Oregon Medical Record Fees: The 2025-2026 Statutory Guide

In Oregon, the fees for duplicating medical records are strictly capped under ORS 192.563 (for health care providers and state health plans) and regulated by the Oregon Medical Board under OAR 847-012-0000. These laws ensure that patients have timely access to their health information at a predictable cost.

1. Statutory Fee Schedule (2025-2026)

Oregon uses a “front-loaded” fee structure where a base fee covers the first ten pages, followed by a sliding per-page scale.

The “7-Day Bonus” Rule

Under ORS 192.563(1)(b), a provider may add a $5.00 bonus charge to the bill if the records are processed and mailed via first-class mail within seven business days of receiving the request. If the provider takes longer than seven days, this fee must be waived.

Electronic Record Pricing

While the statute focuses on paper pages, Oregon providers must also adhere to federal HIPAA standards for digital records. If the records are maintained electronically, the “reasonable cost” for a digital export should generally reflect the actual labor involved, which is often lower than the $30.00 paper base fee.

2. Prohibition on Withholding Records

Oregon law provides two major financial protections for patients:

1. Outstanding Balances: Under OAR 847-012-0000(6), a provider cannot deny a request for medical records because the patient has an outstanding bill for medical services.
2. Inability to Pay: A patient may not be denied copies of their records solely because they cannot afford the duplication fees. Providers are encouraged to waive fees for economically disadvantaged patients.

3. Response Timeframe

Under Oregon Medical Board rules (OAR 847-012-0000(8)), providers must comply with a record request within a “reasonable amount of time,” which is defined as not exceeding 30 days from the receipt of the request.

4. Summaries and Explanations

If a patient requests a summary or explanation of their records rather than raw copies, the provider may charge the actual costs of preparing that summary. However, a summary can only be provided in lieu of the actual records if the patient specifically agrees to the substitution.

Audit Tip for Oregon Paralegals

1. The Bonus Audit: Check the postmark on the envelope. If the provider charged the $5.00 bonus but the records were mailed 10 days after your request, that $5.00 should be credited back.
2. The Base Fee Trap: The $30.00 fee is the maximum for the first 10 pages. If a provider charges a $30.00 “clerical fee” and then adds $0.50 for every page starting at page one, they are overcharging by $5.00 for those first 10 pages.
3. Third-Party Requests: Ensure the provider isn’t applying “Third-Party” commercial rates to a request sent by a patient’s attorney with a valid HIPAA authorization, as Oregon Law applies the same caps to “personal representatives.”

Audit Your Invoice

If an Oregon provider is withholding records due to an unpaid surgery bill or is improperly charging the 7-day bonus for a late delivery, our auditor uses ORS 192.563 to flag the discrepancy.

Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Oregon statutes.

Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.