Minnesota Medical Record Fees: The 2025-2026 Statutory Guide
In Minnesota, patient rights regarding health records are defined by the Minnesota Health Records Act (Minn. Stat. § 144.292). The statute provides a transparent fee structure and mandates that providers supply records within 30 calendar days of a written request.
1. Statutory Fee Schedule (2025-2026)
Minnesota utilizes a format-specific fee structure. One of the most important protections in this state is the “Global Cap,” which prevents excessive billing for massive paper records.
| Service Type | Paper Format Fee | Electronic Format Fee |
|---|---|---|
| Retrieval Fee | $10.00 | Included in Flat Fee |
| Per Page Fee | $1.00 per page | $0.00 (Per-page prohibited) |
| X-Rays/Imaging | $30.00 (Total) | $30.00 (Total) |
| Electronic Flat Fee | N/A | $20.00 (Total maximum) |
| Total Request Cap | $500.00 Maximum | $20.00 Maximum |
The “$20.00 Electronic Guarantee”
Under Minn. Stat. § 144.292 Subd. 6(b)(3), the maximum charge for an electronic copy of a health record is a flat $20.00. This fee is all-inclusive for the retrieval and reproduction of the digital file. Providers are prohibited from adding per-page charges or “processing” fees to this amount.
The “$500.00 Paper Ceiling”
For paper records, the total charge—including the retrieval fee and per-page costs—cannot exceed $500.00 for any single request. This is a critical protection in complex litigation involving thousands of pages of history.
2. Mandatory Free Records (Current Care)
Minnesota is unique in its “Review of Current Care” provision. Under Subd. 6(a), a provider must not charge any fee when a patient requests a copy of their record for the purposes of reviewing their current medical care.
3. Social Security Disability Appeals
Special rules apply for SSDI/SSI appeals under Subd. 6(d):
- Standard Appeal: The provider may charge a maximum $10.00 retrieval fee, but cannot charge for pages or X-rays.
- Indigent/Public Assistance: If the patient receives public assistance or is represented by a legal services/volunteer attorney program due to indigency, the provider must provide the records entirely free of charge (including the retrieval fee).
4. The 30-Day Compliance Rule
Under Minn. Stat. § 144.292 Subd. 2, a provider must supply the requested information within 30 calendar days. If a provider or vendor fails to meet this deadline, they may be subject to administrative penalties or legal action under the Health Records Act.
Audit Tip for Minnesota Paralegals
The most common overcharge in Minnesota is the “Digital Page Fee.”
- The Violation: Third-party vendors (like Ciox) often try to charge $0.75 or $1.00 per page for a PDF, resulting in invoices of $200+.
- The Audit: Cite Subd. 6(b)(3). For electronic records, the maximum charge is $20.00. There are no exceptions for volume. If the records are digital, the bill must be $20.00 or less.
Audit Your Invoice
If you believe a Minnesota provider is overcharging for electronic records or ignoring the “current care” free access rule, our auditor can verify your bill against the $20.00 and $500.00 statutory caps.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Minnesota statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.