Resource Center

In most states, healthcare providers and facilities are permitted to charge a patient or their representative for copies of medical records. The cost of copying medical records is generally controlled by statute or regulation in each state. Additionally, federal law requires “covered entities” to limit fees for medical record copying to “a reasonable, cost-based fee.” Below is the fee information for each state. Some states update the fees annually, while others have codified the fees in statute or regulations. We try to keep the information below as up-to-date as possible, please check the appropriate source if you believe the information is out of date.

Federal Law: 45 CFR § 164.524

(4) Fees. If the individual requests a copy of the protected health information or agrees to a summary or explanation of such information, the covered entity may impose a reasonable, cost-based fee, provided that the fee includes only the cost of:

(i) Labor for copying the protected health information requested by the individual, whether in paper or electronic form;

(ii) Supplies for creating the paper copy or electronic media if the individual requests that the electronic copy be provided on portable media;

(iii) Postage, when the individual has requested the copy, or the summary or explanation, be mailed; and

(iv) Preparing an explanation or summary of the protected health information, if agreed to by the individual as required by paragraph (c)(2)(iii) of this section.

Alabama

Ala. Code § 12-21-6.1. Reproduction and delivery of medical records.

• $1 for each page of the first 25 pages
• $0.50 for each page in excess of 25 pages
• Search fee: $5
• Actual costs of mailing the medical records
• Actual cost of reproducing X-rays and other special medical records.

Ala. Admin. Code 540-X-9-.10. Joint Guidelines Of The State Board Of Medical Examiners And Medical Licensure Commission For Medical Records Management.

Paper copies:

• $1.00 per page for the first twenty-five (25) pages
• $0.50 per page for each page in excess of twenty-five (25) pages
• Search fee: $5
• Actual cost of mailing the record
• Actual cost of reproducing x-rays or other special records

Electronic file:

• Flat fee that would not exceed the cost of providing the records in paper form

Alaska

No current law

Arizona

Ariz. Rev. Stat. Ann. § 12-2295. Charges

• A reasonable fee for the production of the records.

Arkansas

Ark. Code Ann. § 16-46-106. Access to medical records

• $0.50 per page for the first twenty-five (25) pages
• $0.25 for each additional page.
• Labor charge: $15
• Actual cost of any required postage

Alternatively to the $15.00 labor charge, a reasonable retrieval fee for stored records of a hospital, a physician’s office, or an ambulance provider may be added to the photocopy charges, only if the requested records are stored at a location other than the location of the hospital, physician’s office, or ambulance provider.

Narrative medical reports or medical review: reasonable fees when performed by the physician or medical institution if a narrative medical report or medical review is requested by the person or entity requesting the records

California

Cal. Health & Safety Code § 123110 Inspection and copying of patient records and related material

• $0.25 per page, or
• $0.50 per page for records that are copied from microfilm
• Any additional reasonable clerical costs incurred in making the records available.
• X-rays or tracings: All reasonable costs, not exceeding actual costs, incurred by a health care provider in providing copies

Cal. Evid. Code § 1158 Inspection and copying of patient’s records; authorization; failure to comply; costs; authorization form

• $0.10 per page for standard reproduction of documents of a size 8 ½ by 14 inches or less
• $0.20 per page for copying of documents from microfilm
• Actual costs for the reproduction of oversize documents or the reproduction of documents requiring special processing which are made in response to an authorization
• Reasonable clerical costs incurred in locating and making the records available to be billed at the maximum rate of $16 per hour per person, computed on the basis of $4 per quarter hour or fraction thereof
• Actual postage charges
• Actual costs, if any, charged to the witness by a third person for the retrieval and return of records held by that third person.
• If the records are delivered to the attorney or the attorney’s representative for inspection or photocopying at the record custodian’s place of business, the only fee for complying with the authorization shall not exceed fifteen dollars ($15), plus actual costs, if any, charged to the record custodian by a third person for retrieval and return of records held offsite by the third person

Colorado

Medical records from licensed health institutions, facilities, or health care providers maximum allowable charge cannot exceed

• $14.00 for the first ten or fewer pages,
• $0.50 per page for pages 11-40, and
• $0.33 per page for every additional page

Actual postage or shipping costs and applicable sales tax, if any, also may be charged.

Records copied from microfilm: $1.50 per page.

Requests from another health care provider or an individual regulated pursuant to CRS § 25-1-802(1) solely for the purpose of providing continuing medical care: No fee

Per Colorado Bar Association.

Connecticut

Conn. Gen. Stat. Ann. § 20-7c . Access to medical records. Notification to patient of certain test results. Authority of provider to withhold information

No provider shall charge more than sixty-five cents per page, including any research fees, handling fees or related costs, and the cost of first class postage, if applicable, for furnishing a health record except such provider may charge a patient the amount necessary to cover the cost of materials for furnishing a copy of an x-ray, provided no such charge shall be made for furnishing a health record or part thereof to a patient, a patient’s attorney or authorized representative if the record or part thereof is necessary for the purpose of supporting a claim or appeal under any provision of the Social Security Act or a claim or appeal for veterans’ benefits under any provision of Title 38 of the United States Code or chapter 506 and the request is accompanied by documentation of the claim or appeal.

Delaware

Code Del. Regs. 24 1700-16.0. Patient Records; Fee Schedule for Copies

A patient requesting of a copy of his or her own medical records to be transferred to another physician or to be obtained on their own behalf may be charged a reasonable fee not to exceed the fees set forth in the schedule below, excluding the actual cost of postage or shipping if the records are mailed:

• $2.00 per page for pages 1-10
• $1.00 per page for pages 11-20
• $0.90 per page for pages 21-60
• $0.50 per page for pages 61 and above

The fees set forth above shall apply whether the records are produced in paper or electronic format.

The full cost of reproduction may be charged for copies of records not susceptible to photostatic reproduction, such as radiology films, models, photographs or fetal monitoring strips.

Payment of all costs may be required in advance of release of the records except for records requested to make or complete an application for a disability benefits program.

Code Del. Regs. 19 1000 1341-4.0. Workers’ Compensation Health Care Payment Rates for Physicians, Other Qualified Health Care Professionals, Hospitals and Hospital Outpatient Facilities, as well as Ambulatory Surgery Centers (the “Fee Schedule”). Instructions and Guidelines

Retrieving, copying and transmitting existing medical reports and records, to include copying of medical notes and/or records supporting a bill or invoice for charges for treatment or services:

• $25.00 for search and retrieval
• $1.25 per page for first 20 pages
• $.90 per page for pages 21 through 60
• $.30 per page for pages 61 and thereafter

Florida

Fla. Admin. Code Ann. r. 64B8-10.003. Costs of Reproducing Medical Records.

For patients and governmental entities, the reasonable costs of reproducing copies of written or typed documents or reports shall not be more than the following:

• For the first 25 pages, $1.00 per page.
• For each page in excess of 25 pages, 25 cents.

For other entities, the reasonable costs of reproducing copies of written or typed documents or reports: not more than $1.00 per page.

Reasonable costs of reproducing x-rays, and such other special kinds of records shall be the actual costs. The phrase “actual costs” means the cost of the material and supplies used to duplicate the record, as well as the labor costs and overhead costs associated with such duplication.

Fla. Stat. Ann. § 395.3025. Patient and personnel records; copies; examination

For any hospital, ambulatory surgical center, or mobile surgical facility

• Nonpaper records: charge not to exceed $2 per page
• Paper records: charge not to exceed $1 per page, and
• Sales tax and actual postage

A patient whose records are copied or searched for the purpose of continuing to receive medical care is not required to pay a charge for copying or for the search

Fla. Admin. Code Ann. r. 69L-7.601 Copying Charges for Medical Records

For Worker’s Compensation: up to $.50 per page or the actual direct cost to the health care provider or health care facility for x-rays, microfilm, or other non-paper records

Georgia

Ga. Code Ann. § 31-33-3. Costs; ownership of records

Rates effective July 1, 2016

• Search, retrieval, and other direct administrative costs: $25.88
• Certification fee: $9.70
• Copying Costs for Records in Paper Form:
  • Per page for pages 1-20: $0.97
  • Per page for pages 21-100: $0.83
  • Per page for pages over 100: $0.66
• The actual cost of postage incurred in mailing the requested records
• To the extent the request for medical records includes portions of records which are not in paper form, including but not limited to radiology films, models, or fetal monitoring strips, the provider shall be entitled to recover the full reasonable cost of such reproduction
• This shall not apply to records requested in order to make or complete an application for a disability benefits program

State Board of Workers’ Compensation

Rates effective April 1, 2016

• First 150 pages: $30
• Each additional page: $0.20
• Sales tax (if applicable)
• Actual cost for postage
• Radiograph copies, either by film, CD, or digital: $9.50 per copy
• If a medical record search results in no medical records found as requested: $5

Hawaii

Haw. Rev. Stat. Ann. § 622-57. Availability of medical records

Reasonable costs incurred by a health care provider in making copies of medical records shall be borne by the requesting person

Idaho

No current law

Illinois

735 Ill. Comp. Stat. Ann. 5/8-2001. Examination of health care records

2017 Rates

• $27.33 handling charge for processing the request and the actual postage or shipping charge, if any,
• For paper copies:
  • Copy pages 1 through 25: $1.02
  • Copy pages 26 through 50: $0.68
  • Copy pages in excess of 50: $0.34,
  • Except that the charge shall not exceed $1.71 per page for any copies made from microfiche or microfilm; records retrieved from scanning, digital imaging, electronic information or other digital format do not qualify as microfiche or microfilm retrieval for purposes of calculating charges)
• For electronic records, retrieved from a scanning, digital imaging, electronic information or other digital format in a electronic document, a charge of 50% of the per page charge for paper copies listed above. This per page charge includes the cost of each CD Rom, DVD, or other storage media.

Indiana

760 Ind. Admin. Code 1-71-3 General requirements

• One dollar ($1) per page for the first ten (10) pages
• Fifty cents ($.50) per page for pages eleven (11) through fifty (50)
• Twenty-five cents ($.25) per page for pages fifty-one (51) and higher
• Labor fee: twenty dollars ($20) (If the provider or medical records company collects a labor fee, the provider or medical records company may not charge for making and providing copies of the first ten (10) pages of a medical record)
• Actual costs of mailing the medical record
• An additional ten dollars ($10) if the request is for copies to be provided within two (2) working days
• Twenty dollars ($20) for certifying a patient’s medical record

Iowa

Iowa Admin. Code r. 653-13.20(147,148) Principles of medical ethics

Any fee charged by a physician shall be reasonable.

Iowa Admin. Code r. 876-8.9(85,86) Exchange of records.

Worker’s Compensation

• $20 for 1 to 20 pages
• $20 plus $1 per page for 21 to 30 pages
• $30 plus $.50 per page for 31 to 100 pages
• $65 plus $.25 per page for 101 to 200 pages
• $90 plus $.10 per page for more than 200 pages
• The actual expense of postage
• No other expenses shall be allowed

Kansas

Kansas Medical Society:

State law [K.S.A. 65-4971(b)] which required the Secretary of Labor to annually adjust the maximum fees that may be charged for non-workers compensation medical records copying, was repealed by the 2011 Kansas Legislature. Without any state guidelines, federal law governs the establishment of copying charges.
Under HIPAA, a covered entity may impose “reasonable”, cost-based fees for copy of medical records. The fee may include only the cost of copying (including supplies and labor) and postage, if the patient requests that the copy be mailed. If the patient has agreed to receive a summary or explanation of his or her protected health information, the covered entity may also charge a fee for preparation of the summary or explanation. The fee may not include cost associated with searching for and retrieving the requested information. See 45 CFR 164.524(c). Of course now the question is, how is “reasonable” defined?
Since there has been no additional guidance on this issue some practices have decided to simply stick with the 2012 fees, those previously provided by the Department of Labor, and/or adding an adjustment to keep with the rate of inflation.

Schedule of Medical Fees Kansas Workers Compensation

2017 Rates

• Up to 10 pages: $16
• 11-50 pages: $28 ($16 for the 1st 10 pages plus $12 for 11-50 pages)
• Above 50 pages: $28, plus $0.35 per page above 50

Kentucky

Ky. Rev. Stat. Ann. § 422.317 Copy of patient’s medical record to be supplied on patient’s written request; exception for Department of Corrections

Upon a patient’s written request, a hospital licensed under KRS Chapter 216B or a health care provider shall provide, without charge to the patient, a copy of the patient’s medical record. A copying fee, not to exceed one dollar ($1) per page, may be charged by the health care provider for furnishing a second copy of the patient’s medical record upon request either by the patient or the patient’s attorney or the patient’s authorized representative.

Louisiana

La. Stat. Ann. § 40:1165.1. Health care information; records

Paper records:

• $1 per page for the first twenty-five pages,
• $0.50 per page for twenty-six to three hundred fifty pages
• $0.25 per page thereafter
• Handling charge: $25 for hospitals, nursing homes, and other health care providers
• Actual postage

Digital records:

• $1 per page for the first twenty-five pages,
• $0.50 per page for twenty-six to three hundred fifty pages
• $0.25 per page thereafter
• Not to exceed one hundred dollars
• Actual postage

X-rays, and other imaging media

• Reasonable reproduction costs
• Handling charge: $25 for hospitals and $10 for other health care providers
• Not to exceed two hundred dollars for digital imaging media copies
• Actual postage

Maine

Me. Rev. Stat. tit. 22, § 1711-A. Fees charged for records

Paper format:

• $5 for the first page
• $0.45 for each additional page, up to a maximum of $250 for the entire treatment record or medical report

Digital or electronic format

• Reasonable actual costs of staff time to create or copy the treatment record or medical report
• Costs of necessary supplies and postage
• Actual costs may not include a retrieval fee or the costs of new technology, maintenance of the electronic record system, data access or storage infrastructure.
• Charges assessed may not exceed $150

Maryland

Md. Code Ann., Health-Gen. § 4-304. Medical records; copy fees

Paper format

• A fee for copying and mailing not exceeding 76 cents for each page of the medical record
• A preparation fee not to exceed $22.88 for medical record retrieval and preparation
• The actual cost for postage and handling of the medical record

Electronic format

• A preparation fee not to exceed $22.88 for electronic format medical records retrieval and preparation
• A per-page fee of 75% of the per-page fee charged by a health care provider for paper format that may not exceed $80
• The actual cost for postage and handling of the electronic format medical records

Massachusetts

Mass. Gen. Laws Ann. ch. 111, § 70. Records of hospitals or clinics; custody; inspection; copies; fees

Rates effective October 1, 2016

• $23.14 base charge for clerical and other administrative expenses related to complying with the request for making a copy of the record
• $0.78 per-page charge for the first 100 pages copied
• $0.40 per-page charge for each page in excess of 100 pages

No fee for records requested for the purpose of supporting a claim or appeal under any provision of the Social Security Act or any federal or state financial needs-based benefit program

Michigan

Mich. Comp. Laws Ann. § 333.26269. Fees for retrieving, copying, or mailing medical record

2017 Rates:

• An initial fee of $23.71 per request for a copy of the record
• Paper copies as follows:
  • $1.19 per page for the first 20 pages.
  • $0.60 per page for pages 21 through 50
  • $0.23 for pages 51 and over.
• If the medical record is in some form or medium other than paper, the actual cost of preparing a duplicate.
• Any postage or shipping costs incurred by the health care provider, health facility, or medical records company in providing the copies
• Any actual costs incurred by the health care provider, health facility, or medical records company in retrieving medical records that are 7 years old or older and not maintained or accessible on-site.

A “patient” as defined by this rule shall not be charged the initial fee for the patient’s own medical record. However, a patient can be charged the other permitted fees.

Minnesota

Minn. Stat. Ann. § 144.292. Patient rights

2017 Rates (effective March 31, 2017):

• $1.35 cents per page
• $17.96 for time spent retrieving and copying the records
• unless other law or a rule or contract provide for a lower maximum charge

The provider may charge a patient no more than the actual cost of reproducing x-rays, plus no more than $10 for the time spent retrieving and copying the x-rays.

A provider or its representative may charge the $10 retrieval fee, but must not charge a per page fee to provide copies of records requested by a patient or the patient’s authorized representative if the request for copies of records is for purposes of appealing a denial of Social Security disability income or Social Security disability benefits under title II or title XVI of the Social Security Act; except that no fee shall be charged to a person who is receiving public assistance, who is represented by an attorney on behalf of a civil legal services program or a volunteer attorney program based on indigency.

Minn. R. 5219.0300 Reasonable Reimbursement Allowance.

Workers Compensation

First copy of appropriate record:

• 75 cents per page
• Actual postage
• Sales tax
• Notary fees

Other copies:

• $10 retrieval fee
• 75 cents per page
• Actual postage
• Sales tax
• Notary fees

Mississippi

Miss. Code. Ann. § 11-1-52. Photocopying, deposition and medical record affidavit charges

• Twenty Dollars ($20.00) for pages one (1) through twenty (20)
• One Dollar ($1.00) per page for the next eighty (80) pages
• Fifty Cents (50¢) per page for all pages thereafter
• Ten percent (10%) of the total charge may be added for postage and handling.
• Fifteen Dollars ($15.00) may be recovered by the medical provider or hospital or nursing home or other medical facility for retrieving medical records in archives at a location off the premises where the facility/office is located

Missouri

Mo. Ann. Stat. § 191.227. Medical records to be released to patient, when, exception–fee permitted, amount–liability of provider limited–annual handling fee adjustment

Fees effective 2/1/2017:

Paper records:

• Search and retrieval: $24.85
• $0.57 per page for the cost of supplies and labor
• If the health care provider has contracted for off-site records storage and management, any additional labor costs of outside storage retrieval, not to exceed $23.26
• Postage, to include packaging and delivery cost
• Notary fee, not to exceed $2, if requested

Electronic records:

• Search and retrieval: $24.85
• $0.57 per page for the cost of supplies and labor
• Or $108.88 total, whichever is less
• Postage, to include packaging and delivery cost
• Notary fee, not to exceed $2, if requested

Notwithstanding the above, providers may charge for the reasonable cost of all duplications of health care record material or information which cannot routinely be copied or duplicated on a standard commercial photocopy machine.

Montana

Mont. Code Ann. § 50-16-540. Reasonable fees allowed

• $0.50 for each page for a paper copy or photocopy.
• $15 for searching and handling recorded health care information

Nebraska

Neb. Rev. Stat. Ann. § 71-8404. Access; charges

• $20 as a handling fee
• $0.50 per page as a copying fee
• The reasonable cost of all duplications of medical records which cannot routinely be copied or duplicated on a standard photocopy machine
• An amount necessary to cover the cost of labor and materials for furnishing a copy of an X-ray or similar special medical record

Nevada

Nev. Rev. Stat. Ann. § 629.061. Inspection; copies; use in public hearing; immunity of certain persons from civil action for disclosure

• Actual cost of postage, if any
• $0.60 per page for photocopies
• Reasonable cost for copies of X-ray photographs and other health care records produced by similar processes

Social Security or any federal or state financial needs-based benefit program:

• First copy: no charge
• Second copy:
  • $0.60 per page for photocopies
  • Reasonable cost for copies of X-ray photographs and other health care records produced by similar processes

New Hampshire

 N.H. Rev. Stat. Ann. § 332-I:1 Medical Records; Definitions.

• $15 for the first 30 pages or $0.50 per page, whichever is greater
• Filmed records such as radiograms, x-rays, and sonograms shall be copied at a reasonable cost.

New Jersey

N.J. Admin. Code § 8:43G-15.3. Medical record patient services

For general, psychiatric or specialty hospital facilities:

• $1.00 per page or $100.00 per record for the first 100 pages
• $0.25 per page may be charged for pages in excess of the first 100 pages, up to a maximum of $200.00 for the entire record
• Search fee: $10.00
• Postage charge of actual costs for mailing

N.J. Admin. Code § 13:35-6.5. Preparation of patient records, computerized records, access to or release of information; confidentiality, transfer or disposal of records

For health care professionals regulated by the Board of Medical Examiners:

• $1.00 per page or $100.00 for the entire record, whichever is less
• If the record requested is less than 10 pages, the licensee may charge up to $10.00 to cover postage and the miscellaneous costs associated with retrieval of the record
• X-rays or any other material within a patient record which cannot be routinely copied or duplicated on a commercial photocopy machine: no more than the actual cost of the duplication of the materials, or the fee charged to the licensee for duplication
  • An administrative fee of the lesser of $10.00 or 10 percent of the cost of reproduction

New Mexico

N.M. Admin. Code 16.10.17. Management of Medical Records

• $30 for the first 15 pages
• $0.25 per page thereafter
• Actual cost of reproduction for electronic records and record formats other than paper, such as x-rays.

New York

NY Department of Health

Paper records:

• $0.75 a page
• Postage
• Radiographic materials, such as X-rays or MRI films: actual reproduction costs
• A provider may not impose a charge for original mammogram films, but may charge postage

North Carolina

N.C. Gen. Stat. Ann. § 90-411. Record Copy Fee

• $0.75 per page for the first 25 pages
• $0.50 per page for pages 26 through 100
• $0.25 for each page in excess of 100 pages
• Minimum fee: $10, inclusive of copying costs

North Dakota

N.D. Cent. Code Ann. § 23-12-14. Copies of medical records and medical bills

Paper copies:

• $20 for the first twenty-five pages
• $0.75 per page after twenty-five pages

Electronic, digital or other computerized format:

• $30 for the first twenty-five pages
• $0.25 per page after twenty-five pages

Ohio

2017 Rates:

If the request is made by the patient or the patient’s personal representative, total costs for copies and all services related to those copies shall not exceed the sum of the following:

• For the first 10 pages: $3.11
• For pages eleven through fifty: $0.65
• For pages fifty-one and higher: $0.26
• X-ray, MRI, or CAT scan, recorded on paper or film: $2.13
• Postage: Actual cost

If the request is made other than by the patient or the patient’s personal representative, total costs for copies and all services related to those copies shall not exceed the sum of the following:

• Initial search fee: $19.17
• For the first 10 pages: $1.26 per page
• For pages eleven through fifty: $0.65 per page
• For pages fifty-one and higher: $0.26 per page
• X-ray, MRI, or CAT scan, recorded on paper or film: $2.13 per page
• Postage: Actual cost

Oklahoma

Okla. Stat. Ann. tit. 76, § 19. Access to medical records—Copies—Waiver of privilege—Exception for inmates when threat to safety or security of self or institution

• $0.50 per page.
• each x-ray, other photograph or image, or pathology slide : $5
• No mailing fee for copies provided by facsimile

Attorneys, insurance companies and by way of subpoena requestors:

• Base fee: $10.00
• $0.50 per page
• Postage or delivery fee.

Digital records:

• $0.30 per page
• A delivery charge
• Not to exceed $200.00, plus postage or delivery fee

Oregon

Or. Admin. R. 847-012-0000. Patient’s Access to Medical Records

• $30 for copying 10 or fewer pages of written material
• $0.50 per page for pages 11 through 50
• $0.25 for each additional page
• Bonus charge of $5 if the request for records is processed and the records are mailed by first class mail to the requester within seven business days after the date of the request
• Postage costs to mail copies of the requested records
• Actual costs of preparing an explanation or summary of the health information, if such information is requested by the patient
• Actual costs of reproducing films, x-rays, or other reports maintained in a non-written form

Pennsylvania

46 Pa.B. 7598, 2017 Rates:

• Pages 1-20: $1.48 per page
• Pages 21-60: $1.10 per page
• Pages 61+: $0.37 per page
• Microfilm copies: $2.19 per page
• Production of records to support any claim under Social Security or any Federal or State financial needs based program: $27.92 flat fee
• Records requested by a district attorney: $22.04 flat fee
• Search and retrieval of records: $22.04
• Postage, shipping and delivery: actual cost

Rhode Island

Rule and Regulations for the Licensure and Discipline of Physicians [R5-37-MD/DO]

Family Request:

• $0.75 per page for pages 1-50
• $0.50 per page for pages 50+
• Maximum Fee: $25
• Actual cost of postage
• X-rays or  other  documents  not  reproducible  by  photocopy: actual  cost  plus  reasonable fees  for clerical service not to exceed $25.00

Patient Request:

• $0.75 per page for pages 1-50
• $0.50 per  page for pages 50+
• Maximum Fee: $125
• Actual cost of postage
• Special handling fee for delivery requested within 48 hours: $20.00
• X-rays or  other  documents  not  reproducible  by  photocopy: actual  cost  plus  reasonable fees  for clerical service not to exceed $25.00

Authorized third parties, including attorneys representing the patient, attorneys not representing the patient, a patient’s estate on behalf of the patient, or insurance companies:

• $2.50 per page for pages 1-10
• $0.75 per page for pages 26-75
• $0.50 per page for pages 76+
• Actual cost of postage

No Charge:

• Record is requested for immunization records required for school admission
• Record is requested by the applicant or beneficiary or individual representing an applicant or beneficiary for the purposes of supporting a claim or appeal under the provision of the Social Security Act or any federal or state needs-based benefit program
• an applicant for benefits in connection with a Civil Court Certification Proceeding or a claim under the Worker’s Compensation Act

South Carolina

S.C. Code Ann. § 44-7-325. Fee for search and duplication of medical record; time limits for compliance with request for record. / S.C. Code Ann. § 44-115-80. Fees physicians may charge for search and duplication of records.

• $0.65 per page for pages 1-30
• $0.50 per page for all other pages
• Clerical fee for searching and handling: $25
• Maximum for combined clerical and per page fee: $150 for electronic requests
• Maximum for combined clerical and per page fee: $200 for paper requests
• Actual postage
• Applicable sales tax
• X-ray: actual cost of reproduction

South Dakota

S.D. Codified Laws § 36-2-16. Medical records released to patient or designee on request—Expenses paid by patient—Violation as misdemeanor

• Actual reproduction
• Mailing expense

Tennessee

Tenn. Code Ann. § 63-2-102. Duplication; costs

Physicians:

• $20.00 flat fee for pages 1-5
• $0.50 per page for each additional page
• Actual cost of mailing
• $20.00 for certification

Tenn. Code Ann. § 68-11-304. Access to records

Hospitals:

• $18.00 flat fee for pages 1-5
• $0.85 per page for pages 6-50
• $0.65 per page for pages 51-250
• $0.35 per page for each additional page
• $20.00 for certification
• No charge for indigent person, or the person’s attorney or authorized representative, for the purpose of supporting a claim or appeal under any provision of the Social Security Act

Tenn. Code Ann. § 50-6-204. Medical care and treatment; request for information; burial expenses; physical examinations

Workers’ Compensation:

• $10.00 for the first 20 pages or less
• $0.25 per page for each page after the first 20 pages

Texas

Tex. Health & Safety Code Ann. § 241.154. Request

2017 Rates for Hospitals

Paper records:

• $45.79 for basic retrieval or processing fee, which must include the fee for providing the first 10 pages
• $1.54 for pages 11 through 60
• $0.76 for pages 61 through 400
• $0.41 for any remaining pages
• Actual cost of mailing, shipping, or otherwise delivering the provided copies

Microform:

• $69.74 for retrieval or processing fee, which must include the fee for providing the first 10 pages
• $1.54 per page thereafter
• Actual cost of mailing, shipping, or otherwise delivering the provided copies

Digital or other electronic medium:

• $82.95 retrieval or processing fee
• Actual cost of mailing, shipping, or otherwise delivering the provided copies

22 Tex. Admin. Code § 165.2. Medical Record Release and Charges

Doctors

Paper Format:

• $25 for the first 20 pages
• $0.50 per page for every copy thereafter

Electronic Format:

• $25 for 500 pages or less
• $50 for more than 500 pages

Hybrid Records Format:

• A combination of the fees as set forth for Paper and Electronic Format

Other Charges.

• If an affidavit is requested, certifying that the information is a true and correct copy of the records, whether in paper, electronic or hybrid format, a reasonable fee of up to $15 may be charged for executing the affidavit.
• A physician may charge separate fees for medical and billing records requested.

A reasonable fee for records provided in a paper, electronic or hybrid format may not include costs associated with searching for and retrieving the requested information, and shall include only the cost of

• copying and labor, including, compiling, extracting, scanning, burning onto media, and distributing media
• cost of supplies for creating the paper copy or electronic media (if the individual requests portable media) that are not prohibited by federal law
• postage, when the individual has requested the copy or summary be mailed
• preparing a summary of the records when appropriate.

22 Tex. Admin. Code § 165.3. Patient Access to Diagnostic Imaging Studies in Physician’s Office

$8 per copy of an imaging study and actual costs for mailing, shipping, or delivery

Utah

Utah Code Ann. § 78B-5-618. Patient access to medical records—Third party access to medical records

Patient or patient’s personal representative, paper copies:

• Copying, including the cost of supplies for and labor of copying
• Postage, when the patient or patient representative has requested the copy be mailed

Third party, paper copies:

• $21.16 for locating a patient’s records, per request
• $0.53 per page for the first 40 pages
• $0.32 per page for each additional page
• Cost of postage
• Any sales tax owed

Electronic copies:

• For record requests made on or before June 30, 2018, the per page fee for producing a copy of records on a digital or electronic medium shall be 60% of the per page fee otherwise provided in this section, regardless of whether the original medical records are stored in electronic format.
• For record requests made on or after July 1, 2018, the per page fee for producing a copy of records on a digital or electronic medium shall be 50% of the per page fee otherwise provided in this section, regardless of whether the original medical records are stored in electronic format.

Vermont

Vt. Stat. Ann. tit. 18, § 9419. Charges for access to medical records

• A flat $5.00 fee or no more than $0.50 per page, whichever is greater
• No charge for a request to support a claim or an appeal under any provision of the Social Security Ace or for any other federal or state needs-based benefit or program
• An individual a fee, reasonably related to the associated costs, for providing copies of x-rays, films, models, disks, tapes, or other health care record information maintained in other formats

Virginia

Va. Code Ann. § 32.1-127.1:03. Health records privacy

If an individual, or a person with authority to act on behalf of the individual, requests of copy of his or her own records:

• A reasonable cost-based fee, which shall include only the cost of supplies for and labor of copying the requested information, postage when the individual requests that such information be mailed, and preparation of an explanation or summary of such information as agreed to by the individual

Va. Code Ann. § 8.01-413. Certain copies of health care provider’s records or papers of patient admissible; right of patient, his attorney and authorized insurer to copies of such records or papers; subpoena; damages, costs and attorneys’ fees

If any attorney or insurer requests a copy in conjunction with civil litigation:

• $0.50 for each page up to 50 pages
• $0.25 a page thereafter for copies from paper or other hard copy generated from computerized or other electronic storage, or other photographic, mechanical, electronic, imaging or chemical storage process
• $1 per page for copies from microfilm or other micrographic process
• All postage and shipping costs and a search and handling fee not to exceed $10

Washington

Wash. Admin. Code 246-08-400. How much can a health care provider charge for searching and duplicating health records?

Effective July 1, 2015, through June 30, 2017:

• $1.12 per page for the first 30 pages
• $0.84 per page for all other pages.
• $25 clerical fee for searching and handling records
• If the provider personally edits confidential information from the record, as required by statute, the provider can charge the usual fee for a basic office visit
• HIPAA covered entities shall refer to HIPAA regulation 45 C.F.R. 164.524 (c)(4)

West Virginia

Va. Code Ann. § 16-29-2. Reasonable expenses to be reimbursed

• Labor for copying the requested records if in paper, or for placing the records in electronic media, not to exceed $25 per hour
• Supplies for creating the paper copy or electronic media
• Postage if the person requested that the records be mailed

No charge on an indigent person or his or her authorized representative if the medical records are necessary for the purpose of supporting a claim or appeal under any provisions of the Social Security Act

Wisconsin

Wis. Stat. Ann. § 146.83. Access to patient health care records

July 1, 2016 – June 30, 2017 rates:

• $1.08 per page for the first 25 pages
• $0.80 per page for pages 26 to 50;
• $0.53 per page for pages 51 to 100;
• $0.31 per page for pages 101 and above.
• For microfiche or microfilm copies, $1.59 per page
• For a print of an X-ray, $10.62 per image
• If the requester is not the patient or a person authorized by the patient, for certification of copies, a single $8.51 charge
• If the requester is not the patient or a person authorized by the patient, a single retrieval fee of $21.28 for all copies requested
• Actual shipping costs and any applicable taxes

Wyoming

Wyo. Stat. Ann. § 35-2-611. Examination and copying of record; explanation of records

The hospital may charge a reasonable fee, not to exceed the hospital’s actual cost, for providing the health care information and is not required to permit examination or copying until the fee is paid.

Unless otherwise noted, this information was last updated February 27, 2017. Please check appropriate sources before relying upon the information contained herein. If you believe any of the above information is out of date, please contact us. Thank you.