A dentist can and should send X-rays and other dental records to another dentist upon a patient’s request. Dental X-rays, along with clinical notes and treatment histories, are considered protected health information and are fundamental to the continuity of a patient’s care. When a patient changes providers or seeks a second opinion, the transfer of these records is a standard professional practice. This helps the new dentist understand the patient’s oral health background. Sending existing X-rays also prevents the patient from being exposed to unnecessary additional radiation, which aligns with health and safety standards.
Professional Obligations for Record Sharing
The transfer of dental records, including radiographs, is a core part of the professional and ethical standards for practitioners. Dentists have a professional obligation to honor a patient’s request to have their records, or copies of them, forwarded to another healthcare provider. This obligation ensures that the patient receives coordinated and appropriate care without interruption.
X-rays are considered part of the patient’s complete record, even though the physical film or digital file is technically owned by the practice that created it. The new provider uses these historical images to establish a baseline of oral health, view past dental work like fillings or crowns, and track conditions over time. Refusing to share records, especially X-rays, for continuity of care is widely regarded as unprofessional conduct.
Patient Authorization and Privacy Requirements
The transfer of any dental records, including X-rays, is strictly governed by patient privacy laws, such as the Health Insurance Portability and Accountability Act (HIPAA) in the United States. These laws mandate that a dental practice must obtain explicit patient consent before disclosing protected health information (PHI) to an outside entity. This requirement ensures the patient is informed and in control of where their sensitive health data is sent.
The patient is required to sign a specific release or authorization form directing the former dentist to send the records to the new provider. This authorization typically identifies the specific records to be included, such as the most recent full-mouth series or a panoramic X-ray, and names both the releasing and receiving dental offices. While federal law allows for disclosure for treatment purposes without explicit written authorization, most dental offices still require a signed form to document the patient’s clear instruction. Patients have the right to access copies of their full records, and the practice must generally provide them within 30 days of the request.
Methods and Logistics of Record Transfer
Modern technology has made the transfer of dental X-rays significantly faster and more secure than in the past. Since most practices now use digital radiography, the images are stored electronically and can be sent to another office almost instantaneously. The most common and secure method involves transferring digital files through encrypted email, a secure file-sharing portal, or a dedicated Picture Archiving and Communication System (PACS). This secure transmission is necessary to comply with privacy regulations and protect the patient’s electronic PHI.
If the previous office still uses traditional film, the X-rays may be mailed, or they may be scanned and digitized to be sent electronically. The transferring office may charge a reasonable, cost-based fee for the labor and supplies involved in copying or scanning records, though this fee cannot include the cost of searching for or retrieving the files. The transfer is usually completed within five to ten business days, but with digital systems, the images are often available to the new provider much sooner. The patient should verify the preferred receiving method with the new dentist, as some older or specialized X-ray formats may require conversion.