You have chosen a new dentist in Geraldton, and your old records are still sitting with the last practice. Do they have to move too, and what happens if the old practice is slow to reply?
Short answer: ask the previous practice, and name who should receive your records
Ask your previous dentist for your records in writing and name the practice that should receive them. The OAIC says privacy law gives you a general right to request access to your health information. At Chapman Road, tell us it is your first visit when you call or book online, and we will say what to bring.
This is general information, and your dentist decides what is relevant to your mouth.
Which notes, images and treatment details are useful
Asking for items by name gives a new dentist more to work with than a general request for "my records". Healthdirect says a dental check-up can include medical and dental history, an examination and clinically relevant imaging, so records that match those parts are a sensible starting point.
The table lists what you might ask about and why a new team may want it. The clinician decides what is relevant for you, so treat it as a starting list.
| Record to ask about | Why the new team may need it |
|---|---|
| Treatment notes with dates | They show what was done, and when, so the history of your teeth is not guesswork. |
| Recent X-rays, with the date each was taken | The dentist can compare them with what they find now and decide whether more images are needed. |
| Your current treatment plan | It shows work that was planned, started or put on hold. |
| Referral letters | They show which other practitioners have been involved. |
| Medical history and medicine list | A check-up can include medical history, so the dentist will usually ask about it. |
| Details of any dental device, if relevant | They help the dentist understand what you already have in your mouth. |
A records request checklist
Copy this list into an email or a note on your phone before you contact the previous practice.
- The name of the record holder, which is the practice that treated you, and your current contact details so it can reach you.
- The name of the recipient practice and an agreed, secure way to send the records. Check with us before anything is sent so the method suits both practices.
- Your permission for this specific transfer, in the form the old practice asks for.
- Recent X-rays with their dates, plus the treatment notes that relate to them.
- Your current treatment plan, any referrals, and device details if they are relevant to you.
- A question about costs and timing, asked up front.
- A list of your current medicines. Do not stop or change a medicine because of a dental visit.
- A plan for pain: call us about urgent symptoms rather than waiting for paperwork.
What permission and identification may be needed
The Office of the Australian Information Commissioner (OAIC) sets out the starting point:
"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, checked 27 October 2026 (publication year not shown on the page).
The same page says the practice holding your information may ask for a written request, identification and your authorisation. That helps protect your information, so have your identification and contact details ready. If you want the old practice to send records straight to a new dentist, expect to give your authorisation for that as well.
Two ways a transfer can work
There are usually two routes. In the first, you request copies yourself and pass them on. In the second, you authorise the old practice to send them to the new one. Ask the old practice which routes it offers, and tell us which one you choose. Either way, the permission should name the specific transfer.
Exceptions to access can apply in some cases. The OAIC page explains them, and we cannot predict how they apply to your file.
Timing and copying fees: what is and is not promised
The OAIC says a reasonable response period is required and generally considers 30 days reasonable. That is a guide, not a promise. A reply may come sooner or later than that, so plan for either. Your booking does not have to wait for the paperwork: you can book now and tell us where your records are up to.
Costs can also apply to access. Ask the old practice for its fee before you agree, and ask whether electronic copies are an option. We cannot say what another practice will charge.
A sentence to use with the old practice
"Hello, I am moving to a new dentist. I would like to request my treatment notes, recent X-rays with dates, and my current treatment plan. What do you need from me, how long will it take, and is there a cost?"
If the old practice has closed or the request is delayed
A slow reply does not have to hold up your care. The sources used for this article do not set out what happens to records when a practice closes, so we cannot give you a rule for that. These steps are practical, not legal advice:
- Contact the practice again in writing, and quote the date of your first request.
- If the practice has closed or changed hands, ask who now holds the records.
- Tell us where things stand. The team can explain what to bring in the meantime.
- If you have pain or swelling, call us. Do not wait for paperwork.
Healthdirect lists medical and dental history and an examination as parts of a check-up, so your dentist can still ask about your history while records are on their way. What the dentist then recommends is their clinical decision.
Why old X-rays do not decide the new dentist's imaging needs
Bringing X-rays can help, but they do not settle whether you need new ones. The Australian Dental Association explains that X-rays show structures and disease that cannot be seen by looking in the mouth, and that the type of image depends on the clinical question. An older image was taken to answer the question in front of the previous dentist at that time.
Your new dentist may find an older image useful for comparison. They may also decide a different or newer image is needed. We cannot promise that sending records will mean no new imaging.
How Chapman Road asks you to prepare for a visit
Our new patients page asks you to call or book online and say it is your first visit. The team will then tell you exactly what to bring, so you do not have to guess which papers matter.
If you take regular medicines, bring a list so your dentist can see your medical history. For questions about a medicine, speak to the prescriber. Do not stop or change a medicine because of a dental visit.
At the visit we walk you through our findings, your options and any costs before arranging further treatment. Dr Jignesh Vania is Principal Dentist at Chapman Road Dental Clinic, 100 Chapman Rd, Geraldton WA 6530, and you can read more on Dr Vania's profile.
Questions to ask when you book
- "It is my first visit. What should I bring?"
- "My records are coming from another practice. How should they be sent to you?"
- "Do you want me to bring any copies myself, or should they come only from the old practice?"
- "What should I do if the records have not arrived by my appointment?"
A sentence you can say when you call: "Hello, I am a new patient and this is my first visit. I am moving from another dentist, so can you tell me what to bring and how to send my records?"
When to contact us
Call Chapman Road Dental Clinic on 08 9964 3577 or book online through our new patients page. Say it is your first visit. For urgent symptoms such as ongoing pain, call rather than waiting for your records.
FAQs
Do I own my dental records?
The OAIC guidance is about your right to request access to the health information a practice holds. It does not promise you the original file. Ask for copies or a transfer, and ask the old practice what it can provide.
How long will the old practice take to send my records?
The OAIC says a reasonable response period is required and generally considers 30 days reasonable. Your request may take less or more time than that. Ask the old practice for an estimate when you send the request.
Will I need new X-rays if I bring my old ones?
It depends on the clinical question. The Australian Dental Association says the type of image depends on that question, and old images do not guarantee that no new imaging is needed. Your dentist will explain why they recommend any image.
Will I be charged for copies of my records?
Costs can apply to access, so ask the old practice about its fee before you agree. We cannot say what another practice charges.
What if I have pain while I wait for my records?
Call us on 08 9964 3577 about urgent symptoms. Do not wait for paperwork to arrive. The team can also explain what to bring to your visit.
Sources and general information
This article is general information, not personal advice. Your records, rights and dental needs are individual, so ask the record holder and your dentist about your own situation. Sources checked 27 October 2026:
- Access your health information, Office of the Australian Information Commissioner
- Dental X-Rays, Australian Dental Association
- Dental check-up, healthdirect Australia, reviewed February 2025
- New patients, Chapman Road Dental Clinic
- Dr Jignesh Vania, Principal Dentist, Chapman Road Dental Clinic
