Record Retrieval Solutions has worked with countless insurance companies and law firms since 2014. We’ve served as a valuable asset throughout the years, allowing our clients to quickly retrieve medical/billing records at the cost dictated by each state.

The Omnibus Rule, passed on September 23, 2013, establishes labor fees for copying electronic or paper protected health information (PHI), which can include costs for time spent creating and copying each document. Here are the current copy fees per state:

Alabama

  • Search Fee: $5.00
  • −25 Pages: $1.00/page
  • 26+ Pages: $0.50/page
  • X-rays/Other Media: Actual reproduction cost

Alaska

No current laws for copying medical records on record in this state.

Arizona

A reasonable fee may be charged

Arkansas

  • Search Fee: $15.00
  • −25 Pages: $0.50
  • 26+ Pages: $0.25
  • Storage Fee: A reasonable fee may be charged for records stored off site

California

  • Copy Fee: $0.25/page
  • Microfilm: $0.50/page
  • X-rays: Actual reproduction cost
  • Attorney Rates

Colorado

  • Search Fee/−10 Pages: $18.53 flat fee
  • 11+ Pages: $0.85/page
  • 41+ Pages: $0.57/page
  • Microfilm: $1.50/page

Connecticut

Copy Fee: $0.65/page

Delaware

Paper/Electronic Records

  • −10 Pages: $2.00/page
  • 11+ Pages: $1.00/page
  • 21+ Pages: $0.90/page
  • 61+ Pages: $0.50/page
  • Microfilm/Other Media: Actual reproduction cost

Worker’s Comp

  • Search Fee: $25.00
  • −20 Pages: $1.25/page
  • 21+ Pages: $0.90/page
  • 61+ Pages: $0.30/page

District of Columbia

A reasonable fee may be charged

Florida

  • Search Fee: $1.00/year/request
  • Copy Fee: $1.00/page
  • Microfilm: $2.00/page

Worker’s Comp

  • Copy Fee: $0.50/page

Georgia

  • Search Fee: $25.88
  • −20 Pages: $0.97/page
  • 21+ Pages: $0.83/page
  • 101+ Pages: $0.66/page
  • Certification Fee: $9.70

Worker’s Comp

  • Search Fee/−150 Pages: $30.00 flat fee
  • 151+ Pages: $0.20/page
  • X-rays: $9.50/copy

Hawaii

A reasonable fee may be charged

Illinois

  • Search Fee: $31.56
  • −25 Pages: $1.18/page
  • 26+ Pages: $0.79/page
  • 50+ Pages: $0.39/page
  • Microfilm/Other Media: $1.97/page

Note: For electronic records, retrieved from a scanning, digital imaging, electronic information or other digital format in a electronic document, a charge of 50% of the per page charge for paper copies listed above. This per page charge includes the cost of each CD Rom, DVD, or other storage media.

Indiana

  • Search Fee/−10 Pages: $20.00 flat fee
  • 11+ Pages: $0.50/page
  • 51+ Pages: $0.25/page
  • Microfilm/Other Media: $1.25/page
  • Rush Fee: Additional $10 for requests completed/sent within 2 days

Iowa

A reasonable fee may be charged

Worker’s Comp

  • −20 Pages: $20
  • 21+ Pages: $20 + $1/page
  • 31+ Pages: $30 + $0.50/page
  • 101+ Pages: $65 + $0.25 per page
  • 201+ Pages: $90 + $0.10/page

Kansas

A cost-based fee may be charged

Worker’s Comp

  • −10 Pages: $16.00 flat fee
  • 11+ Pages: $12.00 flat fee (+ $16.00 = $28.00 total)
  • 50+ Pages: $0.35/page

Kentucky

  • First copy request from patient: FREE
  • Second copy request (same patient and same records): $1.00/page

Worker’s Comp

  • Copy Fee: $0.50/page

Louisiana

Paper/Microfilm Records

  • Search Fee: $25.00
  • −25 Pages: $1.00/page
  • 26+ Pages: $0.50/page
  • 351+ Pages: $0.25/page

Electronic Records

  • Search Fee: $25.00
  • −25 Pages: $1.00/page
  • 26+ Pages: $0.50/page
  • 351+ Pages: $0.25/page
  • Max Fee: $100.00/request

X-rays

  • From hospitals: $20 flat fee + reasonable production costs
  • From other healthcare providers: $10 flat fee + reasonable production costs

Worker's Comp

  • First Request: FREE
  • Second Request: $0.50/page

Maine

Paper Records

  • Per Page: $5.00
  • 2+ Pages: $0.45/page
  • Max Fee: $250.00/request

Electronic Records

  • A reasonable fee may be charged
  • Max Fee: $150.00/request

Maryland

  • Search Fee: $22.88
  • Copy Fee: $0.76/page

Massachusetts

  • Search Fee: $22.32
  • −100 Pages: $0.76/page
  • 101+ Pages: $0.39/page
  • X-rays/Other Media: Actual reproduction cost
  • Social Security: FREE for request to support a claim, but must be specified in the request letter

Michigan

  • Search Fee: $23.71
  • −20 Pages: $1.19/page
  • 21+ Pages: $0.60/page
  • 51+ Pages: $0.23/page

Worker's Comp

  • Records Requested for Dates of Injury: $0.75/page
  • Records Requested Prior to/Outside of Injury: $0.75/page + $10.00 search fee

Note: "A 'patient' shall not be charged the initial fee for their own medical record. However, a patient may be charged the other permitted fees (e.g., the per page fees)."

Minnesota

  • Search Fee: $19.42
  • Copy Fee: $1.46/page
  • X-rays: $10 search fee + actual reproduction cost per page

Mississippi

  • Search Fee/−20 Pages: $20.00 flat fee
  • 21+ Pages: $1.00/page
  • 81+ Pages: $0.50/page
  • Search/Storage Fee: $15.00 (charged for records retrieved off site)
  • Certification Fee: $25.00

Worker's Comp

  • -5 Pages: $15.00/admission
  • 6+ Pages: $0.50/page/admission + fee for -5 pages
  • Max Fee: $50.00/admission, excluding postage/handling/retrieval fees

Missouri

Paper Records

  • Search Fee: $27.13
  • Copy Fee: $0.62/page
  • Storage Fee: $25.40 + additional fee for records retrieved off site

Electronic Records

  • Search Fee: $27.13
  • Copy Fee: $0.62/page
  • Max Fee: $118.85

Montana

  • Search Fee: $15.00
  • Copy Fee: $0.50/page

Nebraska

  • Search Fee: $20.00
  • Copy Fee: $0.50/page
  • X-rays/Other Media: Actual reproduction cost

Nevada

    • Copy Fee: $0.60/page
    • X-rays/Other Media: Reasonable fees may be charged

New Hampshire

  • Copy Fee: $15 flat fee (30 pages) or $0.50/page
  • X-rays/Other Media: Reasonable fees may be charged

New Jersey

Hospitals (For Attorneys Representing Patients)

  • Search Fee: $10.00
  • 100+ Pages: $1.00/page
  • 101+ Pages: $0.25/page
  • Max Fee: $200.00/admission

Clinics (For Attorneys Representing Patients)

  • Search Fee: $10.00
  • Copy Fee: $1.00/page
  • Max Fee: $100.00/admission

For Attorneys NOT Representing Patients

  • Search Fee: $10.00
  • Copy Fee: $1.00/page

New Mexico

  • −15 Pages: $30.00 flat fee
  • 16+ Pages: $0.25/page
  • X-rays/Other Media: Actual reproduction cost

New York

  • Copy Fee: $0.75/page
  • X-rays/Other Media: Actual reproduction cost

Worker’s Comp

  • Copy Fee: $0.75/page

North Carolina

  • −25 Pages: $0.75/page
  • 26+ Pages: $0.50/page
  • 100+ Pages: $0.25/page
  • Minimum Fee: $10.00

North Dakota

Paper Records

  • −25 Pages: $20 flat fee
  • 26+ Pages: $0.75/page

Electronic Records

  • −25 Pages: $30 flat fee
  • 26+ Pages: $0.25/page

Ohio

  • Search Fee: $21.65
  • 10 Pages: $1.42/page
  • 11+ Pages: $0.73/page
  • 51+ Pages: $0.29/page
  • X-rays/Other Media (recorded on film/paper): $2.35/page
  • The actual cost of postage may also be charged

Oklahoma

Paper Records

  • Search Fee: $10.00
  • Copy Fee: $0.50/page
  • X-rays/Other Media: $5.00/page
  • Postage: Actual mailing cost

Electronic Records

  • Search Fee: $10.00
  • Copy Fee: $0.30/page, max $200.00 (requires EMR)

Oregon

  • Search Fee: $30.00 (Includes pages 1-10)
  • Pages 11-50: $0.50 per page
  • Pages 51+: $0.25 per page
  • X-rays and other media: Actual cost of reproduction

Pennsylvania

  • Search Fee: $25.20
  • −20 Pages: $1.70/page
  • 21+ Pages: $1.26/page
  • 61+ Pages: $0.44/page
  • Microfilm: $2.51/page

District Attorney Requests

  • Copy Fee: $25.20 flat fee

SSA Requests

  • Copy Fee: $31.94 flat fee

Electronic Records

  • Pursuant to 42 U.S.C. § 17935(e), if a health care provider uses or maintains health records in an electronic format with respect to protected health information of an individual, such individual shall have a right to obtain from the health care provider a copy of such information in an electronic format. The individual also has a choice to direct the health care provider to transmit electronically a copy of the health record directly to an entity or person designated by the individual, provided that any such choice is clear, conspicuous, and specific. Any fee that the health care provider may impose for providing such information (or a summary or explanation of such information) in an electronic format shall not be greater than the labor costs in responding to the request. The Department of Health and Human Services has stated that the labor costs may not include costs associated with searching for and retrieving the requested information.

Rhode Island

Paper Records

  • −50 Pages: $0.75/page
  • 51+ Pages: $0.50/page

Electronic Records

  • Copy Fee: $0.10/page
  • X-rays/Other Media: Reasonable costs, but not exceed $25.00
  • Max Fee: $25.00
  • Rush Fee: $20.00 (for requests completed and delivered within 48 hours)

South Carolina

Paper Records

  • $0.73 per page for the first 30 pages
  • $0.56 per page for all pages following the first 30 pages
  • Clerical fee not to exceed $28.37
  • Max fee for electronic records: $227.00 per admission
  • Plus actual postage and applicable sales tax
  • X-rays: The cost of materials and supplies used to duplicate the X-ray and the labor and overhead costs associated with the duplication
  • If no records are found, a $25.00 maximum clerical fee may be charged.
  • SC Code § 44-7-325 (Adjusted based on CPI as of July 31, 2021)

Electronic Records

  • $0.73 per page for the first 30 pages
  • $0.56 per page for all pages following the first 30 pages
  • Clerical fee not to exceed $28.37
  • Max fee for electronic records: $170.26 (regardless of number of admissions)
  • Plus actual postage and applicable sales tax
  • X-rays: The cost of materials and supplies used to duplicate the X-ray and the labor and overhead costs associated with the duplication
  • If no records are found, a $25.00 maximum clerical fee may be charged.
  • SC Code § 44-7-325 (Adjusted based on CPI as of July 31, 2021)

South Dakota

  • Copy Fee: Actual reproduction and mailing expense

Tennessee

Clinic Records

  • −5 Pages: $20.00 flat fee
  • 6+ Pages: $0.50/page
  • Postage: Actual mailing expense

Hospital Records

  • −5 Pages: $18.00 flat fee
  • 6+ Pages: $0.85/page
  • 51+ Pages: $0.60/page
  • Postage: Actual mailing expense

Social Security

Attorneys representing patients who are applying for social security benefits and indigent may receive records for FREE. Proof of indigency affidavit may be required.

Texas

Hospital Records

  • 10 Pages: $52.12 flat fee
  • 11+ Pages: $1.76/page
  • 61+ Pages: $0.86/page
  • 401+ Pages: $0.47/page

Microfilm

  • −10 Pages: $79.39 flat fee
  • 11+ Pages: $1.81/page

Electronic Records

If the requested records are provided on a digital or other electronic medium and the requesting party requests delivery in a digital or electronic medium, including electronic mail.

  • Processing fee may not exceed $94.42

In addition, the hospital or its agent may charge the actual cost of mailing, shipping, or otherwise delivering the provided copies reasonable fee for:
(1) execution of an affidavit or certification of a document, not to exceed the charge authorized by Civil Practice and Remedies Code, §22.004; and
(2) written responses to a written set of questions, not to exceed $10.00 for a set.

Utah

Paper Records

  • Search Fee: $21.16
  • −40 Pages: $0.53/page
  • 41+ Pages: $0.32/page

Electronic Records

  • Copy Fee: 50% of the per page fee

Vermont

  • Copy Fee: $5.00 or no more than $0.50/page

Note: Attorneys representing patients who are applying for social security benefits may receive records for FREE.

Virginia

Paper Records

  • Search Fee: $20.00
  • −50 Pages: $0.50/page
  • 51+ Pages: $0.25/page

Electronic Records

  • Search Fee: $20.00
  • −50 Pages: $0.37/page
  • 51+ Pages: $0.18/page

Microfilm/Other Media

  • Search Fee: $10.00
  • Copy Fee: $1.00/page

Washington

  • Search Fee: $28.00
  • −30 Pages: $1.24/page
  • 31+ Pages: $0.94/page

West Virginia

  • Search Fee: $20.00
  • Copy Fee (Paper Records): $0.40/page
  • Copy Fee (Digital Records): $0.20/page
  • Max Fee (Electronic Records): $150

Wisconsin

Paper Records

  • Search Fee (For Non-patient Related Requests): $23.13
  • −25 Pages: $1.19/page
  • −50 Pages: $0.89/page
  • -100 Pages: $0.58/page
  • 101+ Pages: $0.35/page

Microfilm/Other Media

  • Copy Fee: $1.74/page
  • X-rays: $11.70/image
  • Certification (For Non-patient Related Requests): $9.38/request

Worker's Comp

  • Flat Fee (Electronic): $26.00
  • Search Fee (Paper): $7.50 (Includes pages 1-16)
  • Pages 17+ (Paper): $0.45 per page

Wyoming

A reasonable fee may be charged

Disclaimer: The fee statutes listed here are subject to change depending on the new rules adopted by each state. If you notice any outdated or incorrect charges, please contact us. These are meant for third-party requesters and are not inclusive of fees for patient or patient directive appeals based on HITECH Act updates. Please also note that Alaska, Idaho, and South Dakota don’t have any fee statutes in place.