TRANSFERRING RECORDS
n
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.
n Dentists
have 30 days in which to
honor a patient’s written request.
n Dentists
may provide copies
gratuitously or for a fee reflecting
the cost of reproduction.
n 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.
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