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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.

For comparison only. State rates change often, and B2B pricing is handled separately - contact us for current quotes.

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

  • Mailing Costs

    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 Charge

    $10.00 for certification

  • Copy Fees for First Pages

    Included in Search Fee

  • Copy Fees for Additional Pages

    Pages 11-40: $0.85/page

    Pages 41+: $0.57/page

  • Additional Fees and Costs

    Microfilm: $1.50/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 61+: $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

    Pages 1-20: $1.25/page

    Pages 21-60: $0.90/page

    Pages 61+: $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 26+: $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

    $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 101+: $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/copy for radiography copies; sales tax, postage

Hawaii

  • Limit on Fees Mandated by State Law

    Yes - defined as "Reasonable costs incurred by a health care provider in making copies of medical records shall be borne by the requesting person."

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/page

    Pages 26-50: $0.84/page

  • Copy Fees for Additional Pages

    Pages 51+: $0.42/page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Microfilm or other media: $2.10/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/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

    Pages 201+: $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

    Pages 51+: $28.00 + $0.35/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

    Pages 1: $5.00

  • Copy Fees for Additional Pages

    Pages 2+: $0.45/page up to $250.00 for entire treatment record or report

  • Electronic Records

    Reasonable fees

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: $0.94/page

  • Copy Fees for Additional Pages

    Pages 101+: $0.48/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/page

  • Copy Fees for Additional Pages

    Pages 21-50: $0.72/page

    Pages 51+: $0.29/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/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

  • Limit on Fees Mandated by State Law

    Yes

  • 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/admission

    Pages 6+: $0.50/page

    Max Fee: $50.00/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/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

  • Search Fee/Labor Charge/Processing Charge

    $20.00

  • 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

    Hospital Records:

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

  • 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/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 101+: $0.25/page

North Dakota

  • Limit on Fees Mandated by State Law

    Yes

  • Copy Fees for First Pages

    Pages 1-25: $0.75/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/page

  • Copy Fees for Additional Pages

    Pages 11-50: $0.76/page

    Pages 51+: $0.30/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/page

Oklahoma

  • Limit on Fees Mandated by State Law

    Yes

  • 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/page

  • Copy Fees for Additional Pages

    Pages 21-60: $1.36/page

    Pages 61+: $0.47/page

  • Additional Fees and Costs

    Microfilm: $25.20 plus $2.70/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/page

  • Copy Fees for Additional Pages

    Pages 31+: $0.61/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/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 (Paper records)

    Pages 1-10: $10.00 flat fee

  • Copy Fees for Additional Pages

    Pages 11+: $0.33/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/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/page

  • Copy Fees for Additional Pages

    Pages 61-400: $0.86/page

    Pages 401+: $0.47/page

  • 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/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/page

  • Copy Fees for Additional Pages

    Pages 41+: $0.32/page

  • Mailing Costs

    Actual cost plus sales tax

  • Electronic Records

    Max Fee: $150.00

    Electronic Records Pages 1-40: $0.27/page

    Electronic Records Pages 41+: $0.16/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/page

  • Copy Fees for Additional Pages

    Pages 31+: $0.94/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/page

  • Copy Fees for Additional Pages

    Pages 26-50: $1.01/page

    Pages 51-100: $0.66/page

    Pages 101+: $0.39/page

  • Mailing Costs

    Actual cost

  • Additional Fees and Costs

    Microfilm: $1.98/page

    X-ray Images: $13.33/image

  • Electronic Records

    Worker's Comp

    Electronic Records Flat Fee: $26.00

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

    Paper Records Pages 17+: $0.45/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

    Microfilm or microfiche: $1.65/page

    X-ray Images: $11.07/image

    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/page

  • Electronic Records

    $0.66/page, $86.54 Max 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/page

  • Electronic Records

    $0.66/page, $86.54 Max fee