Louisiana Medical Record Fees: The 2025-2026 Statutory Guide
In Louisiana, medical record fees are strictly regulated under RS 40:1165.1. While the state consolidated its laws in 2015 to create a more uniform fee schedule, specific differences remain regarding “Handling Charges” and “Imaging Media” depending on the type of provider.
1. Statutory Fee Schedule (2025-2026)
Louisiana utilizes a sliding scale for paper records and a hard “ceiling” for records delivered in a digital format.
| Service Type | Paper Format Fee | Electronic Format Fee |
|---|---|---|
| Handling Charge | $25.00 (Maximum) | $25.00 (Maximum) |
| Pages 1–25 | $1.00 per page | Same as paper |
| Pages 26–350 | $0.50 per page | Same as paper |
| Pages 351+ | $0.25 per page | Same as paper |
| Total Record Cap | No Cap | $100.00 Maximum |
The “$100.00 Digital Ceiling”
Under RS 40:1165.1(A)(2)(b)(i), if treatment records exist in a digital format and are requested digitally, the total charge cannot exceed $100.00. This cap is all-inclusive (handling + pages).
2. Key Provider Differences (Hospitals vs. Physicians)
While the per-page rates above apply to everyone, Louisiana law differentiates between providers for imaging and specific handling scenarios:
Imaging & X-Rays (The “Split”)
Under RS 40:1165.1(A)(2)(b)(ii), the handling fee for imaging media depends on the facility:
- Hospitals: May charge a $20.00 handling fee.
- All Other Providers (Physicians): May only charge a $10.00 handling fee.
- Digital Imaging Cap: Regardless of the provider, the total charge for digital imaging (CDs/DVDs) cannot exceed $200.00.
Handling Charge Restrictions
A provider (or their vendor) can only charge one handling fee per request. They are strictly prohibited from “splitting” a request for different types of records (e.g., billing vs. clinical) just to charge the $25.00 fee twice.
3. The 15-Day Compliance Rule
Louisiana law is very clear on timing. Under RS 40:1165.1(C):
- Records must be provided within 15 days of receipt of a written request and authorization.
- The Penalty: If a provider fails to comply and you are forced to obtain the records via court order, the provider is liable for your reasonable attorney fees and court costs.
Audit Tip for Louisiana Paralegals
The most common “hidden” overcharge is the $25.00 Handling Fee on a digital record.
- The Rule: That $25.00 is part of the $100.00 cap.
- The Audit: If you receive a bill for a large EMR file that shows:
$25.00 Handling + $100.00 Digital Pages = $125.00, that is an overcharge. The total bill must be $100.00 or less (plus actual postage).
Audit Your Invoice
If you believe a Louisiana provider is overcharging for imaging or missing the 15-day deadline, our auditor is updated with the $10/$20 handling fee split.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Louisiana statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.