Medical Records Fees
A doctor or a medical practice may charge fees when a patient requests a copy of their medical records. Medical records fees vary depending on the state where the doctor or medical facility is located and where the patient received medical care. In the DMV area, Maryland, DC and Virginia each have medical records fees determined by statute including no charge and the maximum charges for obtaining copies of a medical record.
Maryland: There should be no charge for medical records that are to be used for the purpose of filing a claim regarding or appealing a denial of Social Security Disability Income or Social Security Benefits for SSI (Supplemental Security Income) and SSDI (Social Security Disability Insurance) claims when requested by the patient, the patient's personal representative, or an employee or other representative of a nonprofit legal services entity or other volunteer or nonprofit program representing the patient. Code of Maryland, Health–General § 4-304(c)(5).
For all other requests, paper copies will cost 76¢ per page plus the actual cost for postage and handling. Additionally, a medical provider may charge a $22.88 retrieval and preparation fee (unless the records are provided directly to the patient per federal HIPAA regulations). For electronic copies, 57¢ per page (75% of the per page charge for paper copies), not to exceed $80, plus the actual cost for postage and handling. Additionally, a medical provider may charge a $22.88 retrieval and preparation fee (unless the records are provided directly to the patient per federal HIPAA regulations). Code of Maryland, Health–General § 4-304(c)(3).
District of Columbia: For electronic copies of medical records, medical providers may charge an authorized person 68¢ per page, not to exceed $89.66 total, and a $23.70 search and handling fee (even if no personal medical record is located).
For non-electronic copies, medical providers may charge an authorized person 91¢ per page (with no maximum), a $23.70 search and handling fee (even if no personal medical record is located), and the actual cost for postage and handling.
These fees will be adjusted annually for inflation. The 2024 rates are reflected above and located here.
The medical provider must provide copies of the records within 30 days of receipt of the request. Code of the District of Columbia § 3–1210.12. For requests by a patient or a person with a health care power of attorney for the patient, medical providers may charge “a reasonable fee for copying.” Code of the District of Columbia § 3–1210.11.
Virginia: If a patient requests a copy of their own records, a medical provider may charge a reasonable cost-based fee, which can only include the cost of supplies for and labor of copying the requested information, postage, and preparation of an explanation or summary of such information as agreed to by the patient. Code of Virginia § 32.1-127.1:03(J).
If an attorney requests a copy of the patient's records, for paper copies, a medical provider may charge 50¢ per page up to 50 pages and 25¢ per page for each additional page, plus a $20 search and handling fee and all postage and shipping costs. These costs do not apply to hard copies from microfilm or other micrographic process, which cost $1 per page. For electronic copies, a medical provider may charge 37¢ per page up to 50 pages and 18¢ per page for each additional page, plus a $20 search and handling fee and all postage and shipping costs, not to exceed a total of $160. These costs do not apply to electronic copies of x-rays, which cost a “reasonable fee” of $25 per x-ray, plus a search and handling fee of $10 and all postage and shipping costs. The patient's attorney must provide the medical provider with a written confirmation signed by the patient confirming the attorney's authority to make the request (a photocopy, facsimile or other copy of the original signed by the patient is acceptable). The medical provider must furnish the records within 30 days of receipt of the request and production of the records cannot be withheld or delayed solely on the grounds of nonpayment. Code of Virginia § 8.01-413(B).
At Law Office of Jerry Williams, our disability benefits lawyer based in Anne Arundel County aims to minimize your stress and help you successfully file an appeal for denied disability benefits. An attorney can assist in obtaining medical records from providers when they have not supplied medical records to the Social Security Administration. Contact us today at (410) 415-3617 to schedule a Free Consultation and get the assistance you and your family need.