New Jersey Medical Record Fees: The 2025-2026 Statutory Guide
In New Jersey, medical record fees are regulated by two primary statutes: one for hospitals (N.J.S.A. 26:2H-5n) and one for individual healthcare professionals (N.J.S.A. 45:9-22.27). Following major legislative changes in 2023, New Jersey now has some of the most protective fee caps in the country for patients and their legal representatives.
1. Statutory Fee Schedule (2025-2026)
New Jersey utilizes a per-page rate combined with a hard “per admission” or “per record” cap.
| Service Type | Patient/Legal Rep Fee | Authorized Third Party Fee |
|---|---|---|
| Search Fee | $0.00 (If patient) / $20.00 (Rep) | $20.00 |
| Per Page Fee | $1.00 per page | $1.00 per page |
| Microfilm/Fiche | $1.00 per page | $1.50 per image |
| Total Record Cap | $50.00 Maximum | No Cap |
| Billing Records | $0.00 (Free) | $1.00 per page |
The “$50.00 Total Record Cap”
Under the 2023 amendments, the total fee for reproducing a medical record for a patient or their legally authorized representative (including attorneys) cannot exceed $50.00 per individual admission or patient record. This cap is inclusive of the search fee and per-page charges.
Mandatory Free Billing Records
Hospitals and health care professionals are strictly prohibited from charging a patient or their legal representative any fee for billing records. Billing records must be provided for free, regardless of the number of pages. This waiver does not apply to “authorized third parties” (like insurance companies not representing the patient).
2. X-Rays and Imaging
Specialized media that cannot be duplicated on a standard copier follows a separate fee schedule:
- Printed Image: Maximum $15.00 per image.
- Digital Media (CD/DVD): Maximum $30.00 per disc.
- Administrative Fee: A one-time $10.00 fee may be added for imaging requests.
3. Mandatory Fee Waivers (Indigency & Disability)
Under N.J.S.A. 45:9-22.27(j), fees must be waived for:
- Indigent Patients: Those with income at or below 250% of the federal poverty level or enrolled in programs like Medicaid or SNAP.
- Social Security Disability: Patients (or their attorneys) with a pending application for SSDI/SSI benefits.
- Pro Bono Representation: Attorneys representing a patient on a pro bono basis (certification required).
4. The 30-Day Compliance Rule
Providers must furnish the requested records within 30 days of receiving the written request. If the records are illegible or in a language other than English, the provider must provide a transcription or translation at no cost to the patient.
Audit Tip for New Jersey Paralegals
The 2023 law significantly changed the definition of “Legally Authorized Representative.”
- The $50 Cap: If an attorney is representing a patient, they qualify for the $50.00 cap. Many vendors still try to bill the old $200.00 maximum. Cite P.L. 2023, c.77 to force a reduction to $50.00.
- Billing Records: Check your invoices for “Administrative Fees” or per-page charges on billing statements. If the request was made on behalf of the patient, those lines must be zeroed out.
Audit Your Invoice
If you believe a New Jersey provider is overcharging for a large admission record or billing you for financial statements, our auditor is updated with the $50.00 statutory ceiling.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these New Jersey statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.