Your dental chart, X-rays and treatment history can be surprisingly useful. You may need them when you move, switch dentists, get a second opinion, see a specialist, or simply want to understand what has been done in your mouth over the years. Under federal law, you generally have a right to get a copy. This guide explains what that right covers, how to make a request, and what to do if you run into problems. It is general information, not legal advice.
Your right to your records
The HIPAA Privacy Rule gives you a right to see and get copies of your health information from providers covered by the law, and most dental offices that bill insurance electronically are covered. The U.S. Department of Health and Human Services (HHS) explains the key points (HHS: Your right to access):
- You can get a copy of your records, and that includes X-rays and other images.
- A provider normally has up to 30 days to give you the copy after receiving your request.
- The provider may charge a reasonable fee for the copy. HHS says there is no per-page fee when records are provided electronically.
- A provider cannot deny you a copy because you have unpaid bills.
- If you think something in your record is wrong, you can ask the provider to correct it.
- If you believe your rights were violated, you can file a complaint with the HHS Office for Civil Rights (OCR).
What’s usually in a dental record
Offices organize records differently, but a full dental record often includes:
- Your health and medication history forms
- Exam notes and charting of each tooth, including gum measurements
- X-rays and any 3D scans or intraoral photos
- Treatment plans and estimates you were given
- Notes from each visit describing what was done
- Referrals and reports from specialists
- Billing and insurance records
MedlinePlus explains the common types of dental X-rays, such as bitewing and periapical images (MedlinePlus: Dental x-rays). Knowing the names helps you ask for the right images. Our dental X-rays guide covers them in plain language.
How to make a request, step by step
1. Decide what you need
Do you need everything, or just recent X-rays and the latest treatment plan? A specific request is often faster. If you are getting a second opinion, the most recent images and the proposed plan are usually what matter most; see our guide to getting a second opinion.
2. Ask the office how they handle requests
Call or ask at the front desk. Many offices have their own form; others accept a signed written request.
3. Put it in writing
Include your full name, date of birth, and contact details; the records you want and the date range; the format you prefer, such as a digital file of the X-rays or paper copies; and where to send them, whether to you or directly to another dentist. Sign and date it and keep a copy.
4. Ask about fees up front
Ask whether there is a fee and how much. HHS says any fee must be reasonable. Electronic copies may be the cheaper option.
5. Follow up
Note the date you submitted the request. If you haven’t heard back as the 30-day window approaches, follow up politely and ask for an expected date.
Sending records to a new dentist
When you switch dentists, the new office will often offer to request your records for you once you sign a release. That can be the easiest route. Before your first visit, it helps to confirm the records arrived so your new dentist can review them; our guide to your first visit with a new dentist explains what else to bring. If you are still choosing, our checklist for what to look for in a dental practice can help.
If the new dentist needs to confirm details about the previous provider, the CMS NPPES NPI Registry lets anyone look up a provider’s name, address and NPI number (NPPES NPI Registry).
If your old office closed or your dentist retired
Records don’t usually disappear when a practice closes. Another dentist may have bought the practice and taken over the records, or a records custodian may hold them. Try calling the old number, checking for a successor practice at the same address, or asking your state dental board how records are handled in your state.
If the office won’t cooperate
- Ask again in writing and refer to your HIPAA right of access.
- Ask to speak with the office manager or the practice’s privacy contact.
- Remember that an unpaid balance is not a valid reason, according to HHS, to refuse you a copy.
- If you still can’t get your records, HHS explains that you can file a complaint with its Office for Civil Rights.
Keep your own copies
Once you have them, save digital copies somewhere secure. Having your own X-rays and treatment history makes it easier to get a second opinion, compare estimates, or handle an emergency away from home. Our guide on reading a treatment plan can help you make sense of what you receive.
A simple request you can adapt
You can keep it short. For example: “I am requesting a copy of my dental records under my HIPAA right of access, including all X-rays and my most recent treatment plan, from [date] to today. Please send them electronically to [where]. Please let me know of any fee before preparing them.” Add your name, date of birth and signature. Keep it polite and specific; most offices handle these requests routinely.
Requests for a child or family member
Parents usually request a minor child’s records. Requests for another adult’s records generally require that person’s permission or legal authority. If you are unsure, ask the office what they need to process the request.
What to check when records arrive
Open the files promptly and make sure they include what you asked for, that the X-rays open and are readable, and that the dates cover the period you need. If something is missing, contact the office soon while the request is still fresh. Store the files where you can find them quickly, and bring them to any new dentist or specialist.
Frequently asked questions
Can I get my actual X-ray images?
HHS says your right of access includes X-rays. Many offices can send digital image files.
How long does the office have to respond?
HHS says a provider normally has up to 30 days to provide a copy.
Can they charge me?
A reasonable fee may be charged. HHS says there is no per-page fee for records provided electronically.
I owe the office money. Can they hold my records?
According to HHS, a provider cannot deny you a copy of your records because of unpaid bills.
Something in my chart is wrong. What can I do?
HHS explains you can ask your provider to correct information in your record that you believe is inaccurate.
Sources
By the Dentist Review Editorial Team.
This article is for general information only and is not medical advice. Talk to a licensed dentist about your own situation. See our disclaimer.
Featured image: “FP111 A4 medical record file (UK)” by Whispyhistory, via Wikimedia Commons, licensed CC0. Resized and compressed for the web.
Our guides are written and reviewed by the Dentist Review editorial team. We research each topic using public, authoritative sources such as the CDC, the National Institutes of Health (NIH/NIDCR), the American Dental Association (ADA) and CMS, and we update guides when guidance changes. Guides are for general information only and are not dental or medical advice; please read our disclaimer and learn more about us.