Washington Medical Record Fees: 2026 Statutory Guide
In Washington, medical record fees are governed by the Uniform Health Care Information Act. Rates are adjusted biennially by the Department of Health to account for inflation.
1. Statutory Fee Schedule (2025-2026)
Under RCW 70.02.010 and WAC 246-08-400, providers may charge the following “reasonable fees” for paper or electronic records:
| Service Type | Maximum Allowable Fee (2026) |
|---|---|
| Clerical Fee | $31.00 (Search and Handling) |
| Pages 1–30 | $1.38 per page |
| Pages 31+ | $1.05 per page |
| Postage | Actual Cost |
The “No Fee” Rule for Social Security
Under RCW 70.02.030, providers cannot charge for a record if the patient is appealing a denial of Social Security (SSDI/SSI) benefits. One free copy must be provided for this purpose.
2. Response Timeframe
Under RCW 70.02.080, a provider must respond to your request within 15 working days.
- If a delay is necessary, the provider must notify you in writing.
- The total extension cannot exceed 21 days from the original request date.
3. Electronic Records & HIPAA
While Washington state law allows per-page fees, federal HIPAA law often limits charges for electronic copies to a reasonable, cost-based fee (typically a flat $6.50) when the request is made by the patient or their designee.
Audit Tip for Washington Paralegals
- The 15-Day Clock: Use RCW 70.02.080 to follow up slow vendors. If they haven’t responded in three weeks, they are in statutory violation.
- The Clerical Fee Audit: Ensure the $31.00 clerical fee is not being charged on Social Security appeal requests or cases where HIPAA’s “Patient Rate” applies.
- CPI Check: If an invoice shows a $26.00 or $28.00 clerical fee, they are using outdated 2020 or 2022 rates. While this saves you money, ensure they haven’t inflated the per-page rates to compensate.
Audit Your Invoice
If a Washington clinic is exceeding the $31.00 clerical cap or ignoring the 15-day deadline, our auditor uses the newest WAC 246-08-400 benchmarks to flag the overcharge.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these active Washington statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.