--- title: "Orthodontic Records UK: X-rays, Scans and Photos Explained" url: https://virtualconsultant.online/guides/orthodontic-records-uk description: "What orthodontic records are, why each type is needed, what happens at a records appointment, how X-rays are used in treatment planning." updated: 2026-09-19T00:00:00Z publisher: Virtual Consultant Online --- # Orthodontic Records UK: What Treatment Records Include and Your Rights Before starting orthodontic treatment, your orthodontist will take a full set of clinical records. These include X-rays, photographs, and often a digital or physical impression of your teeth. Here is what each record type tells the orthodontist — and what you can ask for. [Get a Photo-Based Quote](https://virtualconsultant.online/evaluations/quote) [First Appointment Guide](https://virtualconsultant.online/guides/first-orthodontist-appointment) ## What are orthodontic records? Orthodontic records are the diagnostic documentation an orthodontist collects before starting treatment planning. They provide a complete baseline picture of your teeth, jaws, facial profile, and bone structure at a single point in time — information that cannot be obtained from an examination alone. Records serve several purposes: they allow the orthodontist to plan treatment precisely, calculate tooth movements, assess risks (such as roots near nerves or thin bone), monitor progress during treatment, and provide a legal and clinical baseline. ## Types of orthodontic records | Record type | What it shows | When it is used | | --- | --- | --- | | **OPG (panoramic X-ray)** | All teeth, roots, jaws, and surrounding bone in one image | Almost all orthodontic assessments; identifies unerupted, missing, or impacted teeth | | **Lateral cephalogram (lat ceph)** | Side profile of the skull, jaw angles, facial proportions, tooth angulation | Analysing skeletal relationship between jaws; planning jaw surgery or growth modification | | **CBCT (cone beam CT)** | 3D view of teeth, roots, bone, and airway | Impacted canines, unusual root anatomy, surgical cases, implant planning — not routine | | **Intra-oral photographs** | Close-up images of teeth from multiple angles (front, side, top) | Documenting baseline position; monitoring treatment; supporting referrals | | **Extra-oral photographs** | Face from front and profile; smile view | Assessing facial balance, lip competence, and smile aesthetics | | **Study models (impressions or 3D scans)** | Physical or digital replica of your teeth in occlusion | Treatment planning, aligner fabrication, bracket positioning, before-and-after comparison | ## Are X-rays safe? Orthodontic X-rays use very low doses of radiation. An OPG exposes the patient to approximately 0.01–0.025 mSv — comparable to a day or two of natural background radiation. A lateral cephalogram is similar. Modern digital X-ray systems use even lower doses than older film-based machines. The GDC and NHS require that X-rays are only taken when clinically justified — your orthodontist will not take X-rays unless they are necessary for diagnosis or treatment planning. If you are pregnant, inform your orthodontist before any X-rays are taken. ## Can you start orthodontics without X-rays? No — starting orthodontic treatment without appropriate X-rays is a significant clinical risk and falls below the expected standard of care. X-rays reveal root lengths, unerupted teeth, bone levels, and other factors that are essential to safe treatment planning. Any provider who offers to start treatment without radiographs should be treated with caution. ## Can you get copies of your records? Yes. Under UK GDPR, you have the right to request copies of your dental records, including X-rays and photographs. This is useful if you are changing orthodontist mid-treatment, seeking a second opinion, or moving abroad. A Subject Access Request is normally free and must be answered within one month; a fee is only allowed if a request is manifestly unfounded or excessive. Write to the practice manager, say you are making a Subject Access Request under UK GDPR, give the approximate treatment dates and list what you want, such as clinical notes, radiographs, photographs and scan files. You do not need to give a reason, though the practice may ask for proof of identity. If it refuses or misses the deadline, you can complain to the Information Commissioner's Office (ICO). ## Why records matter beyond diagnosis Records also include periodontal charting and contemporaneous clinical notes covering your concerns, the diagnosis, the treatment plan, consent discussions and progress at each visit. Sequential records let the orthodontist compare tooth movement against the plan and spot problems such as root resorption early. They are also the medico-legal record: GDC standards require accurate contemporaneous notes, and in a complaint they show that you were assessed properly and gave informed consent. ## Records when moving practice mid-treatment If you move orthodontist partway through treatment, your records are the handover document. The new practice needs clinical photographs, the current OPG and any other radiographs, the original treatment plan, progress notes and ideally a recent scan. The original practice cannot withhold records because fees are outstanding. The new orthodontist may still retake photographs and a scan, but will usually accept a good-quality OPG taken in the last twelve to eighteen months rather than repeat the radiation dose. ## How long are orthodontic records kept? There is no single statutory retention period for dental records in the UK. Guidance from the British Dental Association and dental defence organisations recommends keeping them for at least eleven years after the last entry for adults, and until the patient's 25th birthday (or eleven years, if longer) for those treated as children, which reflects the time limit for negligence claims. Many practices now keep digital records indefinitely, which matters because relapse or root changes can appear years after braces come off. ## Photos versus a full set of records Guided photos are useful for an initial remote assessment and a rough idea of likely options and cost, but they cannot show roots, bone levels, unerupted teeth or gum health. A photo-based quote is an early indication; the confirmed plan and price come after X-rays, a scan and a clinical examination, and they can change once those records are reviewed, for example if extractions are needed or aligners are ruled out. ## Questions to ask about records Before booking, ask which records are included in the consultation fee, whether each X-ray is clinically necessary, whether you will receive copies, how long records are kept, whether scans can be shared digitally with another clinician, and whether the quote may change once the records have been reviewed. ## More on orthodontic records [Accessing your records](https://virtualconsultant.online/guides/accessing-orthodontic-records-uk) [X-ray radiation](https://virtualconsultant.online/guides/orthodontic-xray-radiation-uk) [CBCT vs OPG X-ray](https://virtualconsultant.online/guides/cbct-vs-opg-xray-uk) [Digital scan vs impressions](https://virtualconsultant.online/guides/digital-scan-vs-impressions-orthodontics-uk) [Study models vs digital scans](https://virtualconsultant.online/guides/study-models-vs-digital-scans-uk) [Orthodontic photography](https://virtualconsultant.online/guides/orthodontic-photography-uk) [Compare orthodontic quotes](https://virtualconsultant.online/compare-orthodontic-quotes) Photo-Based Quote Get an indicative quote from a GDC specialist based on photos — before committing to a clinic appointment or records fee. [Start My Quote](https://virtualconsultant.online/evaluations/quote) Related Guides [First appointment guide](https://virtualconsultant.online/guides/first-orthodontist-appointment) [Orthodontic treatment plan](https://virtualconsultant.online/guides/orthodontic-treatment-plan) [Getting a second opinion](https://virtualconsultant.online/guides/orthodontic-second-opinion-uk) [GDC registered orthodontist](https://virtualconsultant.online/guides/gdc-registered-orthodontist-uk) [How braces work](https://virtualconsultant.online/guides/how-braces-work-uk) Explore your options Quick links Not sure where to start? Use these quick links to explore orthodontic treatments, typical costs, and helpful guides that explain what different options involve. Whether you're researching braces or clear aligners, comparing pricing, or just getting a feel for what comes next, you can browse at your own pace and come back when you're ready to request a quote. Explore [Get Quote](https://virtualconsultant.online/evaluations/quote) [Costs](https://virtualconsultant.online/costs) [Browse Treatments](https://virtualconsultant.online/treatments) [Teeth Straightening](https://virtualconsultant.online/treatments/teeth-straightening) [Browse Problems](https://virtualconsultant.online/problems) [Locations](https://virtualconsultant.online/locations) [Near Me](https://virtualconsultant.online/locations/orthodontic-treatment-near-me) [NHS Eligibility Checker](https://virtualconsultant.online/about/do-i-qualify-for-nhs-treatment) [IOTN Score Checker](https://virtualconsultant.online/about/iotn-score-checker) [How To Take Orthodontic Photos](https://virtualconsultant.online/about/process/how-to-take-orthodontic-photos) [Online Orthodontist](https://virtualconsultant.online/guides/online-orthodontist-uk) [Research Papers](https://virtualconsultant.online/research) [Social Channels](https://virtualconsultant.online/social) ### Frequently Asked Questions What X-rays does an orthodontist take? Most orthodontists take an OPG (orthopantomogram — a panoramic X-ray showing all teeth and jaws) and a lateral cephalogram (a side profile X-ray of the skull used to analyse jaw relationships). For complex cases involving impacted teeth or jaw surgery, a CBCT (cone beam CT scan) providing 3D imaging may also be taken. Not all X-rays are taken for every patient — the choice is based on clinical need. Does an orthodontic records appointment hurt? No. A records appointment involves photographs, X-rays, and either physical impressions or a digital scan. Physical impressions involve biting down on trays containing a soft putty material for a minute or two — this is uncomfortable for some patients but not painful. Digital scans with an intra-oral scanner are faster and more comfortable. How much do orthodontic records cost? Records are often included in the initial consultation or assessment fee, which typically ranges from £50–£200 at a private practice. Some practices charge separately for records. NHS orthodontic records are included within the Band 3 treatment charge. Ask what is included in the assessment fee before booking. Can I transfer my orthodontic records to a new practice? Yes. You have the right under UK GDPR to a copy of your records, including X-rays. Contact the original practice in writing and request a copy of your records; a formal Subject Access Request is normally free and must be answered within one month. Digital X-rays can usually be exported quickly; physical X-ray films may take longer. What is a lateral ceph X-ray used for? A lateral cephalogram (lateral ceph) is a standardised side-profile X-ray of the skull. The orthodontist uses it to perform a cephalometric analysis — measuring angles and distances between bony landmarks to determine the relationship between the upper and lower jaws, the position of the teeth within the jaws, and facial proportions. It is especially important in cases involving jaw discrepancies, jaw surgery planning, or growth modification. Are records repeated during treatment? Some are, and for good reasons rather than routine. Photographs are often retaken part-way through to document progress and at the end to record the result. A radiograph may be repeated where something needs checking, such as the position of an unerupted tooth, the progress of a canine being brought into line, or the root condition in a patient at higher risk of resorption. Radiographs are not taken to a schedule; each one needs a clinical justification. A final set of records at debond is standard and forms the reference point for any later question about the outcome. Can my orthodontist refuse to give me my records? No. Under UK GDPR you have a right of access to your personal data, including clinical notes, X-rays, photographs and scans. A practice cannot refuse a Subject Access Request without a lawful reason, and withholding records because of an unpaid bill or a dispute about treatment is not lawful. The practice must respond within one month and normally cannot charge for it. If it refuses or ignores your request, you can complain to the Information Commissioner's Office (ICO), which can require the practice to comply. Can I have my intraoral scan files? Yes. Digital intraoral scan files, usually exported in STL format, are part of your clinical records and can be requested under UK GDPR in the same way as notes and X-rays. Some practices supply them readily, while others are less used to sharing digital files, but a practice using a proprietary scanning system should still be able to export a standard file format on request. X-rays are usually supplied as JPEG or DICOM files. Scan files are especially useful if you move practice or need replacement retainers made elsewhere. What happens to my orthodontic records if the practice closes? When a dental practice closes it must make sure patient records are transferred to another provider, stored securely or destroyed in line with data protection law, and GDC registrants are expected to plan for continuity of records. The practice should tell patients how to access their records after closure. If you are struggling to trace records from a practice that has closed, contact NHS England or the relevant health authority in Scotland, Wales or Northern Ireland, which may be able to tell you where the records are held. Are photos alone enough for an accurate orthodontic quote? Photos support a useful early indication of likely treatment options and approximate cost, but a confirmed plan and price normally need a clinical examination with X-rays and a scan. Records can change the quote, sometimes significantly: they may reveal impacted or missing teeth, short roots, thin bone or gum problems that add extractions, rule out aligners in favour of fixed braces, or lengthen treatment. Treat any photo-based quote as provisional, useful for budgeting and comparison, until a registered clinician has reviewed full records. What records should I bring for a second opinion? Bring the written treatment plan, the itemised quote, any X-rays taken, clinical photographs, and digital scan files if the practice can release them. Add details of the retainers proposed, and any notes on planned extractions, refinements or jaw surgery. The more a second clinician can see, the less likely you are to need a repeat set of records, which saves time, money and radiation dose. If the original practice has not given you copies, request them under UK GDPR; you are entitled to copies of your own dental records. ## Ready to get your quote? Upload your photos and get clinician-reviewed options for braces or clear aligners. [Start My Free Quote](https://virtualconsultant.online/evaluations/quote) [Find an Orthodontist](https://virtualconsultant.online/locations) Prefer to learn first? Explore [treatments](https://virtualconsultant.online/treatments), [problems](https://virtualconsultant.online/problems), and [costs](https://virtualconsultant.online/costs). Citation details Title Orthodontic Records UK: X-rays, Scans and Photos Explained Publisher Virtual Consultant Online Published 2026-05-26 Updated 2026-09-19 URL [https://staging.virtualconsultant.online/guides/orthodontic-records-uk](https://staging.virtualconsultant.online/guides/orthodontic-records-uk)