Dental Records Release Form

What is a Dental Records Release Form?

A Dental Records Release Form is a critical document that facilitates the secure and lawful exchange of patient records, specifically dental health information, between medical practitioners or facilities.

This form is necessary when a patient decides to switch dentists, requires a specialist's opinion, or needs to consolidate their dental history. Using a well-crafted records release form ensures compliance with health information privacy regulations. It provides explicit, documented informed consent from the patient for the transfer of their sensitive dental records. It is an explicit authorization to secure the patient's protected health information and the dental practice's liability.

Moreover,  a Dental Records Release Form is also used in emergencies when patients cannot communicate their dental history and treatment information. This form allows authorized individuals or healthcare providers to access the necessary information quickly and efficiently, ensuring the best quality of care for the patient.

What details are in a Dental Records Release Form?

A standard Dental Records Release Form includes the following:

• Patient's name, date of birth, and contact information
• The name and address of the current dental practice or healthcare facility holding the records
• The name and address of the new dental practice or healthcare facility that will receive the records
• Date of transfer/release of records
• A clear statement authorizing the release of dental records to the specified recipient
• Details about the specific information to be released, such as dental history, treatment reports, X-rays, and lab results
• A statement acknowledging that the patient understands and consents to the release of their records
• Signature of the patient or their legal guardian
• Signature of a witness or a healthcare provider who can attest to the patient's consent

Carepatron's template contains the abovementioned components.

How to use this Dental Records Release Form

Carepatron has created a simple Dental Records Release Form template to streamline your documentation process. It's one of the many consent forms we have and follows the Health Insurance Portability and Accountability Act (HIPAA) mandates. Follow these steps to get started:

Step 1: Download the form

Get a copy of the printable Dental Records Release Form using the link on this page. You may also download it from the Carepatron app or our resources library.

Step 2: Print or use the digital version

You can print the form and fill it out by hand or use the digital version to enter the information directly.

Step 3: Fill out the form

Provide all required information on the form, including patient details, current and new dental practice information, and specific records to be released.

Step 4: Sign and date the form

The patient or their legal guardian must sign and date the form to authorize the release of their records. A witness or healthcare provider must also sign to verify the patient's consent.

Step 5: Send the form

Submit the completed form to your current dental practice or healthcare facility, ideally during regular business hours. They will process the request and transfer the requested records to the specified recipient.

When are these release forms used?

You can use Dental Records Release Forms in various situations, such as:

When a patient is transferring from one dental practice to another

Patients may need to transfer their dental records when they move to a new location or change dental providers. The release form allows for the smooth transfer of these records without delay.

When a patient is seeking a second opinion

If a patient wants a second opinion about their oral health, they may need to authorize the release of their records from their current dental practice to the new one.

When a patient is undergoing specialized treatment

In cases where a patient receives specialized dental treatment or seeks care from a specialist, their records may need to be transferred between different healthcare providers for continuity of care.

When requested by insurance companies or legal authorities

Insurance companies or legal authorities may require access to a patient's dental records for billing purposes or in case of a legal dispute. In such cases, the patient must complete a Dental Records Release Form.

When a patient is changing jobs or insurance providers

If an individual changes their job or insurance provider, they may need to transfer their dental records to their new employer or insurer. The release form makes this process more efficient and convenient.

Benefits of using Dental Records Release Forms

Using our Dental Records Release Form template offers several benefits, including:

• Fully digital: Our release form is digital, allowing for easy completion and submission.
• Standardized information: The template includes all the necessary fields and prompts to ensure complete and accurate information.
• Time-saving: Instead of manually filling out paper forms, our online release form saves time for both patients and dental practices.
• Easy access: Once submitted, the form can be accessed by authorized personnel easily and securely.
• Compliance: Our release form template complies with all relevant privacy and security regulations, ensuring the protection of patient information.