State Guide of Medical Record Fees
The Omnibus Rule, effective 9/23/2013, "allows for the identification of labor costs for copying protected health information (PHI), whether in paper or electronic form, which can include a reasonable cost-based fee for time spent creating and copying the file". The laws for copying medical records vary from state to state based on the statute passed by each state's legislation. Below are the current fees for each state.
MDelashaw
12/15/2023
Alabama
Per Section 12-21-6.1 Alabama Code Reproduction
Search Fee: $5.00
Pages 1 - 25: $1.00 per page
Pages 26+: $0.50 per page
X-rays / Other Media: Actual cost of reproduction
Arkansas
Electronic Storage:
Flat Fee: $75.00
Paper Storage:
Search Fee: $25.00
Pages 1-25: $0.50 per page
Pages 26+: $0.25 per page
No Records Fee: $25.00
• Labor/Search Fee: $25.00
California
6CCR 1011-1 Chapter 2 Part 5.2.3.4
Search Fee: $18.53 flat fee (first ten pages)
Pages 11-40: $0.85 per page
Pages 41+: $0.57 per page
Microfilm: $1.50 per page
Delaware
Pages 1 - 10: $2.00 per page
Pages 11 - 20: $1.00 per page
Pages 21 - 60: $0.90 per page
Pages 61+: $0.50 per page
Microfilm and other media: Actual cost of reproduction
Delaware Administrative Code, Title 24: Chapter 1700, Sections 16 and 29
Worker's Comp:
Search Fee: $25.00
Pages 1 - 20: $1.25 per page
Pages 21 - 60: $0.90 per page
Pages 61+: $0.30 per page
District of Columbia
D.C. Act 24-728
$22.88 Search/Retrieval Fee
$0.66/pg for records produced in electronic format
$86.54 Max fee for records produced in electronic format
$0.88/pg of records produced in non-electronic format
Florida
Search Fee: $1.00 (per year per request)
Pages 1+: $1.00 per page
Microfilm: $2.00 per page
Worker's Comp:
Pages 1+: $0.50 per page
Georgia
Search Fee: $25.88
Pages 1 - 20: $0.97 per page
Pages 21 - 100: $ 0.83 per page
Pages 101+: $0.66 per page
Certification Fee: $9.70
Worker’s Comp:
Search Fee: $30.00 flat fee (first 150 pages)
Pages 151+: $0.20 per page
Illinois
Search Fee: $33.60
Pages 1 - 25: $1.26 per page
Pages 26 - 50: $0.84 per page
Pages 50+: $0.42 per page
Microfilm or other media: $2.10 per page
Indiana
Search Fee: $20.00 flat fee (first 10 pages)
Pages 11 - 50: $0.50 per page
Pages 51+: $0.25 per page
Affidavit/Certification: $20.00
Iowa
A reasonable fee may be charged
Worker's Comp:
Search Fee: $20.00 flat fee (first 20 pages)
Pages 21 - 30: $1.00 per page
Pages 31 - 100: $0.50 per page
Pages 101 - 200: $0.25 per page
Pages 200+: $0.10
Kansas
A reasonable fee may be charged
Worker's Comp:
Flat Fee Pages 1 - 10: $16.00
Flat Fee Pages 11-50: $12.00 ($28.00 total)
Pages 51+: $0.35 per page
Xrays: $5.00 per image
Kentucky
The first copy of records is FREE to the patient (per dates of service requested)
The second copy of records requested by the same patient for the same dates of service: $1.00 per page
Worker's Comp:
Pages 1+: $0.50 per page
Louisiana
Search Fee: $25.00
Pages 1 - 25: $1.00 per page
Pages 26 - 350: $0.50 per page
Pages 351+: $0.25 per page
Max Fee for Electronic Records: $100.00 per request
X-rays:
$20.00 flat fee (for hospitals) + reasonable production costs
$10.00 flat fee (for all other healthcare providers) + reasonable production costs
Maine
Paper Records
Search Fee: $5.00 (includes the first page)
Pages 2+: $0.45 per page
Max Fee: $250.00
Electronic Records
A reasonable fee may be charged
Max Fee: $150.00 per request
Maryland
Paper Records:
$0.78/page
Search/Retrieval Fee: $22.88
Electronic Records:
75% of paper per page fee = $0.59/page
Max 'per page' fee: $80.00
Search/Retrieval Fee: $22.88
Massachusetts
Pages 1 - 100 at $0.95 per page
Pages 100+ at $0.49 per page
Search/Retrieval Fee: $28.38
Social Security: No charge for a request to support a claim under the Social Security Act. Must provide proper documentation
Michigan
Search/Retrieval Fee: $28.92
Pages 1 - 20 at $1.45 per page
Pages 21 - 50 at $0.72 per page
Pages 51+ at $0.29 per page
Minnesota
Search Fee: $21.88
Pages 1+: $1.64 per page
X-rays: $10 Search Fee + the actual per-page cost of reproduction
Worker's Comp:
HF2988 Lines 16.5-16.27
Mississippi
Search Fee: $20.00 Flat Fee (first 20 pages)
Pages 21 - 100: $1.00 per page
Pages 101+: $0.50 per page
Search/Storage Fee: $15.00 (only charged if records are retrieved from an off-site location)
Certification Fee: $25.00
Section 11-1-52, Mississippi Code of 1972
Worker's Comp:
Pages 1 - 5: $15.00 (per admission)
Pages 6+: $0.50 per page (per admission, in addition to the above $15 fee)
Max Fee: $50.00 per admission (excluding postage/handling and retrieval charges)
Missouri
Paper Records:
Search Fee: $28.57
Pages 1+: $0.66 per page
Storage Fee: $26.75 (only charged if records are retrieved from an off-site location)
Max Fee for electronic records: $125.20
Nebraska
Search Fee: $20.00
Pages: 1+: $0.50 per page
X-rays and other media: Actual cost of reproduction
Nevada
Pages 1+: $0.60 per page (or $40 max, whichever is less), with a $5 minimum
X-rays and other media: Reasonable fees may be charged
New Hampshire
Charges are based on which is greater:
$15 flat fee for first 30 pages or $0.50 per page
X-rays and other media: Reasonable fees may be charged
Title XXX Occupations and Professions Chapter 332-I Medical Records
CITE: New Hampshire Revised Statutes Annoted Index | nhrsa.org
New Jersey
Hospitals (Attorneys representing patients, Insurance, Subpoenas):
Search Fee: $10.00
Pages 1 - 100: $1.00 per page
Pages 101+: $0.25 per page
Max Fee: $200.00 per admission
Clinic (Attorneys representing patients, Insurance, Subpoenas):
Search Fee: $10.00
Pages 1+: $1.00 per page
Max Fee: $100.00 per admission
New Mexico
Pages 1 - 15: $30.00 flat fee
Pages 16+: $0.25 per page
X-rays and other media: Actual cost of reproduction
Workers Comp Pages 1-10 $1.00
Workers Comp Pages 10+: $0.20 per page
New York
Pages 1+: $0.75 per page
X-rays and other media: Actual cost of reproduction
North Carolina
Pages 1 - 25: $0.75 per page
Pages 26 - 100: $0.50 per page
Pages 100+: $0.25 per page
Minimum charge: $10.00
North Dakaota
Paper Records:
Search Fee: $20.00 (includes pages 1-25)
Pages 26+: $0.75 per page
Electronic Records:
Search Fee: $30.00 (includes pages 1-25)
Pages 26+: $0.25 per page
Ohio
Search Fee: $22.33
Pages 1 - 10: $1.47 per page
Pages 11 - 50: $0.76 per page
Pages 51+: $0.30 per page
X-rays, MRI, CAT Scan (recorded on paper or film): Search Fee + $2.38 per page
Oklahoma
Pages 1+ at $0.50 per page
For records stored and produced in digital format: Pages 1+ at $0.30 per page
Search/Retrieval Fee: $20.00
Maximum Fee: $200.00
Oregon
Search Fee: $30.00 (includes pages 1-10)
Pages 11-50: $0.50 per page
Pages 51+: $0.25 per page
X-rays and other media: Actual cost of reproduction
Pennsylvania
Pages 1 - 20 at $1.83 per page
Pages 21 - 60 at $1.36 per page
Pages 61+ at $0.47 per page
Microfilm copies at $2.70
Search/Retrieval Fee: $27.14
(A Search/Retrieval Fee cannot be charged if the requestor is requesting their own personal health record)
For ""Flat Fees"" providers may not charge the above search and retrieval fee in addition to a flat fee.
Microfilm: $25.20 plus $2.70 per page
District Attorney Requests:
$27.14 Flat Fee
SSA Requests:
$34.40 Flat Fee
Rhode Island
Pages 1 - 10: $2.50 per page
Pages 10 - 50: $0.75 per page
Pages 51+: $0.50 per page
South Carolina
State rate for paper requests:
Pages 1 - 30 at $0.83 per page
Pages 31+ at $0.63 per page
$256.58 Maximum Fee Per Encounter (per admission to the health care facility)
Search/Retrieval Fee: $32.06
If no records are found, a $25.00 maximum clerical fee may be charged
State Electronic Delivery Rate:
Pages 1 - 30 at $0.83 per page
Pages 31+ at $0.63 per page
$192.44 Maximum Fee
Search/Retrieval Fee: $32.06
If no records are found, a $25.00 maximum clerical fee may be charged
South Dakota
Paper records: $10.00 flat fee (Pages 1-10)
Pages 11+ $0.33 per page
Electronic records: $0.25 per page
Printed copy of an x-ray, magnetic resonance imaging, computerized tomography scan, or any other form of medical imaging: $10.00
Compact disc, digital video disc, or other transportable electronic media of an x-ray, magnetic resonance imaging, computerized tomography scan, or any other form of medical imaging: $15.00
Including the cost of postage or shipping, together with any applicable tax.
Search/Retrieval Fee: $18.00
Certification Fee: $10.00
South Dakota Codified Law/SDCL § 36-2-16.4 through 36-2-16.5 - Effective: July 1, 2023.
Certification fee: South Dakota Codified Law/SDCL § 36-2-16.6 - Effective: July 1, 2023.
Tennessee
Hospital:
Search Fee: $18.00 (includes pages 1 - 5)
Pages 6 - 50: $0.85 per page
Pages 51 - 250: $0.60 per page
Pages 251+: $0.35 per page
Clinics:
Search Fee: $20.00 (includes pages 1 - 5)
Pages 6+: $0.50 per page
Texas
For Hospitals
Pages 1 - 10 (Flat Fee of $52.12 which includes a Search/Retrieval Fee)
Pages 11 - 60 at $1.76 per page
Pages 61 - 400 at $0.86 per page
Pages 401+ at $0.47 per page
Notarized Records/Affidavits $7.00
For Hospitals Electronic Delivery -
Pages 1 - 24 at $1.76 per page
Pages 25+: Non-billable
Search/Retrieval Fee: $52.12
Notarized Records/Affidavits $7.00
TX Health & Safety Code §241.154
Clinics:
Search Fee: $25.00 (includes pages 1 - 500)
Pages 500+: Flat Fee of $25.00 ($50.00 total)
Utah
Search Fee: $30.00
Pages 1 - 40: $0.53 per page
Pages 41+: $0.32 per page
Max Fee: $150.00
Electronic Records Provided in an Electronic Medium:
50% of the per-page charge for paper copies:
Pages 1 - 40: $0.27 per page
Pages 41+: $0.16 per page
Vermont
A fee of $5 or no more than $0.50 per page, whichever is greater
Social Security: No charge for any request made under the provision of the Social Security Act
Virginia
Electronic Records:
Search Fee: $20.00
Pages 1 - 50: $0.37 per page
Pages 51+: $0.18 per page
Max Fee: $160.00
Paper Records:
Search Fee: $20.00
Pages 1 - 50: $0.50 per page
Pages 51+: $0.25 per page
Max Fee: $160.00
Microfilm and other media:
Search Fee: $20.00
Pages 1+: $1.00 per page
West Virginia
Search Fee: $20.00
Pages 1+ (paper records): $0.49 per page
Pages 1+ (electronic records): $0.20 per page
Max Fee (electronic records): $150
Wisconsin
Paper Records:
Pages 1 - 25 at $1.35 per page
Pages 26 - 50 at $1.01 per page
Pages 51 - 100 at $0.66 per page
Pages 101+ at $0.39 per page
Worker's Comp
Flat Fee (Electronic): $26.00
Search Fee (Paper): $7.50 (includes pages 1-16)
Pages 17+ (Paper): $0.45 per page
Wyoming
A reasonable fee may be charged
Title 35, Chapter 2, Article 6, Section 35-2-611(b)
CITE: Justia US Law | law.justia.com/codes/wyoming
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