2018 maximum charges for copies of medical records in Michigan

March 8, 2018

Alert

Michigan recently updated the maximum amount health care providers can charge for copies of medical records. The Medical Records Access Act states that if a patient or the patient’s authorized representative requests copies of medical records, then the health care provider or facility may charge a fee. These fees are adjusted annually by the Michigan Department of Health and Human Services.

For the 2018 calendar year the following fees are in place:

$24.48 – initial fee*
$1.22/page for the first 20 pages
$0.61/page for pages 21 through 50
$0.24/page for pages 51 and higher

*Patients themselves are not charged the initial fee for copies of their own medical records, but all the other fees apply.

Requests for copies for use in workers’ compensation cases fall under different rules. The maximum fee for providing copies under a workers’ compensation subpoena is $0.45/page, plus the actual cost of mailing. Additionally, the time for the staff to retrieve and copy the records will be charged as follows:

0-15 minutes: $2.50
Each additional 15 minute increment: $2.50
Each x-ray: $15, which includes mailing and handling

Providers are also permitted to charge for the cost of copying workers compensation medical records requested without a subpoena. Please note that only records for a sepcific date of injury are covered by the Health Care Services Rule. These records are reimbursed at $0.25/page plus the actual cost of mailing. Additionally, providers can charge an administrative fee for the time spent by staff retrieving and copying the records as follows:

0-30 minutes: $3.50
31-61 minutes: $7.00
Each additional 30-minute increment: $3.50

These costs apply to all records and reports, except the original copy required under Rule 113 which must be provided to the carrier at no additional cost unless an exception applies. Records outside the specific injury date can be charged at the standard rates cited above.

If you have any questions about charges for copies of medical records in Michigan or any other state such as Ohio, Illinois, or Florida, please contact the attorneys below.

Over the past 24 months, the U.S. Department of Health and Human Services Office for Civil Rights has brought notable enforcement efforts against several non-profit covered entities and business associates, resulting in instances of six and seven-figure penalties against providers across the county for incidents involving breaches of protected health information.

A new amendment to New York state law, which would have required all healthcare providers to obtain separate consents from patients for treatment and payment is on hold until further guidance is released, according to the New York Department of Health.

On November 1, 2024, the Centers for Medicare & Medicaid Services issued the Medicare Physician Fee Schedule 2025 final rule, which establishes new advanced primary care management billing codes that will expand opportunities for physician practices, federally qualified health centers, rural health clinics and other health care providers to get paid for services provided by clinical staff under the direction of a physician, nurse practitioner or physician assistant beginning January 1, 2025.

2018 maximum charges for copies of medical records in Michigan

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