Moving Dentists Without Losing the Paper Trail
Which records to request, how to name the receiving office, and what to confirm before your first appointment at a new dentist.
Ask the new office what it needs
Changing dentists is easier when the records request has a destination. Ask the receiving office which records and X-rays would help, then contact the former practice with the new office's name and secure transfer details. Do this early enough for someone to confirm receipt.
You may be asked to authorize the release. In Ontario, copying and transferring records can carry a fee, but the dentist must first provide an estimate. Ask what will be included and whether the quoted amount covers the imaging as well as the written record.[1]
Check that the file arrived
Keep a short note of the request date, the person you spoke with and the destination. Before your visit, ask the new office whether it received the material and can open the images. Sending a file and successfully receiving it are two different steps.
Older records provide context; the new dentist still needs to assess your current needs. Ask whether any proposed new image answers a question the existing images cannot answer. If you have current pain or swelling, tell the office promptly rather than waiting for an administrative transfer to finish.