Dental X-rays (radiographs) are standard diagnostic tools that provide dentists with a view of your teeth, jawbone, and surrounding soft tissues. They allow for the detection of issues not visible during a regular exam. You have a legal right to access these records, whether you are moving to a new dental provider or simply want a copy for your personal files.
The Patient’s Right to Dental Records
Your dental records, including clinical notes, treatment plans, and X-ray images, contain protected health information (PHI) that legally belongs to you. Federal regulations, specifically the Health Insurance Portability and Accountability Act (HIPAA), mandate that healthcare providers must grant you access to a copy of this information upon request. This right is often reinforced by state-specific dental board regulations.
The original physical or digital record is the property of the dental practice, which is responsible for its secure storage. You are entitled to a copy of that record in the format you request, provided it is readily producible by the office. The dental office cannot deny you a copy of your records, even if you have an outstanding balance. The provider must comply with your request for access, typically within 30 days.
How to Request and Facilitate Transfer
To obtain your X-rays, contact the dental office that holds the records, usually the administrative staff. Most offices require a formal request submitted in writing to comply with privacy laws. This written request often uses a signed authorization or release form provided by the practice. You must clearly specify which records you need, such as the most recent full-mouth series or a specific panoramic X-ray.
The authorization form directs the provider to release your information either directly to you or to a third party, such as a new dentist or specialist. If transferring to another provider, include the recipient’s name, address, and contact information on the release form. The office will arrange the transfer via secure digital means, physical mail, or a secure patient portal. Directing the transfer to your new dentist is the most efficient way to ensure the images arrive promptly and in a usable format.
Potential Costs and File Formats
The dental practice is permitted to charge a reasonable, cost-based fee to cover the expense of producing and sending the copy. This fee is strictly limited to the cost of labor for copying, the supplies used, and any postage or shipping costs. The office cannot charge you for searching for or retrieving the records. If records are provided electronically, the cost is typically lower, often covering only administrative time or the cost of a storage device.
When requesting digital X-rays, confirm the file formats the receiving practice can open. Dental imaging software commonly uses the DICOM standard, which preserves the highest diagnostic quality. Many offices can also provide images in universally readable formats, such as JPEG or TIFF. Confirming the preferred format with your new dentist before the transfer prevents delays and ensures the images are diagnostically clear upon arrival.