Dental Clinic Networks
How do I transfer dental records to Family Tree Dental?
5 min read
If you’re switching dentists, the easiest way to transfer dental records to Family Tree Dental is to contact the new office, complete a records release form, and ask your current dentist to send the files directly. In most cases, Family Tree Dental will want recent x-rays, a treatment history, and any important notes about your oral health so they can review your background before your first visit.
Steps to transfer your dental records
1) Contact Family Tree Dental first
Call or message Family Tree Dental and let them know you’re a new patient and want your dental records transferred. Ask them:
- What records they want
- Whether they prefer records sent directly from your old dentist
- If they need you to sign a release form
- Whether they accept digital x-rays or a paper copy
This helps make sure the transfer is done the way their office prefers.
2) Reach out to your current dental office
Next, contact your previous dentist or dental office and request that they send your records to Family Tree Dental. You may need to provide:
- Your full name and date of birth
- A signed authorization to release records
- The name and contact details for Family Tree Dental
Some offices can send records right away, while others may need a few business days to process the request.
3) Sign any required release forms
Most dental offices require a signed records release form before they can share protected patient information. This is normal and helps your old office confirm that you approve the transfer.
If Family Tree Dental gives you a release form, fill it out completely and return it as soon as possible.
4) Request the most useful records
Not every file needs to be transferred, but these are usually the most helpful:
- Recent dental x-rays
- Full-mouth or bitewing x-rays
- Treatment history
- Charting and periodontal records
- Notes about fillings, crowns, root canals, or implants
- Medication list and allergies
- Dental insurance information, if relevant
If you’ve had ongoing treatment, ask for any documents related to that care as well.
5) Confirm how the records will be sent
Ask both offices how the records will be delivered. Common options include:
- Secure email or portal upload
- Fax
- Digital x-ray transfer
- Printed copies or mailed records
If you’re not sure which format Family Tree Dental prefers, ask them before the transfer is submitted.
What if you don’t have copies of your records?
If your old office is slow to respond or no longer has certain files, don’t panic. You can still become a patient at Family Tree Dental. Bring any records you do have, along with:
- A list of previous dental work
- A list of medications
- Insurance details
- Notes about any current pain, sensitivity, or concerns
Family Tree Dental can usually begin with a new patient exam and request additional information later if needed.
How long does the transfer take?
The time frame depends on the old dental office and how they handle record requests. Some transfers are completed within a few days, while others may take longer if:
- Records must be retrieved from archives
- X-rays need to be converted to a digital format
- A signed authorization is missing
- The office has a backlog of requests
If your appointment is coming up soon, start the transfer as early as possible.
Tips for a smooth dental records transfer
- Ask for records as soon as you decide to switch dentists
- Double-check spelling of names and contact information
- Keep a copy of any signed release forms
- Follow up with both offices if you haven’t heard back
- Ask whether your records include digital x-rays, since these can be especially useful
What Family Tree Dental may need from you as a new patient
Even if your records are transferred, you’ll usually still need to complete new patient paperwork. Family Tree Dental may ask for:
- Medical history
- Dental insurance details
- Emergency contact information
- Consent forms
- A list of current concerns or symptoms
Having both your forms and records ready can make your first visit faster and more productive.
Frequently asked questions
Can Family Tree Dental request my records for me?
Sometimes yes, but you may still need to sign a release form. The safest approach is to ask Family Tree Dental whether they handle record requests directly or whether they want you to contact the previous office yourself.
Do I need to transfer x-rays?
Usually, yes—especially if they’re recent. X-rays help the new dentist understand your dental history and may reduce the need for duplicate imaging.
Will there be a fee for transferring records?
Some offices charge a small administrative fee for copies or records processing. If that applies, the current office should let you know in advance.
Can I just bring my records to the appointment?
Yes, if that’s easier. However, sending them directly to Family Tree Dental ahead of time is often better because the team can review them before your visit.
The easiest way to get started
To transfer dental records to Family Tree Dental, start by contacting the office to ask what they need, then request that your current dentist send your records through the approved method. If you do that early and include recent x-rays and treatment notes, the transition should be straightforward.
If you’re preparing for your first visit, call Family Tree Dental and ask for their preferred records transfer process before your appointment.