Make Sure You Have the Updated Medical Record Copying Fees for 2013

Every year, we receive dozens of calls from members asking for the list of medical record copying fees for the new year. We've learned that this is an important planning tool for practices.

The Department of Health recently released updated copying fees for 2013. Though there were only minor changes – a few pennies here, a few pennies there – we wanted to make sure you had the most up-to-date information. You can find the current copying fees on PAMED's convenient chart.

Act 26 of 2006 and the HIPAA Act of 1996 set limits for the fees but don't mandate that fees be charged. An amendment this year to the Judicial Code set guidelines for charges for subpoenaed medical records.

PAMED's website also contains legal briefs on medical records and other protected health information.

Last Updated: 1/18/2013

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Comments: 9

Is there a specific charge for records that are printed then cancelled? This is happening more and more especially when a pt is required to pay lawyers for their records. The charges were for records,narrative reports and postage. Quit costly and time consuming on our part.

DLA at 8/20/2012 2:25:40 PM

Carolyn, retrieval fees are in the fees chart. See the link in the above story. As for patient rights regarding medical records, you can read our legal brief on the issue at You must be a PAMED member to access this information. Thanks for your note.

PA Medical Society at 6/15/2012 5:43:03 AM

Question: I understand that PATIENTS cannot be charged a retrieval or preparation fee for their medical records but what about their representatives? Is there a fee allowed and, if so, what is it?

Carolyn at 6/13/2012 2:01:03 PM

we have a FT employee just to make copies of records request. not just from patients but their insurance company to support claim, or to investigate pre existing conditions. for lost work excuses, for Attorney or FMLA OR for disability. If a doctor did not have to hire a person to copy records or check in or to bill insurance or fill out forms, buy stamps may be it wont be as broken healthcare as we think. It's all about individual perspective and FORTUNATELY nothing is free.

Monica at 5/22/2012 3:55:19 PM

1.39 A PAGE IS A SCAM EVEN IF ALLOWED BY LAW. It would be cheaper to drive to staples and make copies. Yet another sign of a broken health care system when i have to pay a terrible doctor to obtain my sons records to transfer him to one where he wont see a nurse practitioners EVERY visit

anonymous at 5/2/2012 9:09:04 PM

Maureen, we recommend that you read our legal brief on patient rights regarding the medical record.

PA Medical Society at 3/12/2012 10:13:30 AM

What are the guidelines re: patients transferring to another provider? I had a family telling me today that I was running a scam since I was asking for a copying fee.

Maureen at 3/8/2012 4:42:25 PM

You may apply charges in this case. We hear from a number of physicians who waive the fee if the records are requested by another physician.

PA Medical Society at 12/22/2011 1:37:26 PM

I want to verify that we cannot apply these charges to the patient when mailing the records to another physician. Please let me know if this is not correct.

CMD at 12/21/2011 12:45:49 PM