Vermont Medical Record Fees: The 2025-2026 Statutory Guide
Medical record access in Vermont is regulated by 18 V.S.A. § 9419. Vermont law applies to all “custodians” of health information, which includes healthcare providers, facilities, and health insurers. The statute is designed to prevent excessive charging by mandating a straightforward fee structure.
1. Statutory Fee Schedule (2025-2026)
Vermont uses a “Greater Of” calculation. A provider may charge either a flat fee or a per-page fee, whichever results in a higher amount.
| Service Type | Paper Records Fee | Electronic Records Fee |
|---|---|---|
| Minimum Flat Fee | $5.00 | $5.00 |
| Per Page Rate | $0.50 per page | $0.50 per page |
| Search / Retrieval | Included | Included |
| Itemized Bill | Required | Required |
| Postage | Actual Cost | N/A (if digital) |
Format Exceptions (X-Rays & Imaging)
Under 18 V.S.A. § 9419(b), for records that cannot be easily photocopied (such as X-rays, films, disks, or tapes), the custodian may charge a fee “reasonably related to the associated costs” of reproduction.
2. Mandatory Fee Waivers (Public Benefits)
Vermont law is strictly protective of individuals seeking social safety net assistance. A custodian shall not charge any fee (no flat fee, no per-page fee, and no postage) if the records are requested to support:
- A claim or appeal under any provision of the Social Security Act (SSDI/SSI).
- Any other federal or state needs-based benefit or program (e.g., Reach Up, Medicaid, SNAP).
3. Response Timeframe
While the fee statute itself does not set a specific deadline, Vermont generally adheres to the 30-day HIPAA standard. However, some sections of Vermont law regarding patient rights suggest a goal of 15 days for providing copies of one’s own records to ensure continuity of care.
4. The “Itemized Bill” Requirement
Vermont is one of the few states that explicitly requires providers to provide an itemized bill for all assessed charges. A vague “Copy Fee” invoice is a violation of § 9419(a).
Audit Tip for Vermont Paralegals
- The $5.00 Floor: For very small requests (1-9 pages), the provider will likely charge the $5.00 flat fee. Once the request exceeds 10 pages, the $0.50 per-page rate becomes the standard.
- Needs-Based Claims: If your firm is representing a client in an SSDI appeal, the provider is legally barred from charging for those records. Simply provide a statement or documentation of the claim to invoke the waiver.
- Electronic Overcharges: Because the Vermont statute was written before the ubiquity of EHRs, it does not have a separate lower “electronic” cap. However, under the Federal Information Blocking Rules (21st Century Cures Act), charging a per-page fee for digital access that does not require manual scanning may be considered an “interference” with access.
Audit Your Invoice
If a Vermont provider is charging a search fee in addition to the $0.50 per-page rate, or refusing to waive fees for an SSDI claimant, our auditor uses 18 V.S.A. § 9419 to dispute the bill.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Vermont statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.