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How to Transfer Dental Records to a New Dentist
A Clearer Start at a New Dental Office

How to Transfer Dental Records to a New Dentist

By the Downtown Dental Centre editorial team

To transfer dental records, contact the former dental office and ask for its release process. You will normally need to provide consent and identify where the information should be sent.

Confirm the new clinic’s secure delivery details before sending anything. Records can provide useful treatment history, but the new dentist may still recommend updated examinations or images based on current needs.

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A patient completing a consent form during a healthcare appointment.
Quick Answer

What Is the First Step in Transferring Dental Records?

Ask the new office which records would be useful, then contact your former office about its release process. Complete the requested authorization, confirm the receiving office’s secure delivery details and follow up to check that the records arrived. Do not send health information to an unverified address.

Useful History for a Current Assessment

Why Previous Records Are Useful

Records may help the new dentist understand earlier care and compare it with current findings. What is available will depend on your treatment history and the former office’s records.

Previous Diagnoses

Conditions identified at earlier examinations and any relevant clinical notes.

Completed Treatment

Information about treatment already provided and when it took place.

Existing Dental Work

Details about fillings, crowns, implants and other restorations.

Earlier X-Rays

Previous dental images that may provide useful background or a comparison.

Gum-Health Measurements

Earlier periodontal findings and measurements recorded during care.

Allergies and Medical Alerts

Relevant history that should still be checked against your current health information.

Areas Being Monitored

Findings that the former dentist was reviewing over time.

Appliance or Laboratory Information

Available information about appliances and laboratory-made dental work.

Records may also be useful when getting a second dental opinion. Ask the receiving office which information it needs, and tell the new dentist about any changes since those records were created.
From Your Request to Confirmed Receipt

Step-by-Step Transfer Process

Use these steps as a new dentist records checklist. The exact forms, delivery method and processing time should be confirmed with the two offices.

  1. Choose the New Dental Office

    Confirm where you plan to receive care. If you are still deciding, review choosing a dental office.

  2. Ask Which Records Would Be Useful

    The receiving office can explain which notes, images or other information may help.

  3. Contact the Former Office

    Ask for its written record-release process and explain where the records should go.

  4. Complete the Authorization

    Complete the consent or authorization form the office requests and clarify what will be released.

  5. Confirm the Receiving Details

    Verify the receiving email, portal or mailing address and the secure delivery method with the clinic.

  6. Ask About Fees and Timing

    Ask whether fees or processing time apply before assuming the transfer will be immediate or free.

  7. Confirm Receipt

    Check that the new office received the records and ask whether anything further is needed.

Do not send health information through an unverified address. Confirm the destination and approved delivery method directly with the receiving clinic before a transfer is made. A request being sent is not the same as receipt being confirmed.
A dentist and patient reviewing a dental X-ray on a tablet.
Earlier Information Has Limits

What If the Records Are Incomplete?

The new dentist can still perform an examination. Missing or older records may mean that updated information is needed.

A dentist should not rely on an old X-ray if it does not answer the current clinical question. Image age, quality, symptoms and the area being assessed all matter. Review the clinic’s digital dental radiography information.

Transferring dental X-rays does not guarantee that new images will be unnecessary. Equally, changing offices does not by itself mean every image must be repeated. The dentist decides what information is clinically appropriate for your current needs.
You Can Start the Conversation Now

Can You Book Before Records Arrive?

Usually, yes. Tell the new clinic that records have been requested. The office can explain what it needs before the visit and how any missing information may affect the appointment.

At Downtown Dental Centre, you can ask about record delivery while arranging care. Bring current health and medication information, even if similar details are included in the earlier records.

If the appointment is urgent, do not delay care solely because the transfer is incomplete. Tell the office about pain, swelling, a recent injury or another urgent concern when you call rather than waiting for routine paperwork to arrive.
Personal Information Deserves Careful Handling

Privacy and Consent

Dental records contain personal health information. The offices should use an appropriate consent and secure-transfer process.

Ask what information will be shared, who will receive it and how it will be delivered. If a form or delivery instruction is unclear, ask the office to explain before sending your records.

Requirements can vary. Fees, processing times, release rights and exceptions should be discussed using the office’s written procedure and applicable professional and privacy requirements, rather than assumed from a general article.

Confirm the current record-release and receiving process with both offices. Do not assume that a public contact form or general email inbox is an approved way to send dental records.
Two record folders are connected by an arrow and a lock symbol. The three reminders are to authorize the release, verify the receiving destination and confirm receipt. The illustration represents a general process, not a specific clinic portal. Former office New office Authorize the release Verify the receiving destination Confirm the records arrived
Changing Dentists and Sharing Records

Frequently Asked Questions

Who Should Request the Records?

The patient can normally start the request. Some new offices may help after receiving authorization. Ask both offices which steps they need you to complete.

Can Dental X-Rays Be Emailed?

They may be transferred electronically through an appropriate secure process. Confirm the correct destination and delivery instructions first rather than assuming any email address is suitable.

Will I Need New X-Rays?

Possibly. The dentist considers image age, quality, symptoms and current clinical needs. Previous images may be helpful, but they may not answer every question about your present oral health.

Can an Office Refuse to Transfer Records?

Specific rights, fees and exceptions depend on applicable professional and privacy requirements. Ask for the office’s written process if a problem occurs, and request an explanation of any additional information or authorization it needs.

Confirm the Details Before Records Are Sent

Changing Dentists in Regina?

Review the new-patient information for a dentist accepting new patients and contact Downtown Dental Centre about record delivery. The team can explain its current receiving process and what information may be useful for your visit.

Contact Downtown Dental Centre