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

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: $27.91
  • −25 Pages: $1.05/page
  • 26+ Pages: $0.70/page
  • 50+ Pages: $0.35/page
  • Microfilm/Other Media: $1.74/page

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

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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: $20.68
  • −10 Pages: $1.36/page
  • 11+ Pages: $0.70/page
  • 51+ Pages: $0.28/page
  • X-rays/Other Media (recorded on film/paper): $2.30/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: $23.73
  • −20 Pages: $1.60/page
  • 21+ Pages: $1.19/page
  • 61+ Pages: $0.41/page
  • Microfilm: $2.36/page

District Attorney Requests

  • Copy Fee: $23.73 flat fee

SSA Requests

  • Copy Fee: $30.08 flat fee

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

  • $0.65 per page for the first 30 pages
  • $0.50 per page for all pages following the first 30 pages
  • Clerical fee not to exceed $25.00
  • Max fee for electronic records: $200.00 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 in 2019)

Electronic Records

  • $0.65 per page for the first 30 pages
  • $0.50 per page for all pages following the first 30 pages
  • Clerical fee not to exceed $25.00
  • Max fee for electronic records: $150.00
  • Max fee for paper records: $160.06 (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 in 2019)

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: $45.79 flat fee
    • 11+ Pages: $1.54/page
    • 61+ Pages: $0.76/page
    401+ Pages: $0.41/page

Microfilm

  • −10 Pages: $69.74 flat fee
  • 11+ Pages: $1.54/page

Records Stored Digitally

  • Search Fee: $82.95

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): $21.73
  • −25 Pages: $1.10/page
  • −50 Pages: $0.82/page
  • -100 Pages: $0.54/page
  • 101+ Pages: $0.32/page

Microfilm/Other Media

  • Copy Fee: $1.62/page
  • X-rays: $10.84/image
  • Certification (For Non-patient Related Requests): $8.69/request

Worker's Comp

  • −16 Pages: $7.50 flat fee
  • 17+ Pages: $0.45/page
  • Certification: FREE

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.