Kansas Medical Record Fees: The 2026 Statutory Guide
In Kansas, the era of a fixed state “price list” for medical records ended with the repeal of the old fee statutes. For 2026, Kansas providers must follow the federal “reasonable cost-based fee” standard, except in specific Workers’ Compensation cases.
1. The Legal Framework
- The Authority (K.S.A. 65-6836): This active statute mandates that providers furnish records within 30 days but does not list specific dollar amounts.
- The Federal Standard (HIPAA): Because Kansas repealed its state-mandated fee schedule, providers are limited by 45 CFR § 164.524 to charging only for actual labor and supplies.
2. 2026 Allowable Fees
Without a state-mandated per-page cap, auditors must hold providers to the federal “Patient Access” rates.
| Service Type | Allowable Charge (HIPAA Standard) |
|---|---|
| Search & Retrieval | $0.00 (Prohibited under HIPAA) |
| Electronic Records | $6.50 (Recommended Flat Fee) |
| Paper Records | Actual Labor + Supplies (No fixed cap) |
| Certification Fee | Reasonable Cost |
Workers’ Compensation Exception
If the records are for a Workers’ Compensation claim, the Kansas Department of Labor still enforces a schedule. For 2026, these remain:
- $16.00 for the first 10 pages.
- $12.00 for pages 11-50.
- $0.35 per page for pages 51+.
3. Mandatory Free Records (Disability Claims)
Under K.S.A. 65-1,171, Kansas providers must provide one free set of medical records to a patient or their representative if the records are necessary for a Social Security Disability (SSDI/SSI) claim or appeal.
Audit Tip for Kansas Paralegals
- The “Phantom” Search Fee: Many Kansas vendors still try to charge the old $18.40 or $21.00 search fees. Since the state statute authorizing these was repealed, and federal law prohibits search fees for patient-directed requests, these should be disputed.
- Workers’ Comp vs. Personal Injury: Ensure the vendor isn’t using the Workers’ Comp schedule (which allows search fees) for a standard personal injury or medical malpractice request.
- Electronic Delivery: For digital records, the “actual cost” is nearly zero. If a vendor charges more than a nominal flat fee for a PDF, demand an itemized breakdown of the “actual labor” involved.
Audit Your Invoice
If a Kansas provider is charging a search fee for a non-Workers’ Comp request or ignoring the Social Security free-copy mandate, our auditor uses federal HIPAA and K.S.A. 65-1,171 to flag the overcharge.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Kansas statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.