State-by-State Guide of Medical Record Copying 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.
*PLEASE NOTE: Fees are subject to change based on new laws passed in each state throughout a calendar year. We will do our best to update this list as we receive new, verified statute information. If you notice a fee is incorrect or outdated, please Contact Us. --- There are currently no fee statutes in place for Alaska, Idaho, and South Dakota. --- These fees are set forth by each state's law and DO NOT reflect charges for the patient or patient directive requests, which will vary based on new updates to the HITECH ACT, valid as of 4/2016.
Alabama
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
Per Section 12-21-6.1 Alabama Code Reproduction
Arizona
A reasonable fee may be charged.
Arkansas
Search Fee: $15.00
Pages 1-25: $0.50 per page
Pages 26+: $0.25 per page
California
Search Fee: $4.00 (or $6.00 depending on requestor)
Evidence Fee: $15.00
Pages 1+: $0.10 per page
Microfilm: $0.20 per page
Cal. Evid. Code § 1158 (2), Cal. Evid. Code § 1563 (6)
Colorado
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
6CCR 1011-1 Chapter 2 Part 5.2.3.4
Connecticut
Pages 1+: $0.65 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, Section 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
A reasonable fee may be charged.
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
X-rays: $9.50 per copy
Hawaii
A reasonable fee may be charged.
Hawaii Revised Statute Section 622-57(g)
Illinois
Search Fee: $29.09
Pages 1 - 25: $1.09 per page
Pages 26 - 50: $0.73 per page
Pages 50+: $0.36 per page
Microfilm or other media: $1.82 per page
Worker’s Comp:
Search Fee: $20.00 flat fee
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 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
Statute Title 22 Part 4 Chapter 401 Section 1711-A
Maryland
Paper Records
Search Fee: $22.88
Pages 1+: $0.83 per page
Electronic Records
Search Fee: $22.88
Pages 1+: $0.62 per page
Max Fee : $81.63 per request
Massachusetts
Search Fee: $25.01
Pages 1 - 100: $0.84 per page
Pages 100+: $0.43 per page
Social Security: No charge for a request to support a claim under the social security act. Must provide proper documentation.
Michigan
Search Fee: $25.38
Pages 1 - 20: $1.27 per page
Pages 21 - 50: $0.63 per page
Pages 51+: $0.25 per page
Public Act 47 of 2004. MCL 333.26269
Minnesota
Search Fee: $19.19
Pages 1+: $1.44 per page
X-rays: $10 Search Fee + the actual per page cost of reproduction
Worker's Comp:
Records Requested For Dates of Injury Only:
Pages 1+ : $0.75 per page
Records Requested For Dates Prior To / Outside of Injury:
Search Fee: $10.00
Pages 1+ : $0.75 per page
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 above $15 fee)
Max Fee: $50.00 per admission (excluding postage/handling and retrieval charges)
Missouri
Paper Records:
Search Fee: $26.06
Pages 1+: $0.60 per page
Storage Fee: $24.40 (Additional fee if records are retrieved from an off-site location)
Max Fee for electronic records: $114.17
Montana
Search Fee: $15.00
Pages 1+: $0.50 per page
Montana Code Annotated 50-16-540
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
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
N.J.A.C. 8:43G-15.3, N.J.A.C. 13:35-6.5
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 Dakota
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: $20.42
Pages 1 - 10: $1.34 per page
Pages 11 - 50: $0.69 per page
Pages 51+: $0.27 per page
X-rays, MRI, CAT Scan (recorded on paper or film): Search Fee + $2.27 per page
Ohio Revised Code Section 3701.742
Oklahoma
Search Fee: $10.00
Pages 1+: $0.30 per page
X-rays, imaging and other media: $5.00 per page
Max Fee: $200.00
Statute 76 Oklahoma Statute Section 19
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
Search Fee: $23.73
Pages 1 - 20: $1.60 per page
Pages 21 - 60: $1.19 per page
Pages 61+: $0.41 per page
Microfilm: $23.73 + $2.36 per page
District Attorney Requests:
$23.73 Flat Fee Only
SSA Requests:
$30.08 Flat Fee Only
Rhode Island
Pages 1 - 10: $2.50 per page
Pages 10 - 50: $0.75 per page
Pages 51+: $0.50 per page
South Carolina
Search Fee: $26.82
Pages 1 - 30: $0.69 per page
Pages 31+: $0.53 per page
Max Fee for Electronic: $160.94
South Dakota
No fee schedule currently in place.
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
Hospital:
Search Fee: $48.77 (includes pages 1 - 10)
Pages 11 - 60: $1.64 per page
Pages 61 - 400: $0.80 per page
Pages 401+: $0.44 per page
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: $21.16
Pages 1 - 40: $0.53 per page
Pages 41+: $0.32 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.
Title 18 Chapter 221 Section 9419
Virginia
Electronic Records:
Search Fee: $20.00
Pages 1 - 50: $0.37 per page
Pages 51+: $0.18 per page
Max Fee: $150.00
Paper Records:
Search Fee: $20.00
Pages 1 - 50: $0.50 per page
Pages 51+: $0.25 per page
Max Fee: $150.00
Microfilm and other media:
Search Fee: $20.00
Pages 1+: $1.00 per page
Washington
Search Fee: $26.00
Pages 1 - 30: $1.17 per page
Pages 31+: $0.88 per page
West Virginia
Search Fee : $20.00
Pages 1+ (paper records): $0.40 per page
Pages 1+ (electronic records): $0.20 per page
Max Fee (electronic records): $150
Wisconsin
Paper Records:
Search Fee: $23.13
Pages 1 - 25: $1.17 per page
Pages 26 - 50: $0.88 per page
Pages 51 - 100: $0.57 per page
Pages 101+ $0.34 per page
Microfilm and other media: $22.19 + $1.72 per page
X-rays : $22.19 + $11.54 per series
Certification (if request is NOT patient or patient's personal representative) : $9.25 per request
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