My Dentist Retired. What Happens to My Dental Records?

What happens to my records now that Dr. Neff has retired?

Nothing changes: your records stay right here at our office. In his letter to our patients, Dr. Neff wrote, “Your records stay right here, and we continue to accept the same insurance plans, including the UFCW member dental plan.”

After more than 34 years of caring for Murrieta families, Dr. William L. Neff Jr., DDS, has retired. Dr. H. Pourshirazi, DMD, is now caring for patients. Dr. Pourshirazi graduated from Tufts University School of Dental Medicine in 1994 and has cared for families in the area for more than 27 years.

Dr. Meerweis Stanisai, DDS, continues to see patients, and you’ll find the same caring team, in the same office, with the same phone number. Meet everyone on our doctors page.

Do I need to do anything to keep my records?

No. If you plan to keep seeing us, your records are already here, so nothing needs to be transferred. Your history stays with the team caring for you.

If it has been a while since your last checkup, Dr. Neff’s letter invites you to come in and say hello to Dr. Pourshirazi. When you visit, let our team know about any changes to your health, medicines or insurance since your last appointment. To book an appointment, call (951) 677-1054.

Many dental benefits renew at the end of the year, and our team is happy to help you use yours before then. More answers about the transition are on our frequently asked questions page.

If you ever need a copy of your records, for yourself or for another dentist, the steps are simple.

Do I have a right to my dental records?

Yes. HIPAA, the federal health privacy law, gives you the right, with few exceptions, to see and get a copy of your records from health care providers covered by the law, according to the U.S. Department of Health and Human Services (HHS).

HHS explains what that right includes:

• In most cases, you can get a copy the way you want it, such as by email.
• You can get X-rays and other images, not just written notes.
• You can ask that your information be sent directly to someone else, such as another dentist or a caregiver.
• A provider can’t deny you a copy because you haven’t paid your bill.
• If you think something in your record is wrong, you can ask for it to be corrected. If the provider disagrees, you can have your statement of disagreement added to your record.

How fast must a dental office provide copies in California?

California law sets shorter timelines than the federal rule. HHS says a provider normally has up to 30 days to provide a copy, though it can often do so much sooner.

According to the California Dental Association (CDA), California Health and Safety Code sections 123100 to 123149.5 give patients the right to:

• Inspect records during business hours within five days of presenting a written request.
• Receive copies of records within 15 days of presenting a request.
• Receive copies of X-rays within 15 days of presenting a request.

Who legally owns a patient’s dental records?

The dental practice owns the original records, and you have the right to a copy. The CDA states this plainly in its patient guide: the original records belong to the dental practice, and you may also ask for a copy to be sent to another person or dentist.

That’s why records usually stay with an office when a dentist retires and the practice continues. HHS notes that a provider may send copies to another provider when it’s needed for treatment, or with your permission.

Only you or your personal representative has the right to access your records, according to HHS. HHS explains that this includes someone who can make health care decisions for you under a health care power of attorney, and, for a minor child, usually a parent or legal guardian.

What usually happens to records when a practice changes hands or closes?

When a practice continues under new dentists, the records generally stay with the office. Federal privacy rules list the sale or transfer of assets among a practice’s normal business activities, so patient records can stay with the practice through a change like this.

If an office closes completely, start by contacting the dentist or office that treated you. The Dental Board of California says to request records from your dentist, ideally in writing, and that California Health and Safety Code section 123110 requires the dentist to provide a copy.

If you can’t reach the office, you can contact the Dental Board of California, which licenses and regulates dentists in the state, for guidance.

How long does a dentist keep your dental records?

Record-keeping rules depend on state law and office policy, so the most reliable answer comes from the office that has your records. For Golden Triangle patients, that’s easy: your records stay right here. If you’re looking for older records from your time with Dr. Neff, call us and our team will answer that.

It’s also smart to keep a few key facts yourself. MedlinePlus, from the National Library of Medicine, suggests keeping a personal health record with items like your medicines and supplements, allergies, chronic conditions, and major illnesses and surgeries with dates.

For your dental history, you might add the dates of major work, such as crowns, root canals or implants, and the name of the office that did it. If you ever move, a copy of recent X-rays can help your next dentist. Our new patients page explains what to bring to a first visit.

Questions & answers

Common questions