — commonly seven to ten years for adults 4Ref 4American Dental Association (2024).Record Retention.Dental record retention periods vary by state; the ADA advises practitioners to consult their state dental board for jurisdiction-specific requirements; records for minors must be kept beyond the age of majority.
• Cannot locate the practice: Contact your state dental board. They can often help trace who currently holds the records. You can find your state board through the American Dental Association's directory at ada.org 3Ref 3American Dental Association (2024).Copying and/or Transferring Records.ADA guidance on patient rights to obtain copies of dental records, required consent forms, allowable fees under HIPAA, and that patients retain access rights even with unpaid accounts.

What to have ready when you call: - Your full legal name and date of birth as it appeared at the old practice - Approximate dates of your last visit - The old practice's name, address, and phone number if you have it - Your new dentist's contact information for the transfer

What fees can a dentist charge?

Under HIPAA, allowable fees are limited to the actual cost of 1Ref 1U.S. Department of Health and Human Services, Office for Civil Rights (2024).How timely must a covered entity be in responding to individuals' requests for access to their PHI?.HIPAA requires covered entities, including dental offices, to respond to record-access requests within 30 days (one 30-day extension allowed with written notice)2Ref 2U.S. Department of Health and Human Services, Office for Civil Rights (2024).Is a health care provider permitted to deny an individual's request for access because the individual has not paid for health care services?.Under HIPAA, a provider cannot deny a patient's records request because of an outstanding balance for health care services — access to PHI must not be withheld to collect a debt: - Labor to copy records (paper or electronic) - Supplies used to create copies or electronic media - Postage for mailed copies

For electronic records sent electronically, a flat fee of no more than $6.50 is permitted 2Ref 2U.S. Department of Health and Human Services, Office for Civil Rights (2024).Is a health care provider permitted to deny an individual's request for access because the individual has not paid for health care services?.Under HIPAA, a provider cannot deny a patient's records request because of an outstanding balance for health care services — access to PHI must not be withheld to collect a debt. Practices cannot charge more than cost-based rates, and several states impose lower caps — state law prevails when it is more protective 3Ref 3American Dental Association (2024).Copying and/or Transferring Records.ADA guidance on patient rights to obtain copies of dental records, required consent forms, allowable fees under HIPAA, and that patients retain access rights even with unpaid accounts.

Most digital X-ray transfers cost nothing; film X-ray duplication is the most common reason a fee arises.

Does Gale offer dental care?

Gale does not currently offer dental care. For routine dental visits, X-rays, and record transfers, you will need to work directly with a dental provider.

If you have an oral health concern that overlaps with medical care — such as jaw pain, a possible spreading oral infection, or questions about how medications affect your dental health — a Gale primary care clinician can help evaluate and coordinate with your dental provider.