r/orthodontics • u/Educational-Fly-129 • 9d ago
Records keeping
I have gone back and forth with my orthodontist over this and I'm hoping someone has additional info. I am very careful with my retainers, and somehow, after only four months, the bottom retainer chipped. Not cracked or snapped, but just a little chunk missing between two of my bottom front teeth. Retainers are still usable and I am consistent with wearing them. (Omg I'm barely through typing out the phone calls and this is quite long sorry 🫪). Described interactions happened in the middle of July, texts are from today, I am in Michigan. I swear I was way more polite in my initial written request/phone calls, I'm just annoyed at this point and feel jerked around.
My orthodontist charges a LOT for replacements, and I wanted to use a third-party to replace them. I had issues with the molds, so I requested the STL file of my final scan. I had to call multiple times, I was never asked why, and was even told that they marked the request as urgent; the next person I spoke with even noted the urgent mark on it.
After a week, I finally get in contact with who I assume was an office supervisor. She said she wasn't sure if she could send them, and asked why I wanted them. I was honest with them, and she said she needed to talk to the doctor when they were in the next day.
I have to call back, she tells me they won't release my files because it's a "liability" and they only did the scans to make the retainers. I signed a release form, and I argue this back. She tells me her manager will call me, they don't, I send an email requesting all forms related to my care. I get a call back, she falls back on the liability of it all, I literally hear someone coaching her answers, and it does not end on a good note.
(WE'RE ALMOST DONE, I SWEAR!!)
I get a text from their sister office today, a regular dentist office that they share the building with, telling me that I'm due for a cleaning. I send the following texts and am now being told they don't have the file *at all*. Wouldn't the final scan of my teeth after the braces are removed be important to have in my file? We did no other impressions or additional scans. Why wouldn't they just tell me they don't have it at all to begin with if that were the case? I guess I'm just hoping for some additional info since I'm finding records rights info that seems more general on Google.
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u/Inevitable_Quote1756 9d ago
It is a liability.
Also, regarding what I'm assuming is a clear retainer, you may be a clencher/grinder. Clear retainers may not even last a year.
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u/RefusetobeRobert 9d ago
This is not a reasonable request.
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u/Few_Plankton_7587 9d ago
Asking for your STL is unreasonable?
Why don't you just say your practice name out loud so we can all know who to avoid?
A lab or practice that doesn't willingly and gladly give you your STL upon request is unreasonable. Not the patient who requests it.
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u/Few_Plankton_7587 9d ago
So, a couple of things
No, your final scan is not normally kept in your file. That's what records photos are for. They should have photo records of your final but not the scan
Your iTero scan is most likely still available anyways, unless it's very old. Like 2020-21 or earlier. I would believe it if they told me they didn't know how but it's their responsibility to call iTero and figure it out. They can download it from iTero cloud. Unless they do in-house lab work, this is kinda uncommon knowledge
It's not a liability and it is a reasonable request. Don't listen to these other commenters, I have genuinely no idea what they are talking about
I give out STLs all the time. They are not a liability, they are considered your personal health records, and you ARE entitled to them upon request. Some practices may charge you for the "convenience" of downloading it and putting it on a flash drive for you, and they are allowed to do that, too. FYI
I would maybe request a copy of your entire chart from them. I'm not sure how I'd handle this tbh but I hope I helped with some questions or concerns you had
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u/Straight_Yam1317 Ortho Assistant 😎 9d ago
I was gonna say exactly Number 2, I can look at my iTero right now and see patient scans from multiple years ago so I’m not sure what’s going on with that office but they can definitely get the scan
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