Wisconsin Medical Record Fees: The 2025-2026 Statutory Guide
Wisconsin’s medical record fees are regulated by Wis. Stat. § 146.83. While paper records follow a tiered inflation-adjusted schedule, a landmark Wisconsin Supreme Court ruling has eliminated fees for electronic records provided to patients and their representatives.
1. Statutory Fee Schedule (2025-2026)
The following rates for paper records are effective through June 30, 2026.
| Service Type | Paper Records Fee | Electronic Records Fee |
|---|---|---|
| Retrieval Fee | $28.43 | $0.00 |
| Pages 1–25 | $1.44 per page | $0.00 |
| Pages 26–50 | $1.07 per page | $0.00 |
| Pages 51–100 | $0.70 per page | $0.00 |
| Pages 101+ | $0.41 per page | $0.00 |
| Certification | $11.37 | $0.00 |
| X-Ray / Image | $14.18 per image | Actual Cost |
The Electronic Record Ban (Banuelos)
Under the Wisconsin Supreme Court ruling in Banuelos v. University of Wisconsin Hospitals, healthcare providers may not charge any fees (retrieval or per-page) for electronic copies of medical records requested by a patient or an authorized person. Because the statute does not explicitly list a fee for “electronic format,” the court ruled that no fee can be assessed.
2. Mandatory Fee Waivers (Social Security)
Under Wis. Stat. § 146.83(1f), if records are requested for an appeal of a denial of Social Security Disability (SSDI) or SSI benefits, the provider:
- May only charge the “actual cost” of duplication.
- Must provide the records regardless of a patient’s ability to pay if they are receiving Medical Assistance (Medicaid).
3. Response Timeframe
Wisconsin law requires providers to furnish records “as promptly as possible.” While the statute does not define a specific number of days, facilities generally follow the 30-day HIPAA maximum to remain in compliance.
Audit Tip for Wisconsin Paralegals
- The Electronic $0 Rule: If you receive an invoice for a digital file (PDF, CD, or Portal download) in Wisconsin, it is likely a violation of the Banuelos precedent. These records must be provided free of charge to patients and their attorneys.
- Retrieval Fee Restrictions: The $28.43 retrieval fee for paper records cannot be charged to the patient themselves; it only applies to certain third-party requests.
- Medicaid Discounts: For paper records, patients eligible for Medical Assistance are entitled to significantly reduced rates (often capped at 25% of the standard fees).
Audit Your Invoice
If a Wisconsin provider is charging per-page fees for electronic records or applying retrieval fees to a patient-authorized request, our auditor uses Wis. Stat. § 146.83 and the Banuelos ruling to zero out the balance.
Not sure if your invoice is accurate? Use our Medical Record Fee Calculator to audit your charges against these Wisconsin statutes.
Please understand that the materials on this web page are for general information purposes only, and is not intended as legal advice.