Transferring Records
• Upon a patient ’ s written request , dentists must furnish an exact copy of the patient ’ s written record , along with copies of radiographs and orthodontic models ( if requested ), to the patient or his / her new dentist . The patient should specify to whom the copies should be sent .
• Dentists have 30 days in which to honor a patient ’ s written request .
• Dentists may provide copies gratuitously or for a fee reflecting the cost of reproduction .
• Dentists are obligated to transfer records regardless of a patient ’ s unpaid balance for dental services or for the cost of reproducing the record .
Tips for Ensuring Compliance with Regulations
• Have an “ exit strategy ” for how records are to be handled in the event of your withdrawal from practice , incapacity or death , so that patients are able to access their records in a timely fashion .
• When retiring or leaving a practice , be sure to send notice to your patients in advance and provide information on how they may request their records before you retire or transition to another practice . Make sure you leave sufficient time to notify patients , and consider notifying them more than once . Also make sure there is sufficient time for you and your staff to copy records before you close or move .
• Make sure patients know who to contact after you retire or move . Consider asking another individual or practice to house the remainder of your records until they can be properly disposed .
• Make sure you have a plan in place for the disposition of records in event of unexpected death . Leave clear instructions for those who will be handling your practice .
2021