Families change dental offices for ordinary reasons: a move, a new work schedule, a plan that changed, or simply an office that fits better. The part that stops people is the paperwork, and it is smaller than it looks.
You do not need to explain yourself
You do not need the old office's approval, and you do not owe anyone a reason. Records belong to the patient, and you can request them at any time. Offices handle this every week and it is a routine request, not a confrontation.
What actually transfers
- X-rays, which are the piece worth chasing because it can spare your child a repeat set.
- The treatment history: what was done and when.
- Notes on allergies and anything the team should know before treating your child.
What does not transfer is the appointment itself, any credit or balance, and your insurance authorizations. Those start fresh at the new office.
The fastest way to do it
Ask the new office to request the records for you. Most offices, ours included, will send the request directly to the previous dentist once you sign a release. That turns three phone calls into one signature, and you are not the one chasing a fax.
If you prefer to handle it yourself, call the old office and ask for a copy of your child's records, including the most recent X-rays. Ask them to send it to the new office directly, and get the name of the person you spoke with.
How long it takes
Usually a few days, sometimes the same day for X-rays sent electronically. It is worth starting before the first visit, but it is not a reason to delay booking. A first visit can go ahead while records are still in transit, and the team will work with what they have.
What to bring to the first visit
- Your insurance or Medi-Cal card.
- Your child’s date of birth exactly as it appears on their record, which matters more than people expect.
- The name and city of the previous office.
- Any dates you remember for recent visits or X-rays.
Frequently asked questions
Can the old office refuse to send records?
They can charge a reasonable copying fee in some cases, but the records themselves are yours to request. An outstanding balance is a separate matter and does not entitle anyone to withhold your child's clinical record.
Do I have to tell them why I am leaving?
No. A request for records is not a resignation letter. You can simply ask for the file.
What if we never had a previous dentist?
Then there is nothing to transfer, and the first visit starts the record. That is common with younger children and it is not a problem.
Can siblings move at the same time?
Yes, and it is worth doing them together. One release per child, one call, and the whole family ends up on the same schedule, which makes future visits much easier to plan.
The short version
Ask the new office to request the records, sign one release, and book the first visit without waiting for the paperwork to land. The history follows your child; it does not hold them back.