SESK: Stuff Everyone Should Know · sesk.info/hipaa-access-fees
What may a provider charge a patient for a copy of their own records?
A reasonable, cost-based fee for copying labor, supplies and postage.
- A search and retrieval fee
- A reasonable, cost-based fee for copying labor, supplies and postage ✔
- Whatever other records services charge
Why: The fee may cover only copying labor, supplies, postage, and preparing a summary the patient agreed to. Searching for and retrieving records is not on the list.
Huh, didn't know that: A patient may get a summary instead of a full copy if they agree to it and to any fee in advance.
Why did the dollar bill go to the office? It wanted to make some change.
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References
Answer: A reasonable, cost-based fee for copying labor, supplies and postage. The fee may cover only copying labor, supplies, postage, and preparing a summary the patient agreed to. Searching for and retrieving records is not on the list.
- 45 CFR 164.524 (eCFR) www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164/subpart-E/section-164.524
the covered entity may impose a reasonable, cost-based fee, provided that the fee includes only the cost of
Checked 2026-10-10. - 45 CFR 164.524 (eCFR) www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164/subpart-E/section-164.524
Postage, when the individual has requested the copy, or the summary or explanation, be mailed
Checked 2026-10-10.
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