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

THE NORTHEAST REGION

 

REGIONAL HEALTHCARE INFORMATION NEWS: The Connecticut Health Information Management Association (CHIMA) will be participating in the annual Leadership Symposium and Hill Day for the first time in several years. They are looking forward to discussing a variety of topics that will be presented on. Presentations include social media, advocacy, leading privacy in a new world, leading health through applied informatics, advocating on behalf of the consumer, MyHealthID, and Telehealth. MyHealthID in particular has been a topic of national discussion as of late. It was launched on March 20th and asks the White House to remove the budget ban preventing the U.S. Department of Health and Human Services from finding a patient identification solution. This solution would address the risk of incorrect patient matching as a result of the increased use of electronic health records. More information can be found on MyHealthId here.

 

Connecticut

●      Pages 1+

○      $0.65 per page

●      Postage

○      Actual cost of mailing

●      Social Security

○      No charge if the request is proven to support a claim under the Social Security Act. Proper documentation must be submitted with the request.

State of Connecticut (CT) Medical Record Fees

Connecticut General Assembly (General Statute 19a-490b)

 

Maine

●      Paper Records

○      Page 1

■      $5.00

○      Pages 2+

■      $0.45 per page

○      Maximum Fee

■      $250.00 per request

●      Electronic Records

○      A reasonable fee may be charged.

○      Maximum Fee

■      $150.00 per request

State of Maine (ME) Medical Record Fees

Maine Revised Statutes (Title 22 Part 4 Chapter 401 Section 1711-A)

 

Massachusetts

●      Search Fee

○      $22.32

●      Pages 1 – 100

○      $0.76 per page

●      Pages 100+

○      $0.39 per page

●      X-rays and other media

○      Actual cost of reproduction

●      Social Security

○      No charge for a request to support a claim under the social security act. Must be specified in the request letter.

State of Massachusetts (MA) Medical Record Fees

The 189th General Court of the Commonwealth of Massachusetts (Title XVI, Ch III, Section 70)

 

New Hampshire

●      Pages 1 – 30

○      $15 flat fee or $0.50 per page, depending on which is greater

●      X-rays and other media

○      Reasonable fees may be charged.

State of New Hampshire (NH) Medical Record Fees

New Hampshire Revised Statutes Annotated Index (Title XXX Occupations and Professions Chapter 332-I Medical Records)

 

New Jersey

●      Hospitals

○      Search Fee

■      $10.00

○      Pages 1 – 100

■      $1.00 per page

○      Pages 101+

■      $0.25 per page

○      Maximum Fee

■      $200.00

●      Clinic

○      Search Fee

■      $10.00

○      Pages 1+

■      $1.00 per page

○      Maximum Fee

■      $100.00

●      Attorneys that DO NOT represent the patient

○      Search Fee

■      $10.00

○      Pages 1+

■      $1.00 per page

○      Postage

■      15% of record copying costs

○      Certification Fee

■      $10.00

State of New Jersey (NJ) Medical Record Fees

State of New Jersey 215th Legislature (P.L. 1971, c.136 (C.26:2H-1))

 

New York

●      Pages 1+

○      $0.75 per page

●      X-rays and other media

○      Actual cost of reproduction

State of New York (NY) Medical Record Fees

New York State Department of Health (Statute Sections 17 & 18 of Public Health Law (PHL))

 

Pennsylvania

●      Search Fee

○      $21.69

●      Pages 1 – 20

○      $1.46 per page

●      Pages 21 – 60

○      $1.08 per page

●      Pages 61+

○      $0.36 per page

●      Microfilm

○      $2.16 per page

●      Postage

○      Actual cost of mailing

●      District Attorney

○      $21.69 Flat Fee Only

State of Pennsylvania (PA) Medical Record Fees

Pennsylvania Department of Health (44 Pa.B. 7617)

 

Rhode Island

●      Paper Records

○      Pages 1 – 50

■      $0.75 per page

○      Pages 51+

■      $0.50 per page

●      Electronic Records:

○      Pages 1+

■      $0.10 per page

○      Maximum Fee

■      $25.00

○      Rush Fee

■      $20.00 (only if request is fulfilled and records are delivered within 48 hours)

●      X-rays and other media

○      Reasonable costs not to exceed $25.00

State of Rhode Island (RI) Medical Record Fees

State of Rhode Island and Providence Plantations Department of Health (R5-37- MD/DO Section 11.2)

 

Vermont

●      Page 1+

○      $5 flat fee or up to $0.50 per page, whichever is greater

●      Social Security

○      No charge for any request made under the provision of the Secure Security Act.

State of Vermont (VT) Medical Record Fees

Vermont State Codes and Statutes (Title 18 Chapter 221 Section 9419)

 

 

OTHER REGIONS:

 

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Medical Record Fees By State and Statute:

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