Question 1

Why is there a processing fee?

Accepted Answer

Your dental records belong to you at no charge. However, compiling, verifying, and securely delivering them requires staff time and resources. This $75.00 fee covers:  - Our team's time to locate and compile all records - Quality verification to ensure completeness - HIPAA-compliant secure delivery system - Technical support if you need help accessing files  This fee is permitted under California law and follows American Dental Association guidelines for reasonable administrative costs.

Question 2

What exactly will I receive?

Accepted Answer

You'll receive digital copies of:  - All x-ray images taken at our practice   - Panoramic x-rays   - Bitewing x-rays   - Periapical (PA) images   - Any other diagnostic images in your file - Complete treatment notes and history - Treatment plans and recommendations - Any scans, photos, or documents in your file  Files are delivered in standard formats: - X-rays: DICOM format (compatible with any dental office) - Notes: PDF format

Question 3

How long does processing take?

Accepted Answer

Processing typically takes 3-5 business days from the time we receive your payment. Here's what to expect:  1. Submit your request and pay the processing fee 2. Receive confirmation email immediately 3. Our team compiles your records (3-5 business days) 4. Receive email with secure download link 5. Access your files anytime within 30 days  Need them urgently? Call us and we'll do our best to expedite your request.

Question 4

Can I pick up my records in person instead?

Accepted Answer

Yes! If you prefer in-person pickup, we can prepare your records on a USB drive. The same $75.00 processing fee applies. Simply note "USB pickup preferred" in the "Additional notes" field when submitting your request, and we'll contact you when your records are ready.

Question 5

I already paid for my x-rays during treatment. Why pay again?

Accepted Answer

You paid for the x-rays as part of your dental treatment – that was the diagnostic service. You're not paying for the x-rays again.  This $75.00 fee covers the administrative work required to: - Locate all records across our systems - Compile them into organized files - Verify completeness and quality - Convert to standard formats - Securely package and deliver them  Think of it like requesting copies of medical records from your doctor's office – the records are yours, but there's a fee for the copying and delivery service.

Question 6

What about HIPAA? Don't I have a right to my records?

Accepted Answer

Absolutely! HIPAA guarantees your right to access your dental records. The law also explicitly permits healthcare providers to charge a reasonable fee for copying and delivering those records.  Our $75.00 fee covers only the administrative costs of preparing and delivering your records securely. This is permitted under HIPAA regulations (45 CFR 164.524).  Your right to your records is never in question – we're simply charging for the service of preparing and delivering copies, which is standard practice across healthcare.

Question 7

How will I receive my records?

Accepted Answer

Your records will be delivered via a secure download link sent to your email address. Here's how it works:  1. You'll receive an email with a secure link 2. Click the link to access a password-protected download page 3. Download your files (available for 30 days) 4. You can download multiple times during the 30-day period  The download link uses bank-level encryption to protect your private health information. If you have any trouble accessing your files, our team is here to help.

Question 8

What if I have questions about the files?

Accepted Answer

We're here to help! If you have any questions about:  - Accessing your download link - Opening or viewing the files - Understanding what's included - Needing files in a different format  Simply reply to any email you receive from us, or call our office. We'll walk you through accessing your files or send them in a different format if needed.

Question 9

Can I request records for my child or family member?

Accepted Answer

Yes, but additional authorization is required. For patients under 18, the parent or legal guardian should submit the request and will need to provide proof of guardianship.  For adult family members, you'll need: - Written authorization signed by the patient - Copy of the patient's ID - Your ID as the authorized requester  Please note this in the "Additional notes" field, and we'll send you the required authorization forms.

Question 10

Do I have to pay if I'm just transferring to another dentist?

Accepted Answer

No! Professional transfers between dental offices are provided at no charge as a courtesy. We only charge the $75.00 processing fee if you want a personal copy for yourself.  If you want both (personal copy AND transfer to new dentist), the fee is still just $75.00 total.

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