Switching orthodontists mid-treatment is a relatively common occurrence. Life events such as relocating for work or school, changes in insurance coverage, or a desire for a different provider often necessitate a mid-treatment transfer. Completing this transition requires careful preparation and coordination between the patient, the original office, and the new practice. This article provides a roadmap to ensure the continuity of orthodontic care with minimal disruption.
Selecting a New Orthodontist for Transfer Cases
The first action is to identify a new dental professional who specifically accepts “transfer cases.” Not all orthodontists are comfortable or experienced with continuing treatment initiated by another doctor, so targeted research is necessary. Confirm that the potential new provider holds the necessary Doctor of Dental Surgery (DDS) or Doctor of Dental Medicine (DMD) degree and is a specialist in orthodontics.
Schedule an initial consultation, which is sometimes offered at no cost, to allow the new orthodontist to assess the current stage of treatment. During this visit, the professional will evaluate the existing appliance, whether clear aligners or a fixed bracket system. Compatibility is an important factor, as the new office needs to confirm they can work with the patient’s existing hardware or are willing to modify it. Asking how often they accept mid-treatment transfers provides valuable insight into their experience level.
Managing Financial Agreements and Existing Contracts
The financial settlement with the original provider is often the most complex part of the transfer process. You must contact the original office to review the existing contract and determine the financial status of the account. Most orthodontists calculate refunds or final balances based on the percentage of treatment completed, often using a standardized formula. The total fee is typically broken down into portions for initial records, active treatment time, and appliance removal/retention.
If the patient paid the full fee upfront, the original provider will calculate the value of the uncompleted work to issue a refund, minus any administrative or transfer fees. Conversely, if the patient was on a monthly payment plan, a final balance may be due to cover the full cost of the treatment rendered up to the date of transfer.
The new orthodontist will then establish a separate financial agreement, quoting a fee only for the remaining work required to complete the treatment. This new fee, often termed a “transfer fee,” is calculated based on the estimated time left and is not constrained by the original contract’s total cost. You should also promptly inform your dental insurance carrier about the change in providers to ensure that any remaining lifetime orthodontic benefits are correctly applied to the new arrangement.
Requesting and Transferring Clinical Records
A smooth clinical handover depends on the formal transfer of comprehensive patient records to the new practice. These documents provide the new orthodontist with a complete history of the mechanical forces applied and the biological response of the patient’s teeth and jaws.
The transfer package must contain several key items:
- Initial and progress X-rays, such as panoramic and cephalometric images.
- Intraoral and facial photographs.
- Digital scans or physical impressions of the teeth.
- The official treatment history, detailing the diagnosis, appliances used, and progress made so far.
The patient is legally entitled to these records, and the original office must release them upon formal request. They may charge a reasonable fee for the administrative time and copying costs involved.
Resuming Treatment with the New Provider
The first official appointment with the new orthodontist is a thorough clinical re-assessment. The new provider will meticulously review the transferred records and conduct a physical examination of the patient and the existing appliances. To establish a current clinical baseline, the new office may require new diagnostic imaging, such as an updated panoramic X-ray, to confirm the status of the roots and surrounding bone structure.
The orthodontist will then integrate the previous treatment plan with their own established methodology, outlining their plan for completing the remaining tooth movement. This may involve minor modifications to the existing appliances, or in some cases, the complete removal and replacement of the brackets to match the new doctor’s preferred system. The new provider will set a revised timeline and a new schedule for routine appointments based on their clinical findings and expertise.