Tip of the week: Understand record retrieval and copy fees
HIM Connection, June 3, 2008
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The HIPAA privacy rule does not allow you to charge individuals or their personal representatives a fee for retrieving their records. Similarly, you may not charge individuals for simply reviewing their records. However, you may charge them for the cost of making copies or preparing a summary of their health information.
Keep the following points in mind:
- If the patient’s record is stored off-site and the covered entity (CE) pays a storage vendor to retrieve and deliver the record, the CE cannot charge the patient a retrieval fee because off-site storage and retrieval is a cost of doing business.
- The CE may charge a retrieval fee to other requestors, such as attorneys. HIPAA protects the rights of individuals and their personal representatives only.
HIPAA limits the fees that may be charged to individuals and their personal representatives for copies of records. The fee may only include the cost of the following:
- Copying, including labor and supplies
- Postage, if the copies will be mailed
- Preparing an explanation or summary of the information
Editor’s note: This tip was adapted from The Privacy Officer’s Handbook. For more information or to purchase a copy, visit www.hcmarketplace.com/prod-5835.html.
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