STATE-BY-STATE GUIDE OF MEDICAL RECORD COPYING FEES – SOUTHEAST

THE SOUTHERN REGION

 

REGIONAL HEALTHCARE INFORMATION NEWS: In the Southern region, the Louisiana Health Information Management Association recently linked to a series of videos regarding cybersecurity and its place in healthcare systems. The videos address cybersecurity terminology, the agents of attacks and who they specifically target, the business challenges associated with maintaining cybersecurity in healthcare and, lastly, the plan to be put in place to ensure the protection of patient documents from vulnerabilities. This plan is outlined clearly in three steps: 1) improve existing systems, 2) refine web filtering and inbound email traffic, and 3) create incident response procedures in the case of an attack. More information can be found on cybersecurity and healthcare here.

 

 

Alabama Medical Record Fee Schedule

●      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

●      Postage

○      Actual cost of mailing

State of Alabama (AL) Medical Record Fees

Alabama Code Reproduction (Section 12-21-6.1)

 

Arkansas Medical Record Fee Schedule

●      Search Fee

○      $15.00

●      Pages 1 – 25

○      $0.50

●      Pages 26+

○      $0.25

●      Postage

○      Actual cost of mailing

●      Storage Fee

○      A reasonable fee may be charged if records are stored off-site.

State of Arkansas (AR) Medical Record Fees       

Arkansas Code (Section 16-46-106)

 

Delaware Medical Record Fee Schedule

●      Paper or Electronic Records

○      Page 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

State of Delaware (DE) Medical Record Fees

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 Medical Record Fee Schedule

●      A reasonable fee may be charged.

District of Columbia (D.C) Medical Record Fees

D.C. Municipal Regulations and D.C. Register (Title 17, Chapter 46, Section 12)

 

Florida Medical Record Fee Schedule

●      Search Fee

○      $1.00 (per year per request)

●      Pages 1+

○      $1.00 per page

●      Microfilm

○      $2.00 per page

State of Florida (FL) Medical Record Fees        

2011 Florida Statutes (Statute 395.3025 (1))

 

●      Worker’s Comp

○      Pages 1+

■      $0.50 per page

Florida Administrative Code & Florida Administrative Register (69L-7.601)

 

Georgia Medical Record Fee Schedule

●      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

○      Page 1 – 150

■      $30.00 flat fee

○      Pages 151+

■      $0.20 per page

●      X-rays

○      $9.50 per copy

State of Georgia (GA) Medical Record Fees

Georgia State Statute Medical Record Fees (Page 15 Section IV)

 

Kentucky Medical Record Fee Schedule

●      First copy of records

○      Free

●      Second copy of records requested by the same patient

○      $1.00 per page

Statute KRS 422.317

 

●      Worker’s Comp

○      Pages 1+

■      $0.50 per page

State of Kentucky (KY) Medical Record Fees

Kentucky Legislature (803 KAR 25:160)

 

Louisiana Medical Record Fee Schedule

●      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

○      Postage

■      Actual cost of mailing

●      Electronic 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

○      Certification Fee

■      No charge

 

●      Worker’s Comp

○      First Request

■      Free

○      Second Request

■      $0.50 per page

State of Louisiana (LA) Medical Record Fees

Louisiana State Legislature (RS 40:1165.1)

 

Maryland Medical Record Fee Schedule

●      Search Fee

○      $22.88

●      Pages 1+

○      $0.76 per page

●      Postage

○      Actual cost of mailing

State of Maryland (MD) Medical Record Fees

General Assembly of Maryland (Statute 4-304)

 

Mississippi Medical Record Fee Schedule

●      First 20 pages

○      $20.00 Flat Fee

●      Pages 21 – 80

○      $1.00 per page

●      Pages 81+

○      $0.50 pre page

●      Storage Fee

○      $15.00 (only charged if records are retrieved from an off-site location)

●      Postage

○      10% of the total charge for records

●      X-rays

○      Actual costs of reproduction

●      Certification Fee

○      $25.00

State of Mississippi (MS) Medical Record Fees

Mississippi Code of 1972 (Section 11-1-52)

 

North Carolina Medical Record Fee Schedule

●      Pages 1 – 25

○      $0.75 per page

●      Pages 26 – 100

○      $0.50 per page

●      Pages 100+

○      $0.25 per page

●      Minimum charge

○      $10.00

State of North Carolina (NC) Medical Record Fees

North Carolina General Assembly (Statute 90-411)

 

Oklahoma Medical Record Fee Schedule

●      Paper Records

○      Search Fee

■      $10.00

○      Pages 1+

■      $0.50 per page

○      X-rays, imaging and other media

■      $5.00 per page

○      Postage

■      Actual cost of mailing

●      Electronic Records

○      Pages 1+

■      $0.30/pg up to $200 (requires EMR)

○      Postage

■      Actual cost of mailing

State of Oklahoma (OK) Medical Record Fees

Oklahoma Legislature (Statute 76 Oklahoma Statute Section 19)

 

South Carolina Medical Record Fee Schedule

●      Electronic Records

○      Pages 1 – 30

■      $0.65 per page

○      Pages 31+

■      $0.50 per page

○      Certification Fee

■      $25.00

○      Maximum Fee

■      $150.00 per request

●      Paper Records

○      Pages 1 – 30

■      $0.65 per page

○      Pages 31+

■      $0.50 per page

○      Certification Fee

■      $25.00

○      Maximum Fee

■      $200.00

State of South Carolina (SC) Medical Record Fees

South Carolina Code of Laws (Title 44-7-325)

 

Tennessee Medical Record Fee Schedule

●      Clinics

○      Pages 1 – 5

■      $20.00 flat fee

○      Pages 6+

■      $0.50 per page

○      Postage

■      Actual cost of mailing

●      Hospitals

○      Pages 1 – 5

■      $18.00 flat fee

○      Pages 6 – 50

■      $0.85 per page

○      Pages 51 – 250

■      $0.60 per page

○      Postage

■      Actual cost of mailing

●      District Attorneys Only

○      No charge for records

●      Social Security

○      Attorneys providing that the patient is applying for social security benefits and indigent may receive records free of charge.

State of Tennessee (TN) Medical Record Fees

Tennessee Code (Title 63 Chapter 2 Medical Records 63-2-102) and (Annotated 68-11-304)

 

Texas Medical Record Fee Schedule

●      Hospitals

○      Pages 1 – 10

■      $45.74 flat fee

○      Pages 11 – 60

■      $1.54 per page

○      Pages 61 – 400

■      $0.76 per page

○      Pages 401+

■      $0.41 per page

○      Postage

■      Actual cost of mailing

●      Microfilm

○      Pages 1 – 10

■      $69.67 flat fee

○      Pages 11+

■      $1.54

○      Postage

■      Actual cost of mailing

●      If records are stored on digital or electronic platform

○      Search Fee

■      $82.87

○      Postage

■      Actual cost of mailing

State of Texas (TX) Medical Record Fees

Texas Health & Safety Code (§241.154)

 

Virginia Medical Record Fee Schedule

●      Search Fee

○      $10.00

●      Pages 1 – 50

○      $0.50 per page

●      Pages 51+

○      $0.25 per page

●      Microfilm and other media

○      $1.00 per page

State of Virginia (VA) Medical Record Fees

Code of Virginia (8.01-413)

 

West Virginia Medical Record Fee Schedule

●      Labor

○      $25 per hour, plus cost of materials and supplies

●      Page 1

○      $0.84

●      Pages 2+

○      $0.55 per page

 

●      Worker’s Comp:

○      No fees are charged.

State of West Virginia (WV) Medical Record Fees

West Virginia Code (§16-29-2(a))

 

 

 

 

OTHER REGIONS

 

WESTERN

MIDWEST

NORTHEAST

 

 

 

Alaska (AK)

Illinois (IL)

Connecticut (CT)

Arizona (AZ)

Indiana (IN)

Maine (ME)

California (CA)

Iowa (IA)

Massachusetts (MA)

Colorado (CO)

Kansas (KS)

New Hampshire (NH)

Hawaii (HI)

Michigan (MI)

New Jersey (NJ)

Idaho (ID)

Minnesota (MN)

New York (NY)

Montana (MT)

Missouri (MO)

Pennsylvania (PA)

Nevada (NV)

Nebraska (NE)

Rhode Island (RI)

New Mexico (NM)

North Dakota (ND)

Vermont (VT)

Oregon (OR)

Ohio (OH)

Utah (UT)

South Dakota (SD)

Washington (WA)

Wisconsin (WI)

Wyoming (WY)