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Dental Records Release Form for Canada

Dental Records Release Form Template for Canada

A comprehensive form designed for use in Canadian jurisdictions that facilitates the authorized release and transfer of dental records between parties. The document complies with federal privacy laws including PIPEDA and provincial health information protection acts, ensuring proper handling of sensitive patient information. It includes detailed sections for patient identification, specification of records requested, authorization provisions, and delivery instructions, while incorporating necessary privacy protections and consent mechanisms required under Canadian healthcare regulations.

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What is a Dental Records Release Form?

The Dental Records Release Form is a critical document used in Canadian dental practices to facilitate the legal and compliant transfer of patient dental records. This form becomes necessary when patients change dental providers, seek second opinions, require records for insurance claims, or need documentation for legal proceedings. It ensures compliance with federal legislation such as PIPEDA and provincial health information protection acts, while providing a standardized process for requesting and releasing dental records. The form includes comprehensive patient identification, specific record details, authorization provisions, and clear instructions for record transfer, protecting both the patient's privacy rights and the dental practice's legal obligations.

What sections should be included in a Dental Records Release Form?

1. Patient Information: Essential identifying information including full name, date of birth, address, phone number, and email

2. Requesting Party Details: Information about who is requesting the records (patient themselves, legal guardian, or other authorized party)

3. Current Dental Provider Information: Details of the dental office/provider currently holding the records

4. Records Recipient Information: Details of where/to whom the records should be sent

5. Records Description: Specific description of which records are being requested (e.g., x-rays, treatment history, etc.)

6. Time Period: Specification of the time period for which records are being requested

7. Authorization Statement: Legal statement authorizing the release of records

8. Signature Block: Space for patient/authorized person's signature, date, and witness signature if required

What sections are optional to include in a Dental Records Release Form?

1. Urgent Request Indicator: Optional section to indicate if this is an urgent request requiring expedited processing

2. Payment Authorization: Section for payment details if fees apply for record copying/transfer

3. Special Instructions: Additional instructions for handling or delivering the records

4. Revocation Rights: Statement explaining the right to revoke the authorization and process for doing so

5. Third Party Authorization: Additional section when records are being released to someone other than the patient or another healthcare provider

What schedules should be included in a Dental Records Release Form?

1. Schedule A - Types of Records: Detailed checklist of specific dental record types that can be requested (e.g., radiographs, clinical notes, models, photographs)

2. Schedule B - Fee Schedule: If applicable, breakdown of any fees associated with copying or transferring different types of records

3. Appendix 1 - Identity Verification Requirements: List of acceptable identification documents required for verification

4. Appendix 2 - Privacy Notice: Detailed privacy notice explaining how the information will be handled and protected

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Canada

Publisher

Ƶ

Cost

Free to use
Relevant legal definitions




























Clauses


















Relevant Industries

Healthcare

Dental Services

Insurance

Legal Services

Healthcare Technology

Medical Records Management

Compliance and Regulatory

Privacy and Data Protection

Relevant Teams

Legal

Compliance

Records Management

Patient Services

Administrative Services

Quality Assurance

Privacy and Data Protection

Operations

Patient Care

Risk Management

Relevant Roles

Dentist

Dental Office Manager

Privacy Officer

Compliance Manager

Healthcare Administrator

Records Management Coordinator

Legal Counsel

Insurance Claims Coordinator

Practice Administrator

Patient Care Coordinator

Quality Assurance Manager

Data Protection Officer

Industries








Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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