How to Switch Dentists (and Take Your Records With You)

People stay with a dentist they don't love for years because switching sounds like a hassle. It mostly isn't. It's mostly a records request and a phone call or two.

Here's how to do it without losing your history or paying for x-rays you already had.

before you leave, grab what you need

Do this while you still have a good relationship with the old office. It's easier.

• Your records request. More on this below. It's the big one.
• Your treatment plan, if you have one open. Ask for a copy of anything that's been recommended but not done yet.
• Your account balance. Ask what you owe, if anything, and what's been paid toward any work in progress.
• Your insurance details on file with them. Handy if your benefits info is buried somewhere.

If you have upcoming appointments, cancel them. That's really the only "breakup" call most people need to make.

do you have to tell them why?

No. You don't owe the old office a reason, and you don't need their permission to leave.

If something specific went wrong and you want to tell them, that's fine too. Some offices genuinely want to know. But it's optional.

getting your records and x-rays sent over

This is the part people worry about, and it's the part you have the most rights on.

The HIPAA Privacy Rule gives you a right to inspect and get a copy of your health information. That includes your dental chart. A few specifics from the rule itself (45 CFR 164.524):

• You can have it sent straight to the new office. If you ask the old practice to send a copy directly to someone you name, they have to do it. The catch: that request has to be in writing, signed by you, and clearly say who gets it and where to send it.
• They can ask for any request in writing, as long as they tell you that's their policy.
• There's a deadline. They have to act on your request no later than 30 days after they get it. They can take one extension of up to 30 more days, but only if they tell you in writing why, and when you'll have it.
• There can be a fee, and it's limited. The rule allows a reasonable, cost-based fee that covers only the labor of copying, supplies, postage if you want it mailed, and a summary if you agreed to one. Ask what it'll be up front.
• You can ask for a format. If they can easily produce it electronically, they have to give it to you the way you asked.

Easiest path: ask the new office for their records release form. They do this all the time and will usually send the request for you once you sign it.

why the x-rays matter

Recent x-rays are the thing most worth moving. If the new office has them, they may not need to take a full new set at your first visit. Whether they retake any is their call, based on what they see, but it's a fair question to ask. Our guide on how often dental x-rays are taken explains why offices space them out.

if you're in the middle of treatment

This one takes a little more care. Maybe you've had part of a crown done, or you're partway through a plan you paid for in advance.

You can still switch. Just talk to both offices before you do.

Questions for the office you're leaving:

• "Where exactly are we in this treatment?"
• "What have I paid for that hasn't been done yet?"
• "What would you need to send so another dentist can pick this up?"

Questions for the new office:

• "Can you pick this up where it left off?"
• "Will you need to redo any of it, and why?"
• "Can I get a written estimate for the rest?"

Our guide to reading a treatment estimate helps you compare what each office tells you. If you're switching because you're not sure about the plan itself, a second opinion is a normal thing to ask for.

One thing not to do: don't let a switch push care down the road. If you have pain, swelling, a broken tooth or signs of infection, call a dentist or get emergency care now and sort out the switch later. Our dental emergency guide covers what to do in the moment.

check the new office before you book

Switching is a chance to pick on purpose this time. A few things worth checking first:

• Your insurance. "We take your insurance" isn't the same as in-network. Here's how to check if a dentist is in-network in about ten minutes.
• The fit. Whatever pushed you to leave (long waits, or a dentist who doesn't explain things), ask about it up front. What makes a dentist the right fit has a good checklist.
• Whether they're taking new patients, and how soon they can see you.

Questions to ask before your first appointment has a script you can use on the phone.

what to bring to the first visit

• Your ID and insurance card
• A list of the medications you take
• The name and phone number of your old office, in case the records haven't arrived yet
• Any paperwork from treatment in progress
• Your questions, written down

If it's been a while since you've seen anyone, that's fine. Our guide to a first dental visit in years walks through what that appointment usually looks like.

picking the next one

If you're switching, you already know what you didn't like. That's useful. It tells you exactly what to look for next.

Dentalist predicts how a practice is likely to feel across 13 dimensions using verified signals: provider credentials, specialties, services, hours and Google rating patterns. It doesn't read patient review text. Tell it what matters to you and start matching.

sources

• 45 CFR 164.524, Access of individuals to protected health information (Cornell LII)

related

• When to Get a Second Opinion
• How to Check If a Dentist Is In-Network
• How Matching Works