Pennsylvania Medical Record Fees: 2026 Statutory Guide
Medical record fees in Pennsylvania are governed by a combination of state law (42 Pa. C.S. § 6152) and Department of Health regulations (28 Pa. Code § 563.11). These rates are adjusted annually for inflation.
For 2026, the Secretary of Health published the updated “Not to Exceed” rates in the Pennsylvania Bulletin (54 Pa.B. 7968), effective January 1, 2026.
1. Statutory Fee Schedule (2026)
The following rates apply to all licensed healthcare providers in the Commonwealth. Pennsylvania uses a tiered “per-page” model.
| Service Type | Maximum Allowable Fee (2026) |
|---|---|
| Search and Retrieval | $30.12 (Prohibited for Patients) |
| Pages 1–20 | $2.03 per page |
| Pages 21–60 | $1.51 per page |
| Pages 61+ | $0.53 per page |
| Microfilm Copies | $3.00 per page |
| District Attorney Requests | $30.12 (Flat Fee) |
| Postage / Shipping | Actual Cost |
The “Search Fee” Prohibition
Under 28 Pa. Code § 563.11 and 42 Pa. C.S. § 6155, the $30.12 search fee cannot be charged if the requester is the patient or the patient’s designee (such as an attorney with a Power of Attorney) requesting their own personal health record.
2. Mandatory Flat Fees (Need-Based)
Pennsylvania mandates a flat-fee cap for records required to support government benefit claims. Under 42 Pa. C.S. § 6152.1, the maximum charge for production of records to support any claim under Social Security or any Federal/State financial needs-based program is:
- $38.16 (Flat Fee)
Note: Providers are strictly prohibited from charging the $30.12 search fee in addition to this flat fee.
3. Electronic Records Note
While the 2026 bulletin applies these fees to “reproductions on electronic media” (like a CD or USB), federal HIPAA law often preempts these per-page rates for digital-to-digital transfers (e.g., records sent via an encrypted link or portal), which should be billed at a “reasonable cost-based fee.”
Audit Tip for Pennsylvania Paralegals
- The 54 Pa.B. 7968 Check:If a vendor is still using 2025 rates (e.g., $29.61 search fee), they haven’t updated their system for the 2026 CPI adjustment.
- Designee Status: Under 28 Pa. Code § 563.11, a “patient designee” (you, the attorney) has the same rights as the patient. If the vendor tries to charge you the $30.12 search fee on a patient-authorized request, they are violating the regulatory guidance.
- The 30-Day Clock: Under 42 Pa. C.S. § 6152, providers must deliver records within 30 days of a request or subpoena.
Audit Your Invoice
If a Pennsylvania provider is overcharging for an SSDI claim or applying search fees to a patient-authorized request, our auditor uses the newest 2026 “Not to Exceed” schedule to dispute the balance.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these active Pennsylvania statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.