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Medical Record Release Fees by State

Copy fees generally cover the time and labor involved with copying. Some states levy a separate fee for "reproduction costs" which cover materials used for copying (i.e. paper, ink, etc.). Some states set copying fees at tiered rates based on number of pages copied.


Reproduction costs refer to materials used for copying, such as paper, ink, wear on machines, etc. These are sometimes calculated separately from "copying fees."


Some state statutes specify allowed charges for postage, shipping, and handling.

Alabama

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $5.00

  • Copy Fees for First Pages

    Pages 1-25 = $1.00/ page

  • Copy Fees for Additional Pages

    Pages 26+ = $0.50/page

  • Mailing Costs

    Actual cost of postage and materials

  • Additional Fees and Costs

    Reproduction fees applied to x-rays and special records.

  • Electronic Records

    Flat fee not to exceed cost of equivalent paper records.

Alaska

  • Limit on Fees Mandated by State Law

    No

Arizona

  • Limit on Fees Mandated by State Law

    Yes- defined as "a reasonable fee"

Arkansas

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $15.00

  • Copy Fees for First Pages

    Pages 1-25 = $0.50/page

  • Copy Fees for Additional Pages

    $0.25/ additional page

  • Electronic Records

    Actual cost

  • Additional Fees and Costs

    Reasonable fees for retrieval of hospital, physicians' records, or EMS records if those records are stored off-site.

    Reasonable fees for narrative medical reports or medical review.

California

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    All pages = $0.25/ page

  • Reproduction Costs

    Labor and supplies

  • Electronic Records

    Actual cost

  • Additional Fees and Costs

    $0.50/page fee for microfilm.

    cost of reproduction for x-rays.

Colorado

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing

    $10.00 for certification

  • Copy Fees for First Pages

    Included in Search Fee

  • Copy Fees for Additional Pages

    Pages 11 - 40 : $0.85 per page

    Pages 41+ : $0.57 per page

  • Additional Fees and Costs

    Microfilm : $1.50 per page

Connecticut

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    All pages $0.65/page, all inclusive, except x-rays

  • Additional Fees and Costs

    Materials cost for x-rays.

Delaware

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $25.00 for Worker's Compensation records

  • Copy Fees for First Pages

    Pages 1-10 = $2.00/page

    Pages 11-20 = $1.00/page

  • Copy Fees for Additional Pages

    Pages 21-60 = $0.90/page

    Pages 60+ = $0.50/page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Reproduction costs for non-photocopiable records, e.g. x-rays, microfilm, etc.

  • Electronic Records

    Fee rates apply to electronic and paper records.

  • Worker's Compensation

    Fee rates: Pages 1-20 = $1.25/page

    Pages 21-60 = $0.90/page

    Pages 60+ = $0.30/page

Florida

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $1.00 for each year of records requested

  • Copy Fees for First Pages

    All pages for hospital records may not exceed $1.00/page

    Physician records pages 1-25= $1.00/page

  • Copy Fees for Additional Pages

    Physician records pages 25+= $0.50/page

  • Mailing Costs

    Actual cost plus sales tax

  • Additional Fees and Costs

    Labor, materials, and supply costs for x-rays and other special records.

  • Electronic Records

    Non-paper records may not exceed $2.00/page

  • Worker's Compensation

    Fee rates: $0.50/page

Georgia

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Up to $25.88 for search, retrieval, administrative costs.

    Certification fee up to $9.70

  • Copy Fees for First Pages

    Pages 1-20 = $0.97/ page

  • Copy Fees for Additional Pages

    Pages 21-100 = $0.83/ page

    Pages 100+= $0.66/ page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Reasonable costs for non-paper records, e.g. x-rays, monitoring strips, microfilm, etc.

  • Worker's Compensation

    Fee rates: Pages 1-150 = $30

    $0.20/ additional page

    $9.50 per copy for radiography copies; sales tax, postage

Hawaii

  • Limit on Fees Mandated by State Law

    Yes- defined as "a reasonable costs incurred by a health care provider in making

Idaho

  • Limit on Fees Mandated by State Law

    No

Illinois

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search Fee: $33.60

  • Copy Fees for First Pages

    Pages 1-25 : $1.26 per page Pages 26-50: $0.84 per page

  • Copy Fees for Additional Pages

    Pages 26 - 50: $0.84 per page

    Pages 50+: $0.42 per page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Microfilm or other media: $2.10 per page

  • Electronic Records

    Half per page rate of paper records, and includes the cost of storage media. Electronic records will be provided in electronic format when requested.

Indiana

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $20.00

  • Copy Fees for First Pages

    Pages 1-10 = $1.00/ page (no charge with labor fee)

  • Copy Fees for Additional Pages

    Microfilm and other media: $1.25 per page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    $10.00 for expedited rate; $20.00 for certified records.

Iowa

  • Limit on Fees Mandated by State Law

    Yes- defined as "a reasonable fee"

  • Worker's Compensation

    Pages 1-20 = $20.00

    Pages 21-30 = $20.00 + $1.00/page

    Pages 31-50 = $30.00+ $1.00/ page

    Pages 51-100 = $65.00+ $0.50/page

    Pages 101-200 = $0.25/ page

    200+= $90.00 = $0.10/page postage

Kansas

  • Limit on Fees Mandated by State Law

    Yes- defined as "reasonable cost-based fees."

  • Worker's Compensation

    Pages 1-10 = $16.00

    Pages 11-50 = $28.00

    50+ $28.00 + $0.35/per page

Kentucky

  • Limit on Fees Mandated by State Law

    Yes

  • Reproduction Costs

    Copying fee up to $1.00/ page for second copy of records.

  • Worker's Compensation

    Copying charges limited to $0.50/ page

Louisiana

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $25.00

  • Copy Fees for First Pages

    Pages 1-25= $1.00/ page

  • Copy Fees for Additional Pages

    Pages 26-350 = $0.50/ page

    Pages 351+ = $0.25

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Reproduction costs for x-rays and imaging plus $25.00 handling fee for hospitals and $10.00 handling fee for other providers.

  • Electronic Records

    Same per-page rate as paper records, capped at $100.00 total.

  • Worker's Compensation

    First copy of records free; additional copies $0.50/page

Maine

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Page 1 = $5.00

  • Copy Fees for Additional Pages

    Pages 2+ = $.045/ page up to $250.00 for entire treatment record or report

  • Electronic Records

    Reasonable fees may

Maryland

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $22.88

  • Copy Fees for First Pages

    All pages = not to exceed $0.76/ page

  • Mailing Costs

    Actual cost

  • Electronic Records

    Per-page fee is 75% of the per-page fee for paper records, capped at $80.00 total.

Massachusetts

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search/Retrieval Fee: $27.87

  • Copy Fees for First Pages

    Pages 1-100 at $0.94 per page

  • Copy Fees for Additional Pages

    Pages 100+ at $0.48 per page

Michigan

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search/Retrieval Fee: $28.92

  • Copy Fees for First Pages

    Pages 1-20: $1.45 per page

  • Copy Fees for Additional Pages

    Pages 21-50: $0.72 per page

    Pages 51+: $0.29 per page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Cost of preparing duplicates of non-paper documents

    additional retrieval costs for records over seven years old and stored off-site.

Minnesota

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search Fee: $21.88

  • Copy Fees for First Pages

    Pages 1+: $1.64 per page

  • Additional Fees and Costs

    $10 fee plus cost of reproduction for x-rays.

  • Worker's Compensation

    First copy, $0.75/ page plus notary fees, postage, and sales tax; additional copies add $10.00 retrieval fee.

Mississippi

  • Search Fee/ Labor Charge/ Processing Charge

    Certification Fee: $25.00

  • Copy Fees for First Pages

    Pages 1-20 = $20

  • Copy Fees for Additional Pages

    Worker's Comp:

    Pages 1-5: $15.00 (per admission)

    Pages 6+: $0.50 per page

    Max Fee: $50.00 per admission (excluding postage/handling and retrieval charges)

  • Mailing Costs

    Up to 10% of page charges for postage

  • Additional Fees and Costs

    $15.00 retrieval fee for records stored off-site.

Missouri

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search Fee: $28.57

  • Copy Fees for First Pages

    Pages 1+: $0.66 per page

  • Additional Fees and Costs

    Storage Fee: $26.75 (only charged if records are retrieved from an off-site location)

  • Electronic Records

    Max Fee for electronic records: $125.20

Montana

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $15.00

  • Copy Fees for First Pages

    All pages = $0.50/ page

Nebraska

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $20.00

  • Copy Fees for First Pages

    All pages $0.50/ page

  • Additional Fees and Costs

    Reasonable costs for duplicating non-photocopiable records.

Nevada

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    All pages = $0.60/ page

  • Additional Fees and Costs

    Reasonable costs for duplicating non-photocopiable records.

New Hampshire

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Pages 1-30 = $15.00 (flat rate applies if record is less than 30 pages)

  • Copy Fees for Additional Pages

    Pages 31+= $0.50/ page

  • Additional Fees and Costs

    Reasonable costs for duplicating non-photocopiable records.

New Jersey

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $10.00

  • Copy Fees for First Pages

    Hospital Records: Pages 1-100 = $1.00/ page

    Clinics and Physicians: Pages 1-100 = $1.00/ page, capped at $100 for full record

  • Copy Fees for Additional Pages

    Hospitals: Pages 101+ = $0.25/ page, capped at $200.

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Reasonable costs for duplicating non-photocopiable records plus administrative fee of $10 or 10% of the cost of reproduction.

New Mexico

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Pages 1-15 = $30.00

  • Copy Fees for Additional Pages

    Pages 16+ = $0.25/ page

  • Additional Fees and Costs

    Worker's Comp

    Pages 1-10 $1.00

    Pages 10+: $0.20 per page

New York

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    All pages= $0.75/ page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Actual costs for duplicating non-photocopiable records.

    No charge for original mammogram films, but postage may apply.

North Carolina

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Pages 1-25 = $0.75/ page ($10.00 minimum)

  • Copy Fees for Additional Pages

    Pages 26-100 = $0.50/ page; Pages 100+= $0.25/ page

North Dakota

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Pages 26+: $0.75 per page

  • Copy Fees for Additional Pages

    Pages 26+ = $0.50/page

  • Electronic Records

    Pages 1-25 = $30.00

    Pages 26+ = $0.25/ page

Ohio

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search Fee: $22.33

  • Copy Fees for First Pages

    Pages 1-10: $1.47 per page

  • Copy Fees for Additional Pages

    Pages 11-50: $0.76 per page

    Pages 51+: $0.30 per page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    X-rays, MRI, CAT Scan (recorded on paper or film): $22.33 (Search Fee) + $2.38 per page

Oklahoma

  • Search Fee/ Labor Charge/ Processing Charge

    Search/Retrieval Fee: $20.00

  • Copy Fees for First Pages

    All pages $0.50/ page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    $5.00/ page for x-rays and other imaging.

  • Electronic Records

    All pages $0.30/ page, capped at $200, plus delivery fee

Oregon

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Pages 1-10 = $30.00

  • Copy Fees for Additional Pages

    Pages 11-50 = $0.50/ page

    Pages 51+ = $0.25/ page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    $5.00 for records sent within 7 days of request.

    Additional cost for summary explanation if requested.

    Additional cost for reproducing x-rays, imaging, and non-written records.

Pennsylvania

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search/Retrieval Fee: $27.14

  • Copy Fees for First Pages

    Pages 1-20: $1.83 per page

  • Copy Fees for Additional Pages

    Pages 21-60 at $1.36 per page

    Pages 61+ at $0.47 per page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Microfilm: $25.20 plus $2.70 per page

  • Electronic Records

    Fee schedule same as paper records.

  • Worker's Compensation

    $28.48 flat fee for records related to Social Security claims.

Rhode Island

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Pages 1-10 = $2.50/ page

  • Copy Fees for Additional Pages

    Pages 11-60 = $0.75/ page

    Pages 61+ = $0.50/ page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Actual cost and reasonable fees for non-photocopiable records, capped at $25.00.

  • Electronic Records

    All pages $0.10/ page, capped at $25.00

  • Worker's Compensation

    No fee for records retrieved in conjunction with a Worker's Compensation claim.

South Carolina

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Clerical Fee: $28.37

  • Copy Fees for First Pages

    Pages 1-30: $0.80 per page

  • Copy Fees for Additional Pages

    Pages 31+: $0.61 per page

  • Mailing Costs

    Actual cost plus sales tax

  • Additional Fees and Costs

    Paper Records Max Fee: $248.23

  • Electronic Records

    Electronic Records Max Fee: $186.18 per request

South Dakota

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search/Retrieval Fee: $18.00

  • Copy Fees for First Pages

    Search/Retrieval Fee: $18.00

  • Copy Fees for Additional Pages

    Pages 11+ $0.33 per page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    X-rays and other media: $10.00 Imaging CDs: $15.00

  • Electronic Records

    Electronic records: $0.25 per page

Tennessee

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Physician Records: Pages 1-5 = $20.00

    Hospital Records: Pages 1-5 = $18.00

  • Copy Fees for Additional Pages

    Physician Records: Pages 6+ = $0.50/ page.

    Hospital records: Pages 6-50 = $0.85/ page.

    Pages 51-250 = $0.60/ page.

    Pages 250+ = $0.35/ page.

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    $20.00 certification fee

  • Worker's Compensation

    $10.00 for pages 1-20 (or fewer)

    Pages 21+ = $0.25/ page

Texas

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search/Retrieval Fee: $52.12

  • Copy Fees for First Pages

    Pages 11-60: $1.76 per page

  • opy Fees for Additional Pages

    Pages 61-400: $0.86 per page

    Pages 401+: $0.47 per page

  • Reproduction Costs

    Providers may charge additional reasonable fees for supplies and labor.

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Notarized Records/Affidavits $7.00

  • Electronic Records

    Electronic Records Search/Retrieval Fee: $52.12

    Electronic Records Pages 1-24: $1.76 per page

    Electronic Records Pages 25+: Non-billable

    Electronic Records Notarization/Affidavits $7.00

Utah

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search Fee: $30.00

  • Copy Fees for First Pages

    Pages 1-40: $0.53 per page

  • Copy Fees for Additional Pages

    Pages 41+: $0.32 per page

  • Mailing Costs

    Actual cost plus sales tax

  • Electronic Records

    Max Fee: $150.00

    Electronic Records Pages 1-40: $0.27 per page

    Electronic Records Pages 41+: $0.16 per page

Vermont

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    The larger fee of either a flat rate of $5.00 or $0.50/ page.

  • Additional Fees and Costs

    Reasonable fees for duplicating x-rays, imaging and other records maintained in non-paper format.

Virginia

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $20.00

  • Copy Fees for First Pages

    Pages 1-50 = $0.50/ page

  • Copy Fees for Additional Pages

    Pages 51+ = $0.25/ page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    $20.00 search fee and $1.00/ page for copies of microfilm or micrographic process.

  • Electronic Records

    Max Fee: $160.00

Washington

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Search Fee: $28.00

  • Copy Fees for First Pages

    Pages 1-30: $1.24 per pagePages 31+: $0.94 per page

  • Copy Fees for Additional Pages

    Pages 31+ = $0.88/ page

West Virginia

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    Retrieval Fee: $26.72

  • Copy Fees for First Pages

    Pages 1-25: $1.35 per page

  • Copy Fees for Additional Pages

    Pages 26-50: $1.01 per page

    Pages 51-100: $0.66 per page

    Pages 101+: $0.39 per page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Microfilm: $1.98 per page

    X-ray Images: $13.33 per image

  • Electronic Records

    Worker's Comp

    Paper Records Search Fee: $7.50 (includes pages 1-16)

    Paper Records Pages 17+: $0.45 per page

Wisconsin

  • Limit on Fees Mandated by State Law

    Yes

  • Search Fee/ Labor Charge/ Processing Charge

    $22.19

  • Copy Fees for First Pages

    Pages 1-25 = $1.12/ page

  • Copy Fees for Additional Pages

    Pages 26-50 = $0.84/ page

    Pages 51-100 = $0.55/ page

    Pages 101+ = $0.33/ page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    $1.65/ page for microfilm or microfiche. $11.07 per image for x-rays. Certification fee $8.87

  • Electronic Records

    Pages 1-16 = $7.50

    Pages 17+ = $0.45/ page

Wyoming

  • Limit on Fees Mandated by State Law

    Yes- defined as "a reasonable fee".

District of Columbia

  • Limit on Fees Mandated by State Law

    Yes- defined as "a reasonable fee".

  • Search Fee/ Labor Charge/ Processing Charge

    Search Fee: $22.88

  • Copy Fees for First Pages

    $0.88 per page

  • Electronic Records

    $0.66 per page, $86.54 Max fee

Puerto Rico

  • Limit on Fees Mandated by State Law

    No