No Old Dental Records? A First-Checkup Checklist After Years Away
TL;DR
You can arrange a dental assessment after years away while you look for old records and X-rays. Tell the office what you have and what you cannot find.
- Give an approximate date of your last visit, and mention pain, swelling, a broken tooth or other concerns when you call. Be ready to discuss your health history and medications at the visit.
- Ask your former office for copies of relevant records and X-rays. In Ontario, sending copies to a new office may require your written authorization, and a reasonable fee may apply; ask for an estimate.
- If the former office has closed, ask where its records are held. If you still cannot locate them, let your new office know rather than delaying solely for that reason.
- Missing old images do not automatically mean new X-rays. The dentist considers your clinical needs and any useful earlier images; ask what recommended X-rays would help assess.
If it has been years since your last dental checkup, searching for old records can feel like one more reason to put off booking. Previous records and X-rays can help your dentist understand your history, but you can arrange an assessment while you look for them. Tell the office what you have—and what you cannot find.
Before the visit: a short checklist
- Say when you last saw a dentist. An approximate date is fine if you do not remember exactly.
- Mention any current concern when you call. Tell the office about pain, swelling, a broken tooth or anything else you want assessed, so the team can discuss an appropriate appointment.
- Identify your former dental office, if you can. Ask about obtaining copies of relevant records and X-rays or having copies sent to your new office. In Ontario, you can request copies yourself. Sending them to another office may require your written authorization. A reasonable copying or transfer fee may apply; ask for an estimate first.
- Bring what you already have. An existing image, treatment summary or former dentist’s name may be useful even if you do not have a complete file. Be ready to discuss your health history and current medications at the visit.
What if the old office has closed?
Ask whether another office holds the records or whether the former practice left instructions for requesting copies. Ontario guidance says a dentist who closes a practice and keeps the records must make patients aware of how and where to obtain copies. If you still cannot locate your file, let your new dental office know rather than postponing the checkup solely for that reason.
Will you need new X-rays?
Missing old images do not automatically mean new X-rays are needed. When earlier images are available and useful, the dentist can consider them alongside your history and examination findings. If new X-rays are recommended, ask what they would help the dentist assess. Dental imaging decisions depend on individual clinical need, not a rule that everyone returning after a long gap needs the same images. The 2026 imaging recommendations are expert consensus developed with limited available evidence; they are not an Ontario regulation or a promise that imaging will—or will not—be needed.
A useful question for the visit: “If we cannot obtain my previous records, what can you assess today, and what information would help you plan my ongoing checkups?”
In Hamilton, you can call Excel Dental at 905-529-2164 to discuss a return visit and the records you have available. Its general dental care page explains the broader checkup and prevention services. An online appointment request still needs office confirmation.
This article is for general education only and does not replace personalized advice, diagnosis, or treatment from a licensed dentist.
