Maryland Medical Record Fees: The 2025-2026 Statutory Guide
In Maryland, the cost of obtaining medical records is strictly governed by Health-General § 4-304. This statute establishes maximum fees that providers can charge and mandates annual inflation adjustments for per-page costs to ensure they remain “reasonable.”
1. Statutory Fee Schedule (2026 Adjusted Rates)
Maryland law distinguishes between retrieval (preparation) fees and per-page copying costs. While the preparation fee is fixed by statute, the per-page rates are adjusted annually.
| Service Type | Paper Format Fee | Electronic Format Fee |
|---|---|---|
| Preparation/Retrieval | $22.88 (Fixed) | $22.88 (Fixed) |
| Per Page Fee | $0.76 per page | $0.57 per page (75% of paper) |
| Electronic Page Cap | N/A | $80.00 Maximum (Pages only) |
| Postage | Actual cost | Actual cost (if applicable) |
The “Electronic Format” Discount
Under Health-General § 4-304(c)(3)(iii), if a provider maintains records in an electronic format, they are required to offer a discounted rate for digital delivery:
- Per-Page Rate: The electronic per-page fee is capped at 75% of the paper rate (currently $0.57).
- The $80.00 Ceiling: The total per-page charges for an electronic record cannot exceed $80.00. Note that the $22.88 preparation fee may still be added to this total.
2. Mandatory Free Records (Disability Claims)
Maryland provides strong protections for individuals seeking disability benefits. Under Health-General § 4-304(c)(5), a provider may not charge any fee (including retrieval or per-page fees) if the records are requested by:
- The patient or their personal representative;
- An attorney representing the patient; or
- A nonprofit legal services entity.
Condition: The records must be used for the purpose of filing a claim or appealing a denial of Social Security Disability (SSDI) or Supplemental Security Income (SSI) benefits.
3. Maryland Medical Assistance (Medicaid)
There is a specific fee cap for patients enrolled in the Maryland Medical Assistance Program. Under Health-General § 4-304(c)(7), the fee for these patients (excluding requests by their attorneys) cannot exceed $20.00 per 100 pages, adjusted annually for inflation.
4. The Patient Rate (HIPAA Protection)
Federal HIPAA law serves as a secondary cap for all patient-initiated requests.
- Preparation Fees: While Maryland allows a $22.88 preparation fee for third parties, HIPAA strictly prohibits charging patients for the “search and retrieval” time.
- Actual Cost: For records requested for personal use, providers should only charge the actual cost of labor and supplies.
Audit Tip for Maryland Paralegals
When auditing a Maryland invoice, the most common error is an inflated “Preparation Fee” or the omission of the 75% electronic discount.
- The Prep Fee: If the “Retrieval” or “Administrative” fee exceeds $22.88, it is a statutory violation. This fee is not subject to inflation adjustments.
- The $80.00 Cap: For large EMR files, the per-page portion of the bill must stop at $80.00. If you receive a bill for a 500-page PDF that totals $300+, the vendor has ignored the electronic cap.
Audit Your Invoice
If you believe a Maryland provider or their vendor (like Ciox) is overcharging for electronic records or failing to waive fees for a disability claim, our auditor is updated with the 2026 inflation rates.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Maryland statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.