Orthodontic treatment is often a journey that spans months or even years—and sometimes, life circumstances mean you need to move partway through. Whether it’s due to relocation or change in personal circumstances, transferring your orthodontic care can seem daunting. At Toowong Orthodontics, we’re here to make the transition as smooth and stress-free as possible.
What is a Transfer Case?
A transfer case refers to a patient who begins orthodontic treatment with one provider and then continues treatment with another. This could be due to a number of reasons:
- Moving interstate or overseas
- Your Orthodontist is retiring or relocating elsewhere
- Changes to your personal work, school or family commitments
While this happens occasionally, transferring care requires thoughtful communication and planning to maintain continuity and deliver the best possible outcomes. At Toowong Orthodontics we are well equipped to help ensure it is an efficient and smooth transition.
How We Handle Transfer Cases at Toowong Orthodontics
At Toowong Orthodontics, we understand that transferring orthodontists can be an emotional and logistical challenge. Our team follows a structured approach based on both clinical best practices and guidelines that are recommended from the Australian Society of Orthodontists (ASO).
- Communication with previous provider
For us to understand your treatment and facilitate in a seamless transfer of care, we require your previous orthodontic records and a transfer letter from your previous orthodontist. These records include but are not limited to, initial photos, any x-rays and treatment notes. The transfer letter also allows your previous orthodontist to inform us of the type of appliances, duration of treatment so far and any important information specific to your case. This will provide our Specialist Orthodontists with all the information needed to perform an in depth initial consultation and assessment.
- Initial consultation & assessment
During your first visit, you will spend 1 hour with one of our Specialist Orthodontists who will perform a thorough clinical assessment, review your records, and discuss your goals. We understand that techniques and appliances vary, so it’s important to tailor a plan based on where your treatment stands and what’s still required.
- Treatment planning
The Australian Society of Orthodontists (ASO) provides a recommended framework for fairly allocating fees when a patient transfers during active treatment. As each transfer case is unique, fees are not fixed. Instead, one of our Specialist Orthodontists will assess the estimated time and complexity required to complete the treatment and calculate their fee accordingly. If any refund is due from your previous provider, it should be paid directly to you. Any laboratory costs associated with appliances already delivered, such as aligners or customized brackets, remain the responsibility of the original orthodontist.
- Continuity of care
Our priority is seamless, high-quality care. That includes clearly explaining next steps and expectations so you feel confident and supported. Our Specialist Orthodontists can give you an estimate of treatment time and discuss costs with you.
Tips for a Smooth Transfer
To make your transition as smooth as possible:
- Request your records and a transfer letter from your previous orthodontist. This should include diagnosis, treatment objectives, appliance details (such as bracket type and size), and compliance notes (oral hygiene, elastics use, etc.).
- Check your financial status with your original clinic: Have you paid upfront? Are you owed a refund?
- Keep your new provider informed. If you’re transferring to us, we’d love to know once you’ve contacted your previous provider so we can open a line of communication if needed.
- Be open and honest about any issues or challenges you’ve experienced so far.
Why choose Toowong Orthodontics?
At Toowong Orthodontics, our primary goal is to ensure continuity of high-quality care no matter where your treatment began. We understand that transferring providers can be stressful, and we believe it’s in everyone’s best interest for the process to be as smooth and as transparent as possible. That’s why, where possible, we strive to minimise any additional costs beyond your original treatment quote, while still delivering exceptional results and personalised care. Please note fees vary from provider to provider, and state to state, so additional costs may apply. If you have any questions or unsure of the process, please don’t hesitate to call us. Our experienced team are happy to help in any way.
As a specialist orthodontist in Brisbane we are experienced in assisting patients in transferring their treatment. Book a consultation with us now!
We transform smiles for patients in Toowong, Ashgrove, Auchenflower, Bardon, Chapel Hill, Indooroopilly, Kenmore, Paddington, Sherwood, St Lucia, Taringa.
