Georgia Medical Record Fees: The 2025-2026 Statutory Guide

In Georgia, the amount a provider can charge for medical records depends entirely on who is making the request. As of early 2026, healthcare providers are governed by the fee caps established in O.C.G.A. § 31-33-3, which are adjusted annually for inflation by the Georgia Department of Community Health (DCH).

1. Statutory Fee Schedule (Effective July 1, 2025)

The following rates are the maximum allowable charges for medical record retrieval in Georgia through June 30, 2026. These rates apply to all “providers,” which includes physicians, hospitals, and other healthcare facilities.

Non-Paper Records (Digital/X-Rays)

For records not in paper form (such as radiology films, MRI discs, or fetal monitoring strips), Georgia law allows the provider to recover the “full reasonable cost” of the reproduction.

2. The Patient Rate (HIPAA Protection)

Under federal HIPAA regulations, if a patient (or their legal representative) requests their own records for personal use, the state-level “per page” fees are often preempted.

• The “Patient Rate”: Providers may only charge a “reasonable, cost-based fee” that includes only the cost of labor for copying, supplies (like a CD or USB), and postage.
• Electronic Records: If the records are maintained electronically, the provider cannot charge the per-page paper rates listed above for a digital transfer.

3. Mandatory Free Records (Disability Exception)

Georgia law provides a specific waiver for individuals seeking disability benefits. Under O.C.G.A. § 31-33-3(a):

“This subsection shall not apply to records requested in order to make or complete an application for a disability benefits program.”

To qualify for this waiver, the request must typically include documentation showing it is for a Social Security Disability (SSDI/SSI) or similar vocational rehabilitation application.

Audit Tip for Georgia Paralegals

Georgia is an “inflation-adjusted” state. Many providers and third-party vendors (like Ciox or Datavant) mistakenly continue to use the older base rates (e.g., $20.00 for search or $0.75 per page).

While the 2025-2026 rates are higher than the base statute, ensure the vendor isn’t adding “Administrative Fees” or “Handling Charges” on top of the $25.88 search and retrieval fee. That flat fee is intended to cover all administrative costs related to complying with the request.

Audit Your Invoice

If you believe a Georgia provider is overcharging for copies, our calculator can help you verify the current inflation-adjusted totals.

Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Georgia statutes.

Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.