When patients request copies of their own medical records, healthcare providers cannot charge a patient a retrieval or certifying fee for copying records, and the physician cannot require a patient to pay any outstanding bills before retrieving and copying medical records. A patient must request, in writing, a copy of medical records. The requested records must be provided within 30 days of receipt of the written request.
Physicians can charge a patient to copy X-rays and any other documents not reproduceable by photocopy. The physician can charge the actual cost to reproduce the document plus a reasonable fee for clerical services that cannot be more than $25.
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 Authorized Third Parties
A physician can charge an authorized third party for retrieving and copying medical records if the third party has a signed authorization for release of records from the patient. An authorized third party is defined as attorneys representing a patient, attorneys not representing a patient, a patient’s estate, or an insurance company.
These fees were set in the Rules and Regulations for the Licensure and Discipline of Physicians, 216-RICR-40-05-1, promulgated in October 2018. Physicians can also charge an authorized third party for the actual cost of postage.
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Per page fee for first 10 paper pages
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$2.50
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Per page fee for paper pages 11-60
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$0.75
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Per page fee for paper pages 61+
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$0.50
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Maximum allowable fee
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none
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Rhode Island Department of Health