Utah Medical Record Fees: The 2026 Statutory Guide

Medical record fees in Utah are governed by Utah Code § 78B-5-618. The statute provides two separate fee structures: a “reasonable cost-based fee” for patients and their personal representatives, and a tiered statutory fee schedule for third-party requesters.

Note: These fees are adjusted for inflation annually. Under § 78B-5-618(9), the State Treasurer adjusts the following caps on January 1st of each year based on the Consumer Price Index (CPI).

Utah 2026 Statutory Fee Caps

The following rates are the 2026 inflation-adjusted maximums for third-party requests. While attorneys are classified as third parties by default, they can secure the lower “Patient Rate” by establishing themselves as a Personal Representative.

2026 Electronic Production Cap: Regardless of the page count, a health care provider or third-party service may not charge more than $182.63 for a single request delivered in an electronic medium.

1. The Patient vs. Third-Party Distinction

Utah law distinguishes between who is making the request to determine which fee schedule applies.

• Patients & Personal Representatives: Limited to a “Reasonable Cost-Based Fee.” This is defined as the actual cost of supplies and labor for copying, plus postage. This rate is significantly lower than the table above and typically excludes search/retrieval fees.
• Attorneys & Third Parties: By default, attorneys are classified as third parties under § 78B-5-618(5). To qualify for the “Patient Rate,” a firm must submit a Medical Power of Attorney or a Patient-Directed Request designating the firm as a Personal Representative.

2. Mandatory Free Records (Social Security)

Providers are required to provide one copy of a patient’s record free of charge if the request is accompanied by documentation of a claim or appeal for Social Security Disability Insurance (SSDI) or Supplemental Security Income (SSI).

3. Response Timeframe

Providers must furnish the requested records within 30 days after the day on which the provider receives the request and payment for the records.

Audit Tip

• Audit the Digital Cap: If your firm receives an invoice for a large electronic file (EHR export) that exceeds $182.63, it is a statutory violation.
• The Representative Discount: Always include a POA and explicitly request the “Patient Rate.” This should remove the $36.53 search fee and reduce the per-page rates to actual labor/supply costs.
• Check the Math: Electronic pages are legally capped at 50% of the paper rate. Verify that you are being billed at $0.33/page (2026 rate) rather than the paper rate of $0.65/page.

Audit Your Invoice

If a Utah hospital is applying third-party search fees to a representative request or overcharging for digital delivery, our auditor uses these 2026 Utah Code benchmarks to flag the discrepancy.

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