If you’ve ever tried charging for medical records, you understand just how complicated the calculations can be. Figuring out the best compliant price requires a firm understanding of HIPAA regulations and state limitations on copying fees.
In this article, we’ll go state-by-state to provide the current copying fees to help you estimate request costs. Remember, even if a state does not have specific pricing statutes, all patients are covered by the HIPAA baseline.
Please be aware that these pricing statutes may change with future legislation, and specific cases may have different copying fees. This article is not legal advice, and all information provided should be independently confirmed before use.
Alabama
Search Fee: $5.00
Pages 1-25: $1.00 per page
Pages 26+: $0.50 per page
Mailing / X-rays / Other Special Media: Actual cost of reproduction
Section 12-21-6.1 Alabama Code
Alaska
Alaska does not have specific medical record copying fees to set pricing limitations.
Statute 18.23.005
Arizona
Arizona does not have specific medical record copying fees to set pricing limitations.
Statute 12-2295
Arkansas
Search Fee: $15.00 per page
Pages 1-25: $0.50 per page
Pages 26+: $0.25 per page
A reasonable retrieval fee may be charged for off-site records.
Section 16-46-106
California
Pages 1+: $0.25 per page
Microfilm: $0.50 per page
X-rays: Actual cost of reproduction
A reasonable, cost-based clerical fee is allowed
Health and Safety Code Section 123110(b)
Colorado
Search Fee: $18.53 flat fee (First ten pages or fewer)
Pages 11-40: $0.85 per page
Pages 41+: $0.57 per page
Microfilm: $1.50 per page
$10.00 for certification of the medical records
Actual postage and electronic media costs
Rule 18-Medical Fee Schedule 18-6
Connecticut
Pages 1+: $0.65 per page
X-rays: Actual cost of reproduction
CT Gen Stat 19a-490b
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
Actual cost of postage or shipping
Delaware Administrative Code, Title 24: 24 Del Code, Chapter 1700, Section 16
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
Delaware Administrative Code, Title 19: 19 Del Code, Chapter 1300, Section 4
District of Columbia
Search Fee: $22.88
Electronic Records: $0.66 per page, $86.54 Max fee
Non-electronic Refcords: $0.88 per page
D.C. Act 24-728
Florida
Search Fee: $1.00 (Per year per request)
Pages 1+: $1.00 per page
Microfilm: $2.00 per page
Statute 395.3025 (1)
Worker’s Comp:
Pages 1+: $0.50 per page
69L-7.601
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
O.C.G.A. 31-33-3
Worker’s Comp:
Search Fee: $30.00 flat fee (first 150 pages)
Pages 151+: $0.20 per page
X-rays: $9.50 per copy
Page 15 Section IV
Hawaii
Hawaii does not have specific medical record copying fees to set pricing limitations but does require fees to be cost-based.
Hawaii Revised Statute Section 622-57(g)
Idaho
Idaho does not have specific medical record copying fees to set pricing limitations.
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
Code of Civil Procedure 735 ILCS 5/8-2001(d) and (h)
Indiana
Search Fee: $20.00 flat fee (first 10 pages)
Pages 11- 50: $0.50 per page
Pages 51+: $0.25 per page
Microfilm and other media: $1.25 per page
Affidavit/Certification: $20.00
Rush Fee: Additional $10 if the request is fulfilled within two days
760 IAC 1-71-3(a)
Iowa
Arizona does not have specific medical record copying fees to set pricing limitations but does require fees to be cost-based.
Statute 760 IAC 1-7-71-3
Worker’s Comp:
$20 for 1-20 pages
Pages 21-30: $1.00 per page
Pages 31-100: $0.50 per page
Pages 101-200: $0.25 per page
Pages 201+: $0.10 per page
§ 876.8.9
Kansas
Kansas does not have specific medical record copying fees to set pricing limitations but does require fees to be cost-based.
K.S.A. 65-4971(b)
Worker’s Comp:
Pages 1-10: $16.00 flat fee
Pages 11-50: $12.00 flat fee (+ $16.00 = $28.00 total)
Pages 50+: $0.35 per page
Xrays: $5.00 per image
Division of Worker’s Compensation Fee Schedule
Kentucky
First copy of records is free to the patient.
A second copy of records requested by the same patient for the same records: $1.00 per page
Statute KRS 422.317
Worker’s Comp:
Pages 1+: $0.50 per page
803 KAR 25:160
Louisiana
Paper & Microfilm Records
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 flat fee (for hospitals) + reasonable production costs
$10 flat fee (for all other healthcare providers) + reasonable production costs
Worker’s Comp
First Request: Free
Second Request: $0.50 per page
RS 40:1165.1
Maine
Paper Records
Page 1: $5.00
Pages 2+: $0.45 per page
Max Fee: $250.00 per request
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
Search Fee: $22.88
Pages 1+: $0.76 per page
Electronic Records Pages 1+ = $0.57/page (limit of $80)
Statute 4-304
Massachusetts
Pages 1-100 at $0.94 per page
Pages 100+ at $0.48 per page
Search/Retrieval Fee: $27.87
Social Security: No charge for a request to support a claim under the social security act.
Title XVI, Ch III, Section 70
Michigan
Search/Retrieval Fee: $28.92
Pages 1-20: $1.45 per page
Pages 21-50: $0.72 per page
Pages 51+: $0.29 per page
Public Act 47 of 2004. MCL 333.26269
Minnesota
Search Fee: $21.88
Pages 1+: $1.64 per page
X-rays: $10 Search Fee + actual cost of reproduction
Statute 144.292
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
MN Rules 5219.03
Mississippi
Search Fee: $20.00 Flat Fee (first 20 pages)
Pages 21-100: $1.00 per page
Pages 100+: $0.50 per page
X-rays and other media: Actual cost of reproduction
Retrieval Fee for Offsite Records: $15.00
Certification Fee: $25.00
Postage and Handling: 10% total charge
Actual costs of reproducing X-rays or other special records may be included.
Section 11-1-52, Mississippi Code of 1972
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)
MS Worker’s Comp
Missouri
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
Section 191.227.5
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
Statute 71-8404
Nevada
Pages 1+: $0.60 per page
X-rays and other media: Reasonable fees may be charged
NRS 629.061
New Hampshire
Charges are based on which is greater: a $15 flat fee for the 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
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
Clinic (Attorneys representing patients, Insurance, Subpoenas):
Search Fee: $10.00
Pages 1+: $1.00 per page
Max Fee: $100.00
P.L. 1971, c.136 (C.26:2H-1)
New Mexico
Pages 1-15: $30.00 flat fee
Pages 16+: $0.25 per page
X-rays and other media: Actual cost of reproduction
Statute 16.10.17.8
Worker’s Comp
Pages 1-10 $1.00
Pages 10+: $0.20 per page
N.M. Code R. § 11.4.7.13
New York
Pages 1+: $0.75 per page
X-rays and other media: Actual cost of reproduction
Statute Sections 17 & 18 of Public Health Law (PHL)
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
Statute 90-411
North Dakota
Paper Records:
Pages 1-25: $20 Flat Fee
Pages 26+: $0.75 per page
Electronic Records:
Pages 1-25: $30 Flat Fee
Pages 26+: $0.25 per page
ND Cent Code Section 23-12-14
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): $22.33 (Search Fee) + $2.38 per page
Ohio Revised Code Section 3701.742
Oklahoma
Paper Records Pages 1+: $0.50 per page
Electronic Record Pages 1+: $0.30 per page
Search/Retrieval Fee: $20.00
Maximum Fee: $200.00
Statute 76 Oklahoma Statute Section 19
Oregon
Pages 1-10: $30.00 Flat Fee
Pages 11-50: $0.50 per page
Pages 51+: $0.25 per page
X-rays and other media: Actual cost of reproduction
Postage: Actual cost of mailing
Statute ORS 192.521
Pennsylvania
Pages 1-20: $1.83 per page
Pages 21-60 at $1.36 per page
Pages 61+ at $0.47 per page
Microfilm copies: $2.70 per page
Search/Retrieval Fee: $27.14 (Cannot be charged if the requestor is requesting their own records)
Microfilm: $25.20 plus $2.70 per page
District Attorney Requests:
$27.14 Flat Fee
SSA Requests:
$34.40 Flat Fee
42 Pa.C.S. §§ 6152, 6152.1, and 6155
Rhode Island
Pages 1-10: $2.50 per page
Pages 10-50: $0.75 per page
Pages 51+: $0.50 per page
R5-37- MD/DO Section 11.2
South Carolina
Clerical Fee: $28.37
Pages 1-30: $0.80 per page
Pages 31+: $0.61 per page
Electronic Records Max Fee: $186.18 per request
Paper Records Max Fee: $248.23
44-7-325
South Dakota
Paper records: $10.00 flat fee (Pages 1-10)
Pages 11+ $0.33 per page
Electronic records: $0.25 per page
X-rays and other media: $10.00
Imaging CDs: $15.00
Search/Retrieval Fee: $18.00
Certification Fee: $10.00
Postage: Actual cost of mailing
36–2-16
Tennessee
Clinic Records:
Pages 1-5: $20.00 flat fee
Pages 6+: $0.50 per page
Postage: Actual cost of mailing
Hospital Records:
Pages 1-5: $18.00 flat fee
Pages 6-50: $0.85 per page
Pages 51-250: $0.60 per page
Pages 251+: $0.35 per page
Postage: Actual cost of mailing
Title 63 Professions Of The Healing Arts/Chapter 2 Medical Records/63-2-102 and Tennessee Code Annotated 68-11-304
Texas
Hospitals
Pages 1-10: Flat Fee of $52.12 (Search/Retrieval Fee Included)
Pages 11-60: $1.76 per page
Pages 61-400: $0.86 per page
Pages 401+: $0.47 per page
Notarized Records/Affidavits $7.00|
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
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)
22 Tex. Admin. Code § 165.2
Utah
Search Fee: $30.00
Pages 1-40: $0.53 per page
Pages 41+: $0.32 per page
Max Fee: $150.00
Electronic Records Pages 1-40: $0.27 per page
Electronic Records Pages 41+: $0.16 per page
78B-5-618
Vermont
A flat fee of $5 or no more than $0.50 per page, whichever is greater.
Social Security: No charge
Title 18 Chapter 221 Section 9419
Virginia
Search Fee: $20.00
Paper Records Pages 1-50: $0.50 per page
Paper Records Pages 51+: $0.25 per page
Electronic Records Pages 1-50: $0.37 per page
Electronic Records Pages 51+: $0.18 per page
Max Fee: $160.00
8.01-413
Washington
Search Fee: $28.00
Pages 1-30: $1.24 per page
Pages 31+: $0.94 per page
WAC 246-08-400
West Virginia
Search Fee: $20.00
Paper Records Pages 1+: $0.40 per page
Electronic Records Pages 1+: $0.20 per page
Electronic Records Max Fee: $150
§16-29-2
Wisconsin
Retrieval Fee: $26.72
Pages 1-25: $1.35 per page
Pages 26-50: $1.01 per page
Pages 51-100: $0.66 per page
Pages 101+: $0.39 per page
Microfilm: $1.98 per page
X-ray Images: $13.33 per image
Actual shipping costs
146.83 (3f)(c)2
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 per page
Wis WC 102.13(2)(b)
Wyoming
Wyoming does not have specific medical record copying fees to set pricing limitations but does require fees to be cost-based.
Title 35, Chapter 2, Article 6, Section 35-2-611(b)
