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How to Send Dental Records to a Clinic in Vietnam Before Your Trip
Dental Tourism Patient Guides

How to Send Dental Records to a Clinic in Vietnam Before Your Trip

Step-by-step guide to sending dental records, X-rays, and CBCT scans to a Vietnamese dental clinic before your appointment. Includes file formats, WhatsApp, and email instructions.

By Dr. Emily Nguyen, DDS, Founder & Principal Dentist · · 12 min read

Last updated: April 22, 2026

Sending Your Records in Advance Changes Everything

Most patients who travel to Vietnam for dental work arrive with some uncertainty about exactly what treatment they need and what it will cost. That uncertainty is unnecessary. With the right records sent before your trip, Picasso Dental Clinic can review your case, draft a treatment plan, and give you a cost estimate — before you book your flights.

This matters in practical terms. A patient who sends a panoramic X-ray and a brief dental history two weeks before their trip arrives for their first appointment with a treatment plan already prepared. The consultation is focused and efficient. There are no surprises. The clinic already knows whether bone grafting will be needed, whether the case is straightforward or complex, and how many appointments are required.

A patient who arrives without records spends the first visit on assessment and waits for results before any planning can begin. If a CBCT scan is needed and the results affect the treatment plan significantly, this can compress the timeline of a trip that was supposed to produce a completed treatment.

Sending records costs nothing and takes less than an hour once you know what to gather. This guide walks you through every step.

Why Pre-Consultation Matters

The value of a pre-arrival review goes beyond convenience. Here is what it actually achieves:

Accurate cost estimates before you commit. The cost of dental implants, bone grafting, and other procedures depends on your specific anatomy. A quote given without X-rays or CBCT data is an approximation. A quote given after reviewing your actual scans is a real number you can plan around. Read more on our dental costs page.

No surprise findings that derail the trip. If your records reveal unexpected complexity — significant bone loss, an infected root, a cyst — the clinical team can discuss this with you before you travel, not after you land. You can adjust your plans accordingly.

Shorter appointments. When the dentist has already reviewed your records, the in-clinic consultation is focused on confirming the plan and answering your questions, not on discovery.

Fewer trips. For patients who need both bone grafting and implants, knowing the full treatment plan in advance allows you to plan two coordinated trips rather than discovering the need for a return visit after the first one has started.

Peace of mind. Knowing what to expect removes anxiety. Dental tourism works best when patients are informed, and informed patients start with their records.

What Records to Gather

You do not need a complete dental history going back decades. The records that are most useful are recent and clinically relevant.

Panoramic X-Ray (OPG)

A panoramic X-ray — also called an OPG (orthopantomogram) — is the most important single document. It shows the full mouth, all teeth, the jaw bones, and major anatomical landmarks in a single wide image. If you have had a panoramic X-ray taken within the past 12–18 months, this is the starting point.

If you do not have a copy, your dentist can provide one. In most countries, X-rays taken of your own teeth belong to you, and your dentist is legally required to provide copies on request. A panoramic X-ray is typically saved as a JPEG or DICOM file and can be emailed or sent via WhatsApp.

CBCT Scan (if available)

A cone beam CT (CBCT) scan provides three-dimensional measurements of bone width, height, and density. It is the imaging standard for implant planning and bone grafting assessment. If you have had a CBCT taken at a previous clinic — particularly for implant planning, orthodontic assessment, or oral surgery — send it.

CBCT data is stored in DICOM format on a disc or as a downloadable file. See the file format section below for how to handle DICOM files.

If you do not have a CBCT, Picasso will take one at your first appointment. However, having one in advance allows the pre-consultation to include implant site measurements.

Clinical Notes and Treatment Records

A brief summary from your current dentist about your oral health status, any recent treatments, and any planned or recommended treatments is useful. This does not need to be a formal letter — a printout from your dental practice’s patient management system is fine.

If you have had recent treatments such as root canals, extractions, implant placements, or periodontal therapy, notes about these help the reviewing dentist understand your history.

Medication List

List any prescription medications you take regularly, including dosage. This is relevant for:

  • Blood thinners (aspirin, warfarin, clopidogrel) — which affect bleeding during and after surgery
  • Bisphosphonates (for osteoporosis) — which affect bone healing and graft outcomes
  • Immunosuppressants — which affect healing and infection risk
  • Diabetes medications — diabetes affects healing and implant success rates

You do not need to provide a formal prescription; a handwritten list is sufficient.

Previous Implant or Prosthetic Records

If you have existing implants, crowns, or bridges that are being replaced or added to, details about the brand and specifications are extremely helpful. An implant that needs a new crown requires a crown compatible with the implant system used. Without knowing the brand, the options are more limited.

How to Get Records from Your Home Dentist

Australia

Under the Privacy Act and Australian Health Records legislation, patients have the right to access their own health records, including X-rays and clinical notes. Your dental practice must provide copies within 30 days of a written request, though most respond within a few days. There may be a small administrative fee (typically $20–$50 AUD) for copies.

Contact your dental practice reception, explain you are seeking copies of your dental records and X-rays, and ask for them in digital format (JPEG or DICOM) via email.

United Kingdom

Under the UK GDPR and the Data Protection Act 2018, you have the right to a copy of your health records within one month of request at no charge (small fees may apply for paper copies). Your dentist — whether NHS or private — must comply. Request digital copies of all X-rays.

United States

HIPAA (Health Insurance Portability and Accountability Act) gives patients the right to access their dental records. Dental practices must respond within 30 days. They may charge a reasonable fee for copies. Request X-rays in JPEG format and CBCT data in DICOM format if available.

Canada

Each province has its own health records legislation, but all provide the right to access your own records. Ontario’s Personal Health Information Protection Act (PHIPA) and British Columbia’s Personal Information Protection Act (PIPA) are the main frameworks. Contact your dental office and request digital copies.

All Countries

Be clear and direct in your request: “I am planning dental treatment abroad and need digital copies of my dental X-rays and clinical notes.” Most dental receptionists deal with these requests regularly and will know exactly what to provide.

Digital File Formats: What You Need to Know

JPEG and PDF

Standard dental X-rays (bitewings, periapical films, and panoramic OPGs) are most commonly saved as JPEG image files. These can be attached to an email or sent via WhatsApp without any special software.

If your dentist gives you X-rays on a CD or as a PDF, these can also be shared directly.

DICOM (for CBCT)

CBCT scan data is stored in DICOM format — a standardised medical imaging format consisting of a folder containing hundreds of individual slice files. DICOM files cannot be opened with a normal image viewer, but Picasso’s clinical team has the software to view them.

CBCT discs are usually provided by the imaging centre on a CD or USB drive. To share DICOM files:

  1. Copy the DICOM folder from the disc to your computer
  2. Compress the folder into a ZIP file (right-click > Send to > Compressed folder on Windows; right-click > Compress on Mac)
  3. Upload to a free file sharing service such as Google Drive, WeTransfer, or Dropbox
  4. Share the download link with Picasso by email or WhatsApp

Do not try to send DICOM files as email attachments — the folder is typically 300MB to 1GB and will not transfer reliably this way.

How to Send Your Records to Picasso

By Email

Send to: [email protected]

Include in your email:

  • Your full name and date of birth
  • Your country of residence
  • Your phone number (including country code) and preferred contact method
  • The treatment you are considering
  • Approximate preferred dates for your visit
  • All X-ray files as attachments (JPEG/PDF)
  • A link to CBCT data if applicable (via Google Drive, WeTransfer, etc.)
  • Your medication list and any relevant medical history notes

A clear subject line helps: “Pre-consultation request — [Your Name] — [Country]”

By WhatsApp

WhatsApp: +84 989 067 888

WhatsApp is often the fastest way to make initial contact. You can send images of X-rays directly from your phone if you have digital copies. For a CBCT, share a Google Drive or WeTransfer link in the WhatsApp conversation.

Send a brief introductory message: your name, country, what treatment you are considering, and that you are attaching your records. The patient coordinator will respond, typically within a few hours during business hours in Vietnam (GMT+7).

Via the Contact Form

The contact form at /contact-us/ allows you to submit an enquiry and attach files. This is suitable if you prefer not to use email or WhatsApp directly.

What Picasso Does with Your Records

Once your records are received, the process is:

  1. Triage by patient coordinator — Your enquiry is logged and your records are forwarded to the relevant clinician.

  2. Clinical review — The treating dentist reviews your panoramic X-ray and any CBCT data. If the case is complex, the oral surgeon or prosthodontist may also review.

  3. Draft treatment plan — A draft treatment plan is prepared indicating the recommended treatments, sequence, and approximate number of appointments.

  4. Cost estimate — An itemised cost estimate is prepared. You can compare this against published price ranges.

  5. Online consultation — A video consultation is offered (via Zoom, WhatsApp, or Google Meet) so you can discuss the plan with the treating dentist before you travel. This is especially valuable for complex implant or full-mouth cases.

  6. You decide — You book flights only after you have the plan and cost in hand. There is no pressure to proceed.

This entire process — from sending records to receiving the plan — typically takes three to five business days. See our process for the full patient journey.

Step-by-Step Checklist

Use this checklist to ensure you have gathered everything before contacting Picasso:

  • Panoramic X-ray (OPG) — taken within the past 18 months, in JPEG or DICOM format
  • CBCT scan if available — saved as DICOM, compressed to ZIP, uploaded to file sharing service
  • Recent clinical notes or treatment summary from your dentist
  • List of current medications (name and dosage)
  • Details of any existing implants (brand, model if known)
  • Note of any relevant medical conditions (diabetes, osteoporosis, blood clotting disorders)
  • Your preferred treatment dates
  • Contact details including country code

Once you have these, send them to [email protected] or WhatsApp +84 989 067 888 with a brief summary of what you are looking for.

Frequently Asked Questions

Q: What if I do not have any X-rays? A: That is fine. Picasso can take a full set of X-rays including a CBCT on your first appointment. The pre-arrival consultation will be more general in this case — the clinical team can advise on the range of likely costs and treatments based on your description of your situation, but specific implant planning will begin at the clinic.

Q: Is it safe to send dental records via WhatsApp or email? A: Dental X-rays contain no financial or government identity information. They are clinical images of your teeth. Sending them via WhatsApp or encrypted email carries no meaningful risk. Picasso’s patient management system handles your data under Vietnamese data protection regulations.

Q: How recent do my X-rays need to be? A: A panoramic X-ray taken within 18 months is generally usable for initial planning, though the clinical team may recommend an updated scan after arrival if significant changes are possible. For implant planning, a CBCT taken within 12 months is preferred.

Q: Will I receive a guaranteed price based on my records? A: The estimate provided based on records is accurate for most straightforward cases. For complex cases, the final treatment plan and cost are confirmed after the in-clinic CBCT and examination. Any differences are explained before treatment begins — there are no surprise costs during treatment.

Q: Can I send records for a family member? A: Yes. Please indicate clearly whose records you are sending and their relationship to you. If you are enquiring on behalf of a parent or child, note this in your message.

Q: How long does the online consultation take? A: A video consultation typically takes 20–40 minutes. You will be able to see your X-rays shared on screen, ask questions about the treatment plan, and discuss timing and logistics.

verified

Medically reviewed by Dr. Emily Nguyen, DDS, Founder & Principal Dentist

Founder & Principal Dentist of Picasso Dental Clinic. Over 15 years of experience in implant dentistry, cosmetic dentistry, and full-mouth rehabilitation. Read full bio

Last reviewed: April 22, 2026

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