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Copying Charges
How much can I charge for medical records in Virginia?
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In Virginia, a healthcare provider may charge a reasonable fee to cover the costs
incurred for supplies and labor involved in copying the requested information,
postage when the individual requests that the information be mailed, and
preparation of an explanation or summary of such information as agreed to by the individual. Va. Code § 32.1-127.1:03(J). It is recommended that a healthcare
provider not charge his/her patients or their personal representatives for these costs.
The party requesting the patient’s records is responsible for reasonable costs of
copying and mailing. However, this does not apply to records requested in order to make or complete an application for a disability benefits program. Payment of the cost may be requested by the physician prior to the record being furnished.
However, do not withhold medical information for nonpayment of copying costs,
especially if that information is needed to provide care and treatment to the patient. In addition, the record may not be “held hostage” for nonpayment of a medical bill.
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The risk management advice presented in this Site is intended as general information of interest to physicians and other healthcare professionals. The recommendations and advice published on this Site do not reflect or establish a standard of care and do not establish rules for the practice of medicine. The publication of this information is not intended as an offer to insure such conditions or exposures, or to indicate that MAG Mutual Insurance Company will underwrite such risks for the reader. Our liability is limited to the specific written terms and conditions of actual insurance policies issued.
