Hawaii Medical Record Fees: The 2025-2026 Statutory Guide
In Hawaii, the amount a provider can charge for medical records depends entirely on who is making the request. As of early 2026, Hawaii Revised Statutes (HRS) § 622-57 remains the primary authority governing the availability and cost of these records.
1. Statutory Fee Schedule (The “Reasonable Cost” Standard)
Unlike many other states that list specific dollar amounts, HRS § 622-57(g) establishes a general requirement for reimbursement:
| Service Type | 2025-2026 Statutory Fee |
|---|---|
| Reproduction Cost | Reasonable costs incurred by the provider |
| Search & Handling | Included in “reasonable costs” |
| X-Rays / Special Media | Actual cost of reproduction |
| Postage | Actual cost of mailing |
What defines “Reasonable”?
Because the statute does not define a specific cent-per-page cap, Hawaii providers often look to the Hawaii Workers’ Compensation Fee Schedule or federal HIPAA guidelines as a benchmark. In practice, many facilities charge approximately $0.25 to $0.50 per page, but without a hard statutory cap, invoices can vary significantly between facilities.
2. The Patient Rate (HIPAA Protection)
When a patient (or their authorized representative) requests records for personal use, federal HIPAA law provides a much stricter cap that preempts “reasonable” state costs if they are excessive.
- The “Patient Rate”: Providers are limited to a “reasonable, cost-based fee” which only includes labor for copying, supplies (like a CD or paper), and postage.
- Electronic Records: If the provider uses an Electronic Health Record (EHR) system, they are encouraged to provide digital copies at a flat fee (often around $6.50) rather than per-page rates.
3. Timeline for Compliance
Hawaii law is more specific about when you should receive your records than how much they cost. Under HRS § 622-57(b), if an attorney presents a proper authorization:
“Complete and accurate copies of the records shall be given to the attorney within a reasonable time not to exceed ten working days.”
Failure to provide records within this 10-day window can be a point of leverage for legal teams facing delays from hospital “Release of Information” (ROI) departments.
Audit Tip for Hawaii Paralegals
Because Hawaii uses a “reasonable cost” standard, providers occasionally attempt to charge “clerical fees” or “retrieval fees” exceeding $30.00. If your firm receives an invoice that feels excessive, compare it against the HIPAA cost-based analysis.
If the records were delivered via an online portal and the invoice is based on a high per-page rate, you may have grounds to dispute the “reasonableness” of the charge, as digital delivery incurs near-zero supply costs.
Audit Your Invoice
If you believe a Hawaii provider is overcharging for copies, our tools can help you determine if the costs align with current industry standards and federal law.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Hawaii statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.