Charging for Reproducing and Transferring Dental Records

State Board of Dentistry regulations require that record reproduction in a private office should be provided either gratuitously or for a “reasonable” fee reflecting the cost of reproduction. Charges made to patients for the reproduction of records should not be more than the cost of the reproduction of the records.

In cases involving reproduction of records by request or subpoena for a legal matter, the Department of Health recently announced new fees that health care facilities and health care providers may charge. Effective January 1, 2014, the following fees may be charged by a health care provider or facility for the reproduction of patient records needed in a legal proceeding only. In addition to the below costs, a provider may charge the patient for the cost of postage and shipping of patient records.

  • Amount charged per page for pages 1—20 $1.44
  • Amount charged per page for pages 21—60 $1.06
  • Amount charged per page for pages 61—end $.35
  • Amount charged per page for microfilm copies $2.12
  • Flat fee for production of records to support any claim under Social Security or any Federal or State financial needs based program $27.02
  • Flat fee for supplying records requested by a district attorney $21.33
  • Search and retrieval of records $21.33

 

The charges listed above do not apply to an X-ray film or any other portion of a medical record which is not susceptible to photostatic reproduction.

These flat fees apply to amounts that may be charged by a health care facility or health care provider when copying medical records either for the purpose of supporting any claim or appeal under the Social Security Act, any federal or state financial needs based program, or for a district attorney.

PDA advises members that upon a patient’s request, records should be provided to the patient or the patient's new dentist either gratuitously or for a fee reflecting the cost of reproduction. Dentists may use the Department of Health’s fee schedule as a guide. When furnishing records for a legal matter, dentists should charge patients using the Department of Health’s fee schedule.