Michigan Medical Record Fees: The 2025-2026 Statutory Guide
Medical record fees in Michigan are governed by the Medical Records Access Act (MCL 333.26269). This act establishes a strictly regulated fee schedule that is adjusted annually by the State Treasurer to account for inflation.
1. Statutory Fee Schedule (2026 Adjusted Rates)
The following rates represent the maximum allowable charges in Michigan for 2026. These rates apply to healthcare providers, facilities, and third-party medical record companies (like Ciox).
| Service Type | 2026 Maximum Fee |
|---|---|
| Initial Fee (Per Request) | $31.23 (See Restrictions below) |
| Pages 1–20 | $1.56 per page |
| Pages 21–50 | $0.78 per page |
| Pages 51+ | $0.31 per page |
| Electronic/Other Media | Actual cost of duplication |
| Postage | Actual cost of shipping |
Critical Restriction: The “Initial Fee”
Under MCL 333.26269(5), a provider shall not charge a patient an initial fee for their own medical record. However, if the request is made by an “authorized representative” (such as an attorney or insurance company), the provider is permitted to charge the $31.23 initial fee.
2. Mandatory Fee Waivers (Medically Indigent)
Michigan law provides a strong safety net for low-income individuals. Under MCL 333.26269(3), a provider must waive all fees (including initial and per-page fees) for a “medically indigent” individual.
- Qualification: An individual is considered medically indigent if they are a recipient of public assistance (e.g., Medicaid, SSI).
- Limit: This waiver is limited to one free set of copies per provider. Subsequent requests for the same records are subject to the standard fee schedule.
3. Electronic Records and Other Media
If the medical record is maintained in a format other than paper (digital/EMR), the provider may only charge the actual cost of preparing the duplicate.
- The “Reasonable” Standard: For digital files, this typically means the labor time required to export the PDF and the cost of the media (USB/CD).
- The “Actual Cost” Rule: Many providers attempt to apply paper per-page rates to digital files. In Michigan, this can be challenged as a violation of the “actual cost” mandate for non-paper media under MCL 333.26269(1)(c).
4. Off-Site Retrieval Fees
Providers are permitted to charge the actual costs incurred in retrieving records that are 7 years old or older and are not maintained or accessible on-site. They cannot charge this fee for active records or records stored digitally.
Audit Tip for Michigan Paralegals
The most frequent overcharge in Michigan involves the Initial Fee.
- Patient Requests: If your client requests their own records and is billed the $31.23 initial fee, the invoice is illegal.
- Duplicate Administrative Fees: Some vendors list an “Initial Fee” AND a “Search Fee.” Michigan law specifically states that providers cannot charge any fee other than those allowed under subsection (1). Since “Search Fee” isn’t listed, it is generally considered to be wrapped into the Initial Fee.
Audit Your Invoice
If you believe a Michigan hospital or clinic is overcharging for digital records or improperly charging a patient the initial fee, our auditor is updated with the latest 2026 inflation figures from the State Treasurer.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Michigan statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.