Disclaimer: Fee statutes are subject to change. States adopt new rules related to medical record copying fees periodically. The information provided here is the most up to date available as of the original date of publication. Several states update their medical record copying fees annually based on the consumer price index. Also, several states provide different fees for worker’s compensation cases or waive fees for furnishing a record if the record is 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. This information is meant as a guide and should be independently confirmed for your individual circumstances or reason for requesting medical records.
$1.00 for each page of the first 25 pages
$0.50 for each page in excess of 25 pages
Search fee of $5.00
Actual costs of mailing the medical records
Actual cost of reproducing X-rays and other special medical records
Providers may not charge fees when providing information from the medical records to another health care provider, a patient, or a patient’s decision maker when the information is sought in relation to providing or obtaining care.
The Arizona medical board, department of health services, local health departments, and board of osteopathic examiners are not subject to a fee when requesting medical records.
Cost of each photocopy, excluding x-rays, shall not exceed $0.50 per page for the first 25 pages $0.25 for each additional page over 25 pages
A labor charge not exceeding $15.00 may be added for each request OR 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 off-site.
Actual cost of any required postage may also be charged.
$0.10 per page for standard reproduction of documents of a size 81/2 x 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 $16.00 per hour per person, computed on the basis of $4.00 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
Health care providers and health care facilities shall upon demand furnish an injured employee or his attorney a copy of his office chart, records and reports. The health care provider or health care facility furnishing the records may charge the employee for copying the records 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.
Fee of up to $25.88 may be charged for search, retrieval, and other direct administrative costs
Fee of up to $9.70 per record for certification
$0.97 per page for 1-20 pages
$0.83 per page for 21-100 pages
$0.66 per page for over 100 pages
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.
Source: O.C.G.A §31-33-3 (adjusted based on CPI in 2019)
The facility or healthcare practitioner may charge for the reasonable cost of all duplication of record material or information that cannot routinely be copied or duplicated on a standard commercial photocopy machine such as X-ray films or pictures.
For electronic records, retrieved from a scanning, digital imaging, electronic information or other digital format in an 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.
Source: 735 ILCS 5/8-2005 (Adjusted based on CPI in 2020)
A patient or a patient's legal representative or a patient's attorney is entitled to one copy free of charge of the patient’s complete billing statement, subject only to a charge for the actual costs of postage or delivery charges incurred in providing the statement.
If requested, the provider shall include an affidavit certifying that the records, images, or billing statement produced are true and accurate copies of the originals for an additional fee not to exceed ten dollars.
Fees charged are not subject to a sales or use tax.
Upon a patient's written request, a hospital 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.
The charge for copies of records may not exceed $5.00 for the first page
$0.35 for each additional page.
Up to a maximum of $250.00 for the entire medical record
If a medical record exists in a digital or electronic format, the hospital may assess reasonable actual costs of staff time to create or copy the medical record and the 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 under this paragraph may not exceed $150.00.
The cost limits above do not apply to x-ray. Providers 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.
Source: MN Stat § 144.292 (adjusted based on CPI 2021)
A provider may charge for the reasonable cost of all duplications of medical records which cannot routinely be copied or duplicated on a standard photocopy machine.
A provider may charge an amount necessary to cover the cost of labor and materials for furnishing a copy of an X-ray or similar special medical record. If the provider does not have the ability to reproduce X-rays or other records requested, the person making the request may arrange, at his or her expense, for the reproduction of such records.
The fee for copying records shall not exceed $1.00 per page or $100.00 per record for the first 100 pages.
For records which contain more than 100 pages, a copying fee of no more than $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.
A search fee of no more than $10.00 per patient per request. (Although the patient may have had more than one admission, and thus more than one record is provided, only one search fee shall be permitted for that request. The search fee is permitted even though no medical record is found as a result of the search.)
$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.
If the licensee is electing to provide a summary in lieu of the actual record, the charge for the summary shall not exceed the cost that would be charged for the actual record.
The reproduction of x-rays or any other material within a patient record which cannot be routinely copied or duplicated on a commercial photocopy machine shall be no more than the actual cost of the duplication of the materials, or the fee charged to the licensee for duplication, plus an administrative fee of the lesser of $10.00 or 10 percent of the cost of reproduction to compensate for office personnel time spent retrieving or reproducing the materials and overhead costs.
Hospitals may charge a basic retrieval or processing fee, which must include the fee for providing the first 10 pages of copies and which may not exceed $49.26
$1.66 per page for the 11th through the 60th page
$0.81 per page for the 61st through the 400th page
$0.44 per page for any remaining pages of the provided copies
If the requested records are stored on microfilm, a retrieval or processing fee, which must include the fee for providing the first 10 pages of the copies and which may not exceed $75.04 and $1.71 per page thereafter
If the requested records are provided on a digital or other electronic medium and the requesting party requests delivery in a digital or electronic medium, including electronic mail a retrieval or processing fee, which may not exceed $89.24
Actual cost of mailing, shipping, or otherwise delivering the provided copies
The hospital or its agent may charge a reasonable fee for execution of an affidavit or certification of a document.
The hospital may charge a reasonable fee for written responses to a written set of questions, not to exceed $10.00 for a set
Source: Texas Health and Safety Code, §241.154(e) (adjusted based on CPI in 2020)
Paper Format: A reasonable fee for providing the requested records in paper format shall be a charge of no more than $25.00 for the first 20 pages and $0.50 per page for every copy thereafter.
Electronic Format. The physician responding to a request for such information to be provided in electronic format shall be entitled to receive a reasonable, cost-based fee for providing the requested information in electronic format.
A custodian may impose a charge that is no more than a flat $5.00 fee or no more than $0.50 per page, whichever is greater.
A custodian may charge 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.
$1.00 per page for hard copies from microfilm or other micrographic process
Fee for search and handling not to exceed $20.00
All postage and shipping costs
For x-rays- a fee for search and handling not to exceed $10.00 and the actual cost of supplies for and labor of copying the requested X-ray series or study or other imaging study
For electronic records:
$0.37 per page for up to 50 pages
$0.18 per page thereafter
Fee for search and handling not to exceed $20.00
Plus all postage and shipping costs
The total amount charged to the requester for records or papers produced in electronic format pursuant to this subsection, including any postage and shipping costs and any search and handling fee, shall not exceed $150.00 for any request made on and after July 1, 2017, but prior to July 1, 2021, or $160.00 for any request made on or after July 1, 2021.
$25.00 per X-ray series or study or other imaging study and a fee for search and handling, which shall not exceed $10.00
A per page fee of $0.20 for electronic copies, not to exceed $150.00 (including the search and handling fee)
Any applicable taxes.
$10.00 for records certified by affidavit
A reasonable cost-based fee for the labor cost if preparing the explanation or the summary and for the supplies for creating the explanation or summary
If the records are stored with a third party or a third party responds to the request for records in paper or electronic media, the provider may charge additionally for the actual charges incurred from the third party.