A dental impression is a negative mold of a patient’s teeth and surrounding oral tissues, created either with a putty-like material or by a digital scanner. This replica is an important diagnostic tool, enabling dentists to analyze the size, shape, and relationship of the teeth. Impressions are part of the patient’s permanent dental record, providing a precise baseline for monitoring oral health changes. The required retention period is not standardized nationally but depends on state laws and professional guidelines.
Primary Reasons for Impression Retention
Dentists retain impressions for clinical, administrative, and legal purposes, establishing a continuous record of a patient’s mouth. Clinically, the models or digital scans serve as a reference point for monitoring subtle changes, such as tooth wear or shifting that may occur over years. This allows the professional to track the progression of conditions like bruxism (teeth grinding) or periodontal disease.
The impressions are also a practical fabrication reference, especially for appliances that may need replacement. If a patient loses a retainer, night guard, or needs a duplicate crown, the original impression or model can be used to fabricate a precise new appliance. Furthermore, impressions form part of the legal documentation of the patient’s initial condition and the treatment provided. Accurate records are necessary to defend the practice in the event of a malpractice claim or dispute years after treatment has concluded.
Varying Timeframes for Keeping Dental Records
The time dental impressions must be kept is primarily governed by state laws, which treat them as a component of the patient’s health record. Since there is no single federal rule, requirements vary significantly, ranging from as few as four years to ten years or longer after the last date of service. Professional liability carriers often recommend a retention period of at least seven to ten years for adult patient records to cover potential legal statutes of limitations.
A crucial distinction exists for the records of minor patients. For these records, the retention period typically extends beyond the child’s 18th birthday to cover the time it takes for them to reach the age of majority, plus the state’s standard statute of limitations. For instance, an office may be required to keep a minor’s records until the patient reaches age 21 or 25, or for seven years from the last date of service, whichever is longer. The retention timeframe is generally calculated from the patient’s last date of treatment, not the date the impression was originally taken.
Managing Physical Models Versus Digital Scans
Storage methods differ significantly based on whether impressions are physical models or digital files. Traditional impressions, often made from plaster or alginate, are converted into physical models requiring a secure, climate-controlled environment. These models are susceptible to physical damage, such as chipping or cracking, necessitating dedicated storage space and careful handling.
In contrast, modern digital impressions, created using an intraoral scanner, result in electronic files. These digital scans are stored within electronic health record (EHR) systems, which require secure, redundant server storage, often involving cloud-based solutions. Digital storage facilitates longer and easier retention because the data does not physically degrade and can be backed up across multiple locations. Offices must adhere to stringent electronic security standards, including HIPAA, to protect this electronic Protected Health Information (PHI).
Patient Rights and Secure Disposal
Patients have a legal right to access their complete dental records, including copies of their impressions or scans, upon request. Under HIPAA, practices must provide these copies within a reasonable timeframe, often within 30 days. While the physical or digital impression is the property of the dental practice, the information belongs to the patient.
Once the mandated retention period has passed, the dental practice must follow strict protocols for secure disposal. Physical models must be destroyed in a way that ensures patient anonymity, typically by shredding or pulverization. Digital scans must be permanently erased and overwritten using data destruction protocols to prevent recovery and comply with privacy laws. Documentation of the time, date, and circumstances of the record destruction must be maintained for future reference.