Ohio Medical Record Fees: The 2025-2026 Statutory Guide
In Ohio, the fees for medical record retrieval are governed by Ohio Revised Code § 3701.741. These fees are adjusted annually in February by the Ohio Department of Health to account for inflation. Ohio law distinguishes clearly between requests made by the patient/representative and those made by “third parties” (such as insurance companies or non-representing entities).
1. Statutory Fee Schedule (2025-2026)
Ohio uses a tiered structure for per-page costs. The rates below reflect the current inflation-adjusted maximums for 2026.
| Service Type | Patient/Personal Rep Fee | Third-Party Fee |
|---|---|---|
| Search Fee | $0.00 (Prohibited) | $23.14 |
| Pages 1–10 | $0.00 (HIPAA) / $1.52 | $1.52 per page |
| Pages 11–50 | $0.00 (HIPAA) / $0.78 | $0.78 per page |
| Pages 51+ | $0.00 (HIPAA) / $0.31 | $0.31 per page |
| Electronic Total Cap | $50.00 Maximum | No Cap (Per-page applies) |
The “$50.00 Electronic Guarantee”
Effective recently under HB 33, if a request is made by a patient, their personal representative, or a Power of Attorney for digital or electronically transmitted records, the total cost for the access, transmission, and all related services cannot exceed $50.00. This effectively ends the practice of charging hundreds of dollars for large electronic files.
The Patient vs. Third-Party Distinction
- Patient/Personal Rep: Includes the patient, their legal guardian, or an attorney with a valid Power of Attorney. Under federal HIPAA law and ORC 3701.741(B)(1), fees must be “reasonable and cost-based.”
- Third Parties: Includes anyone else (e.g., life insurance companies). These entities are subject to the full search fee and per-page rates without the $50 electronic cap.
2. Mandatory Free Records (Social Security & BWC)
Under ORC 3701.741(C), one copy of a medical record must be provided free of charge to:
- Social Security Disability: A patient or representative if the record is necessary to support an SSDI or SSI claim (documentation of filing required).
- Workers’ Compensation: The Bureau of Workers’ Compensation (BWC) or the Industrial Commission.
- Medicaid: The Department of Medicaid or county agencies.
- Crime Victims: The Attorney General’s office for crime victim compensation claims.
3. X-Rays and Specialized Media
For data resulting from an X-ray, MRI, or CAT scan recorded on paper or film, the provider may charge $2.57 per page (as of 2026). For digital images on a CD or via portal, the “reasonable cost” standard applies, generally defaulting to the $50 cap if part of a larger electronic request.
4. Timeframe for Compliance
Ohio law (ORC 3701.74) requires providers to respond to a request for records within a reasonable time, which is generally interpreted as 30 days in alignment with HIPAA.
Audit Tip for Ohio Paralegals
The new $50 cap for digital records is the most important audit tool for 2026.
- The PDF Audit: If you receive an invoice for a 400-page PDF totaling $180.00, check the requester. If you are the patient’s representative, cite ORC 3701.741(B)(1)(b). The total bill, including the search fee, must be capped at $50.00.
- The Search Fee Double-Dip: Patients and their personal representatives cannot be charged the $23.14 search fee. If it appears on your bill, it is a statutory violation.
Audit Your Invoice
If you believe an Ohio provider is ignoring the $50 digital cap or charging a search fee to a patient, our auditor is updated with the latest 2026 February inflation figures.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Ohio statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.