- Medical records fees are set by state law, and limits often differ for a patient’s own request and an attorney’s request.
- Since Ciox Health v. Azar (2020), the HIPAA cost-based fee cap applies only to patients requesting their own records, so most attorney requests fall under state rules.
- Florida allows up to $1 a page for non-patient requests, New York caps paper copies at 75 cents a page, and California allows 10 cents a page plus clerical time for attorney requests.
- Fees add up fast: a case with 6 providers at 150 pages each can cost about $675 in fees alone.
- Provider fees are set by law, but follow-up time and retrieval markups are where firms can save.
- HelloCounsel’s Records agent follows up by call, email and fax until records arrive, at about a quarter of what retrieval companies charge.
Medical records fees by state are set by state law, and the limits often differ for a patient’s own request and an attorney’s request. Since a 2020 federal court ruling, the HIPAA fee cap applies only to patients’ own requests, so most attorney requests fall under state rules. Fees add up across every provider on a case.
- HelloCounsel’s Records agent follows up with providers by call, email and fax until records arrive.
- It costs about a quarter of what retrieval companies charge.
- Every request and follow-up is logged in the case file.
Why do medical records fees vary so much?
Each state sets its own rules for what providers can charge. Some cap the price per page, some allow search or clerical fees, and many set different limits depending on who asks. Release-of-information companies working for providers then apply those rules, so the same records can cost very different amounts.
What drives the cost:
- Who is asking: A patient’s own request often has a lower limit than an attorney’s or third party’s.
- Per-page rates: Many states set a price per page, sometimes lower after the first set of pages.
- Search and clerical fees: Some states allow extra fees for finding and preparing the records.
- Format: Paper copies, electronic copies and X-ray films can be priced differently.
- Release-of-information vendors: Many providers use outside companies to fill requests. See medical records retrieval companies.
Does HIPAA limit what providers can charge attorneys?
Not for most attorney requests. In Ciox Health v. Azar (January 2020), a federal court limited HIPAA’s “reasonable, cost-based” fee rule to patients requesting their own records. When a patient directs records to a third party such as a law firm, state law usually sets the fee.
Some firms have clients request their own records to fall under the lower patient limit. Your attorneys decide whether that fits a case.
What can providers charge in Florida, New York and California?
Each of these states sets its own limits. Florida rules allow up to $1 a page for non-patient requests. New York caps copies at 75 cents a page. California allows 10 cents a page plus clerical time for attorney requests. Check the current rule for each request.
Rules at a glance:
- Florida (Fla. Admin. Code R. 64B8-10.003). Patients: $1 a page for the first 25 pages, then 25 cents. Other requesters: up to $1 a page.
- New York (Public Health Law § 18(2)(e)). Up to 75 cents a page for paper copies.
- California (Evidence Code § 1158). 10 cents a page plus up to $16 an hour of clerical time; records due within 5 days of a written authorization.
- Everywhere else. Check your state’s statute and its current rates before paying an invoice.
What do records fees add up to on a PI case?
Fees are only part of the cost; chasing the records is the rest. A case with several providers can mean several invoices, plus staff time for each request and every follow-up call. The example below shows a typical spread for one PI case.
Worked example · mid-size firm
| Input | Example |
|---|---|
| Providers per case | 6 |
| Pages per provider | 150 |
| Fee at an example rate of $0.75 a page | about $110 per provider |
| Fees per case (6 × $110) | about $675 |
| Follow-up calls per provider | 3 |
Illustrative figures; replace with the firm’s own numbers.
Per-page fees are set by law; the follow-up time is where firms can save. See medical records follow-up vs retrieval.
Stop paying a markup to chase records
HelloCounsel’s Records agent follows up with providers by call, email and fax until records arrive, at about a quarter of what retrieval companies charge. Every touch is logged in Filevine, Litify, Neos or CasePeer. HIPAA compliant, and every engagement starts with a pilot.
Schedule DemoShould you request records yourself, use a retrieval company or an AI agent?
Firms get records in three ways: staff request and chase them, a retrieval company handles it, or an AI agent follows up. Providers’ fees apply either way. The difference is the service cost on top, and whether your team spends its time chasing.
| In-house staff | Records retrieval company | AI follow-up agent | |
|---|---|---|---|
| Service cost | Staff time | Per-record fees on top of provider fees | About a quarter of retrieval company cost |
| Follow-up | When staff have time | Set by the vendor | Call, email and fax until records arrive |
| Visibility | In staff notes | In the vendor’s portal | Logged in your case file |
| Provider fees | Paid by the firm | Usually passed through | Paid by the firm |
| Best for | Few providers per case | Hard-to-reach providers | Firms that want every request chased |
For the steps that slow requests down, see attorney requests for medical records.
How does HelloCounsel keep records costs down?
HelloCounsel’s Records agent follows up with providers by call, email and fax until the records arrive, at about a quarter of the cost of retrieval companies. Provider fees still apply, but your team stops paying a retrieval markup and stops spending hours on follow-up.
Here’s what the medical records automation does on each request:
- Sends the request: Gets each request to the provider.
- Follows up: Calls, emails and faxes until the records arrive.
- Logs every touch: Notes each follow-up in the case file.
- Shows status: Your team sees where every request stands in the case file.
- Costs less: About a quarter of what retrieval companies charge.
- Works inside your CMS: Filevine, Litify, Neos or CasePeer, with no new training for your team.
What do firms say about working with HelloCounsel?
“Working with HelloCounsel has been an outstanding experience. Their commitment to client service and innovation is evident in everything they do.”
Anthony Ramos, COO, Pendergast Law
Frequently Asked Questions
1. How much can a provider charge for medical records?
It depends on the state and who is asking. Many states cap the per-page price and some allow search or clerical fees. Patients’ own requests often have lower limits than requests from attorneys.
2. Does the HIPAA fee limit apply to law firms?
Generally not. Since Ciox Health v. Azar (2020), the HIPAA cost-based fee limit applies to patients requesting their own records. Requests sent to a law firm are usually governed by state fee rules.
3. What are medical records fees in New York?
New York’s Public Health Law § 18(2)(e) caps paper copies at 75 cents a page. Check the current statute before paying an invoice.
4. What are medical records fees in California?
California Evidence Code § 1158 allows 10 cents a page plus up to $16 an hour of clerical time for attorney requests, with records due within 5 days of a written authorization.
5. How can a PI firm lower records costs?
Check each invoice against the state rule, avoid paying a retrieval markup on top of provider fees, and follow up promptly so requests don’t have to be resent.
6. Does the Records agent work with my case management system?
The agent works inside Filevine, Litify, Neos and CasePeer, so every request and follow-up is logged where your team works. If your firm uses a different system, raise it on a demo call.
Share this article
