First decide which situation you are actually in
The practical steps differ depending on whether your teeth are still being moved or whether active treatment has finished and you are only wearing a retainer. Orthodontic treatment involves assessment of teeth and jaws; braces need ongoing adjustments, and retainers are used after treatment. Appliance choice requires an individual assessment. That clinical reality shapes the administrative handover.
Active treatment means the receiving clinician must take over adjustment decisions, so they need the full record and a clear point of transfer. Retention after completion means the main question is whether the retainer is still suitable and who will monitor it. If you are unsure which applies, ask your current treating clinician to state it in writing before you travel.
- Active phase: adjustments still planned, appliance still doing work.
- Retention phase: active treatment finished, retainer worn to hold the result.
- Unclear: ask the current clinician to confirm the phase in the transfer letter.
What the receiving clinician needs from your China records
A receiving orthodontist cannot safely continue someone else's treatment from a photograph of the braces alone. They need the diagnostic and progress record that explains why this appliance was chosen and what has already been done. Ask your China clinic what it can release, and in what language, before you leave.
A complete handover file normally includes the original assessment notes, imaging and models, the treatment plan, appliance type and prescription, adjustment history with dates, and any complications or changes of plan. If some items are unavailable, say so explicitly in the transfer letter rather than leaving the receiving clinician to assume the record is complete.
- Diagnostic records: imaging, photographs, models or scans.
- Treatment plan and appliance prescription.
- Adjustment log with dates and what was changed.
- Notes on any complications, delays or plan changes.
- A written statement of what is missing from the file.
Appliance details that are easy to overlook
The receiving clinician needs to know exactly what is in your mouth and what it is expected to do. This is not only the brand name. It includes the appliance type, the components, the current wire or aligner stage, and any auxiliary devices. If you wear aligners, the stage number and remaining sets matter. If you have fixed braces, the current wire and any bends or elastics matter.
Ask your current clinic to write these details down in a form the next clinician can read without your interpretation. A planning example: a patient leaves with clear aligners and assumes the next clinician will simply continue the same series. In practice, the receiving clinician needs the stage number, the remaining aligners, and confirmation of whether the original plan is still appropriate. Without that, the next step may be a fresh assessment rather than a continuation.
- Appliance type and components.
- Current wire, aligner stage or retainer type.
- Any elastics, auxiliaries or extraoral devices.
- Remaining aligners or replacement parts you are carrying.
Fees, transfer letters and unresolved clinical decisions
Before you leave, clarify whether your account with the China clinic is settled and whether any transfer or records fee applies. Ask for a written statement of the financial position so the receiving clinician is not asked to resolve a billing question. This is an administrative question, not a clinical one, but it can delay the handover if it is left open.
Also ask your current clinician to state which clinical decisions are still unresolved. For example, is the plan to continue the same mechanics, or was a change being considered? Is there a pending decision about extraction, jaw surgery, or retention? A receiving clinician who knows the open questions can plan the first visit properly instead of restarting the assessment from scratch.
- Is the account settled, and are transfer or records fees expected?
- Which clinical decisions are still open?
- What does the current clinician recommend as the next step?
- Who is responsible for the appliance until the first overseas visit?
Arranging the handover before you leave China
The safest sequence is to identify a receiving clinician before departure, send the records ahead, and confirm that they are willing to take over. If you cannot identify someone before leaving, ask your China clinic what interim arrangements are appropriate and who to contact if the appliance causes a problem. Do not adjust the appliance yourself or change wear instructions based on general advice.
If you are considering continuing orthodontic care in China rather than transferring out, the relevant reference page explains the assessment and planning route. For a handover out of China, the practical next step is to ask your current clinic for a written transfer summary and to confirm with the receiving clinician what they need before your first appointment. An initial enquiry with ChinaSpecialistCare is free and can help you identify what records are missing, but the treating clinicians on both sides decide suitability and continuation.
- Identify the receiving clinician before departure if possible.
- Send records ahead and confirm they were received.
- Ask what the receiving clinician needs before the first visit.
- Keep a copy of all records and the transfer letter with you.
Sources & scope of this guide
References and official service information relevant to this guide.
This is general planning information and has not been individually reviewed by a doctor. Medical decisions and personal treatment advice come from your treating clinicians.