Which records a dental clinic keeps, how long they are kept and how to request copies, plus what informed consent actually means.
The record a dental clinic keeps about you is more than an appointment book. Examination findings, radiographs, intraoral photographs, digital scan files, a tooth by tooth list of what was done, material details and the consent forms you signed together form your file. That file is the basis of every future assessment, and you are entitled to a copy of it.
What the file usually contains
- Initial findings, medical history, medications and allergies
- Dated treatment entries recorded by tooth
- Radiographs and any three dimensional scans
- Intraoral photographs and digital impression files
- Signed informed consent forms
- Laboratory work orders and material information
- A record of prescriptions issued
Requesting copies
You can ask in writing for a copy of your own records. Radiographs are normally supplied as digital files, as are photographs and scan data. Naming the date range and the documents you want speeds things up. The originals stay with the clinic and you receive copies.
What informed consent really means
A consent form documents a conversation rather than replacing it. You should hear what the procedure involves, what the alternatives are, the risks, what happens if nothing is done and how recovery goes. Ask before signing, and know that you may change your mind afterwards. For staged work such as implant treatment, having the stages and timeline in writing prevents confusion.
Privacy and moving clinics
Health data is a protected category, and using your photographs for promotion requires a separate, explicit permission that general treatment consent does not cover. You are free to refuse that permission and free to withdraw it later. If you move, taking a copy of your file, especially recent radiographs, helps your next dentist and can spare you repeat imaging. In orthodontic treatment and other long courses of care, written plans matter even more.
File formats
Radiographs are usually stored in a medical imaging format that needs a dedicated viewer. Ask for the original files rather than compressed pictures, because detail is lost in conversion. Three dimensional scans are large and may need a memory stick or a secure transfer. Check that the files open before you leave, so you do not have to come back for them.
Habits that make follow up easier
- Keep a short note of what was done to which tooth
- Record the dates radiographs were taken
- Keep an up to date medication list on your phone
- Ask for aftercare instructions in writing
- Get the full appointment schedule at the start of long treatments
