Q. How much can we charge patients for copying medical records?
A.Texas Medical Board (TMB) rules set the allowable charge for copies. Physicians may charge no more than $25 for the first 20 pages, and 50 cents for each page thereafter. Thus, you may charge a maximum of $27.50 for a 25-page chart. The rules also allow you to add a reasonable fee for the actual costs of mailing, shipping, or delivery. You may not charge a separate retrieval or “pull fee.”
- The rules set a ceiling of $8 a copy for films or other diagnostic imaging studies.
- If an affidavit is requested certifying that the information is a true and correct copy of the records, you may charge a reasonable fee of up to $15 for executing the affidavit.
You may retain the records until you receive payment. However, you may not withhold records from the patient because he or she has a past due account with you.
The TMB rules apply to physicians who charge copying fees for medical records in most situations. For more information:
- Read the TMA white paper, Medical Records — Fee for Copying.
- Join TMA for a full-day program that addresses the answers to TMA’s most-frequently asked questions about medical records fees, charting, HIPAA, and the transition to electronic health records. “Medical Records and Documentation in a Post-Reform World” runs July 13-Aug. 3 in cities around the state. Register now.
Also, as always, check the Texas Medical Board website for updates on its rules and policies regarding medical records.
Published May 23, 2011
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