When patients request copies of medical records, healthcare providers can charge a reasonable administrative fee to the person requesting the copies. The Board of Medical Licensure and Discipline (BMLD) determines allowable fees for duplicating medical records. By Rhode Island Law, the BMLD will adjust the allowable fees for inflation each year in October. The Board uses the United States Bureau of Labor Statistics calculator to determine the fees. The fees listed are the maximum allowable fees—lower fees are acceptable.
There are certain situations when healthcare providers cannot charge a fee for copying medical records.
No fees can be charged for copies of immunization records that are required for school entry.
No fees can be charged for copies of records that will be used to support a claim or an appeal for Social Security, medical assistance, Rite Care, Temporary Disability Insurance, unemployment compensation, or any other federal or state needs-based benefits program.
No fees can be charged for copies of records that will be used in a civil court certification proceeding or for a Worker’s Compensation claim.
No fees can be charged for copies of medical records that are being sent to another consulting provider.
Fees for Providing Copies of Medical Records to Patients
Per page fee for first 50 paper pages
Per page fee for paper page(s) 51-225
Maximum allowable total fee, per patient, per unique request
Handling fee for records delivered within 48 hours
Family discount (records for multiple patients from same household requested at one time)
Copying fee for x-rays or other documents not reproducible by photocopy
Fees for Providing Copies of Medical Records to Authorized Third Parties