Policy Statement 5.17 - Dental Records

1. Position Summary

Dentists must maintain clear, accurate and contemporaneous dental records and adhere to privacy laws for dental record management.

2. Position

2.1 Dentists must maintain clear, accurate and contemporaneous dental records.

2.2 Dentists should be aware of all legislation and regulation that applies to dental records and must abide by these regulations.

2.3 Only the Board should determine what constitutes appropriate record keeping.

2.4 Third Parties must support the ability for Dentists to access records and maintain regulatory compliance for the management of dental records.

3. Background

3.1 Dental records are essential for continuity of care and for forensic investigations.

3.2 The Australian Health Practitioner Regulation Agency (AHPRA) in partnership with the National Boards has created a Code of Conduct for health practitioners which includes a section on health records.

3.3 The Board has developed a fact sheet and self-reflective tool to help practitioners comply with their obligations with respect to health records under the AHPRA’s Shared Code of Conduct.

3.4 There are Commonwealth, State, and Territory laws that cover health records and patient privacy.

3.5 Third Parties may influence the environment in which records are created, maintained, and stored.

4. Definition

4.1 AUSTRALIAN HEALTH PRACTITIONER REGULATION AGENCY (AHPRA) is the agency that supports the National Boards to implement the National Registration and accreditation Scheme.

4.2 BOARD is the Dental Board of Australia.

4.3 DENTAL PRACTITIONER is a person registered by the Australian Health Practitioner Regulation Agency via the Board to provide dental care.

4.4 A DENTIST is an appropriately qualified dental practitioner, registered by the Board to practise all areas of dentistry.

4.5 A THIRD PARTY is an outside body that can influence the relationship between the dentist and the patient. These include but are not limited to:
• funding agencies (e.g. government departments, agencies and statutory authorities, private health insurance and private health organisations) which have responsibility for the entire fee for service, or part thereof;
• owners of dental clinics who are not dentists, including health insurance funds, corporations and the public sector (government departments);
• regulatory authorities;
• the dental industry;
• professional indemnity providers; and
• appointment and rating websites.

5. Last review

August 2026

6. Next review due

August 2031