How to ask for copies of your dental records and images
Ask in writing. Under the federal HIPAA Privacy Rule you have a right to inspect and obtain copies of your dental record, including x-rays and scans, generally within 30 days (one 30-day extension is allowed), in the form you request if the office can readily produce it, for no more than a reasonable, cost-based fee. The office owns the original record; you have the right of access to it. Federal guidance says an unpaid balance is not a permitted reason to withhold copies.
What changes the answer
Whether you want copies for yourself or sent to another dentist (a signed release names the recipient); the format (digital images are usually easiest); state rules that may add rights or shorter deadlines; and whether the office has closed or changed hands, in which case the state dental board can advise where records went.
What the record includes
Clinical notes, treatment plans, x-rays and scans (MedlinePlus), photographs, periodontal charting, consent forms, prescriptions and referral letters.
How to ask
- Write a short request: your name, date of birth, what you want (all records, or specific images and dates), the format, and where to send it
- Sign and date it; include the recipient's details if sending to another office
- Keep a copy; note the date
- Follow up if nothing arrives within 30 days
Fees
A reasonable, cost-based fee for copying is permitted; a flat charge unrelated to cost is not, under federal rules. Ask for the fee in advance.
If the office refuses or delays
Ask for the reason in writing; cite your right of access; contact your state dental board or the federal Office for Civil Rights if needed. This page is not legal advice.
Why it matters
New imaging can be limited to what is needed when old images are available (ADA), and a new dentist can compare changes over time.
The studio accepts record requests through its contact page (studio).
Next step: Request a consultation or call (805) 565-5111. A request is not a confirmed appointment; the office confirms times during its listed hours (Monday to Thursday, 8 am to 5 pm, plus select Fridays).
Records request template
To: [Office name] Date: ________
I, [name, date of birth], request copies of my dental records: [all records / specific items and dates]. Please provide them in [digital / paper] form and send them to [me / the following office: ________]. Please tell me any cost-based copying fee in advance.
Signature: ________
Follow-up date (30 days): ________
Guides are general education; an examination is needed for individual advice.
Sources
- Dental x-rays (MedlinePlus Medical Encyclopedia, reviewed Feb 5, 2026) — MedlinePlus, U.S. National Library of Medicine
- Oral Health Topics: X-Rays/Radiographs (updated Mar 26, 2026) — American Dental Association
- Clinician statement — Loul Dental Studio
- Loul Dental Studio: Contact — Loul Dental Studio
Sources were current when this guide was last updated.
Educational content, not a diagnosis. Please contact the studio to discuss your own situation.