Changing dentists? How to ask for your records and recent X-rays

Changing dentists can feel like starting again, particularly if you are unsure what your old practice holds or whether they will release it. Asking is an ordinary request, and a specific request is easier to answer than a vague one.

Short answer: Ask your previous dental practice for your records, and name Absolute Dental West Perth as the recipient. The OAIC says Australian privacy law gives you a general right to request access to health information a provider holds. At Absolute, you can also ask our team whether we should request your records ahead of your visit.

Who holds your records, and who asks for them

The practice you are leaving holds your records, so the request goes to them. You can make it yourself, or you can ask your new practice to make it for you once you have given permission.

At Absolute Dental West Perth, our patient information page asks you to check with our team about requesting your previous records and X-rays ahead of your visit. Ask us whether that suits your situation, and we will tell you what we need from you.

A file differs from one practice to another. It may hold treatment notes, X-ray images, a medical and dental history and any treatment plan that was started. A short summary letter may not include the images or notes, so ask for items by name. That helps the reply match what you need.

Which notes, images and treatment details are useful

Your new dentist decides what is relevant after examining you, so treat this table as a starting list, not a demand for every page. The Australian Dental Association says X-rays show structures and disease that cannot be seen by looking in the mouth, which is why recent, dated images sit at the top.

Record to ask about	Why the new team may need it
Recent X-rays, with their dates	They can show what a visual check cannot, and the date helps the dentist judge how current they are.
Treatment notes for recent work	They record what was done and when, which helps us understand the mouth in front of us.
Your current treatment plan, if one was started	It shows what was planned, so we can talk through your options with you, including waiting.
Referrals or specialist letters	They give background if another provider was involved in your care.
Details of any dental device or appliance, if relevant	They tell the dentist what is in your mouth and who placed it.
Medical history and medicines list held on file	Your dentist can compare it with the list you bring to your visit.

Some items may not exist, and some may matter more than others. If something is missing, mention it when you book rather than waiting for it.

A records request checklist

Before you ring the old practice, have your name, date of birth and the approximate dates of your last visits to hand. Then use this list:

• ☐ The name of the record holder and your current contact details
• ☐ The recipient practice and an agreed secure transfer method
• ☐ Your permission for this specific transfer
• ☐ Recent X-rays with their dates, and the relevant treatment notes
• ☐ Your current treatment plan, referrals or device details, if relevant
• ☐ A question about costs and timing. If you have urgent symptoms, call us rather than waiting for paperwork.

What permission and identification may be needed

The Office of the Australian Information Commissioner (OAIC) puts the starting point this way: "Australian privacy law gives you a general right to request access to the health information a health service provider holds about you." (OAIC, Access your health information.)

The OAIC also explains that the holder may ask for a written request, identification and your authorisation. That is a privacy protection, not an obstacle placed in your way. A phone call alone may not be enough.

If you want records sent to us, your authorisation should name the recipient practice and the transfer you agree to. Agree a secure method with both practices instead of emailing health details through an open channel.

Our contact page asks you to keep an online enquiry short and to leave out detailed medical information. Phone us for anything detailed.

Timing and copying fees: what is and is not promised

Timing

The OAIC says a reasonable response period is required and generally considers 30 days reasonable. Ask the old practice for a response estimate, and tell us if records have not arrived.

Costs and format

Exceptions to access can apply, and costs can apply. We cannot promise that copies will be free, that they will arrive immediately, or that the old practice will release every item you ask for.

When you make the request, ask what format the copy will come in, what it will cost and when you can expect a reply. Write down the date you asked.

If the old practice has closed or the request is delayed

A slow reply is frustrating, so here is a plan:

1. Follow up politely after a reasonable wait, quoting the date of your first request.
2. Ask what the practice still needs from you, such as identification or a signed authorisation.
3. Tell our team where things stand, so we can adjust how we prepare for your visit.
4. Read the OAIC's page on access to health information for your rights and options.
5. If you have pain, swelling or another urgent concern, call us rather than waiting for paperwork.

We cannot promise that every record can be found. Where records are not available, your dentist can take your history and examine you, and decide at the visit whether imaging is clinically relevant, as healthdirect describes for a dental check-up.

Why old X-rays do not decide what imaging you need

It is natural to hope that bringing recent X-rays means none will be needed. The Australian Dental Association says the type of image depends on the clinical question being asked, so an existing image does not guarantee that no new imaging will be recommended.

An older image may answer one question and not another. Your dentist looks at your mouth, your history and the reason for the visit, then decides whether imaging is relevant. If a new X-ray is suggested, you can ask what question it will answer and what the options are.

For a plain explanation of what X-rays show and how much radiation they use, see our article Why do you need dental X-rays?

How we ask you to prepare for your visit

Our patient information page asks for the following before your visit:

• A written list of what you take, supplements included
• Any conditions you have
• Any allergies, or past reactions to metals or dental materials
• A question for our team about whether we should request your records first

If a medicine question comes up, talk to your prescriber. Please do not change a medicine because of a dental visit.

If visits make you nervous, tell the practitioner or staff, as healthdirect advises. At your first visit, you hear what we found and what your choices are, including waiting. We go over costs and materials before you decide.

Questions to ask when you book

Ask these when you ring, in this order:

1. Should your team request my records and recent X-rays before my visit?
2. What do you need from me, such as identification or a signed authorisation?
3. How will the records be sent, and who will receive them?
4. Will there be a cost, and when should I expect a reply?
5. What should I bring if the records have not arrived by my appointment?

A sentence you can use: "I am changing dentists. Can you tell me whether your team should request my records and recent X-rays before my visit, and what you need from me?"

When to contact us

Call us on (08) 9321 6398, or use the contact page for directions to 1/34 Outram St, West Perth WA 6000. Keep any online message short and leave out detailed medical information. If you have urgent symptoms, phone rather than waiting for records to arrive.

Sources

Checked 27 October 2026. This article is general published guidance, not personal advice.

• Access your health information, Office of the Australian Information Commissioner
• Dental X-Rays, Australian Dental Association
• Dental check-up, healthdirect Australia (reviewed February 2025)
• Patient information and Contact us, Absolute Dental West Perth

General information only. It does not replace an individual assessment by a dentist, and which records or images you need depends on you.