Last updated 08.21.2026
How do I transfer dental records to a new dentist?
Learn how to request and transfer dental records, what to include and how your records help a new dentist understand your oral health history.
Switching to a new dental provider does not have to be stressful. Transferring your dental records is a straightforward process. It takes a short request and a little patience. Your new dental provider needs those records to care for you safely from day one.
What you’ll learn in this article:
Dental records hold X-rays, treatment notes and your full dental history
You have a legal right to access your own records
Your old office has rules about how long to keep them and who can see them
A simple written request is all it takes to get them moving
Schedule an appointment with an Aspen Dental provider. Your care team can tell you which records they need and help you understand how to have them transferred before your visit.
What do dental records actually contain?
Your records are more than a file. They give your new dental team a full picture of your oral health. That picture helps them plan care that fits you specifically.
A standard dental record includes:
X-rays showing bone levels, roots and any hidden issues
Treatment notes from past cleanings, fillings and other work
A list of any health conditions and medicines you take
Notes on past reactions, sensitivities or concerns
Charting of your gum health over time
The American Dental Association (ADA) says complete and accurate records let your new provider treat you safely and effectively.1 Without them, your new dental provider starts from scratch, which can mean repeated X-rays or missing details that matter.
How do you request your dental records?
You can request your records at any time. Here is how to do it.
Who do you contact first?
Start with your old dental office. Call or email the front desk. Ask for a records release form. Fill it out and sign it. That form gives the office permission to share your file.
What should you ask for?
Ask for:
Your most recent full-mouth X-rays
Your most recent bite-wing X-rays
Your treatment notes and exam records
Any specialist referral notes
Your new dental provider’s office can tell you exactly what they need. It helps to ask them first.
How long does it take?
Most offices send records within a few business days. Some take up to two weeks. If you have an appointment coming up soon, request early.
Is there a fee?
Some offices charge a small fee to copy or transfer records. Ask when you call. Fees vary by office and state.
What are your rights under federal law?
Under the Health Insurance Portability and Accountability Act (HIPAA), you have a federal right to your own health records.2 Dental records fall under these rules. Your old office must give you access. They cannot simply refuse.
State and federal laws also set rules on how long offices are required to keep records.³ Retention periods vary by state, and rules for children's records often run longer than adult records. Your old office can tell you exactly how long they're required to keep yours. Ask them directly if you're unsure.
What if your old dental office has closed?
This happens. It does not mean your records are gone. Try these steps:
Check if the office was sold or merged with another practice
Contact your state dental board; they track closed practices and often know where records went
Ask your dental insurance company if they may have X-rays or treatment summaries on file
Reach out to any specialists you saw, as they keep their own records
If no records can be found, your new provider will start fresh. They will take new X-rays and do a full exam. It takes a bit more time at that first visit, but your care will not suffer for it.
How your new dental provider uses your records
Records help your new dental team understand your history before they even meet you. They can see patterns in your X-rays, note past treatments and spot any sensitivities.
The ADA says this information is what allows providers to treat you safely and effectively.1 That means fewer surprises, more tailored care and a smoother first visit.
If you’re getting ready to see a new provider, make sure your records are transferred before your visit. Your dental provider can review your history, understand your past care and help you move forward with a treatment plan that fits your needs.
How do I transfer dental records to a new dentist? FAQs
Here are a few questions patients often have after reading about the transfer process.
Can my old dentist refuse to give me my records?
No, HIPAA gives you the right to your own health records.2 Your old office can charge a reasonable copy fee, but they must comply with a valid request.
Do I need to pick up my records in person?
That’s usually not necessary. Many offices send records by secure fax, email or mail. Ask what options they offer when you call.
Does it matter if my new dental provider is in a different state?
No. Your right to your records does not change when you move across state lines. Contact your old office the same way you would for a local transfer. Ask for a records release form, fill it out and sign it. The main difference is delivery. Ask your old office to send the file digitally or by mail. Your new dentist can tell you which format works best for them.
Sources
¹American Dental Association, MouthHealthy: “Dental Records.” https://www.mouthhealthy.org/all-topics-a-z/dental-records
²U.S. Department of Health and Human Services: “Your Rights Under HIPAA.” https://www.hhs.gov/hipaa/for-individuals/guidance-materials-for-consumers/index.html
³American Dental Association: “Record Retention.” https://www.ada.org/resources/practice/practice-management/record-retention