Medical Records Retrieval Rates

Pursuant to O.C.G.A §31-33-3, effective July 1, of each year, the costs related to medical record retrieval, certification and copy may be adjusted in accordance with the medical component of the consumer price index. Beginning July 1, 2015, the Department of Community Health (DCH) will be the state entity responsible for calculating the annual inflation adjustment and publishing the revised rates for medical records retrieval. Accordingly, the rates effective July 1, 2015 are as follows:

Previous Effective
July 1, 2015
Search, Retrieval and Other
Direct Administrative Costs
Up to: $35.00 $35.00
Certification Fee Up to Per Record: $9.70 $9.70
Copying Costs for Records in Paper Form Per page for pages 1-20: $0.97 $0.97
Per page for pages 21-100: $0.83 $0.83
Per page for pages over 100: $0.66 $0.66
Note: Rates do not apply to records requests necessary to make or complete an application for a disability benefits program or vocation rehabilitation program.


Workers Compensation Medical Retrieval Rates

Medical records copy charges under a workers’ compensation claim shall be billed at twenty cents ($0.20) per page, or image if on CD or other electronic storage device that allows electronic retrieval, or copies made from microfilm, with a minimum charge of thirty dollars($30.00), sales tax (if applicable), and actual cost for postage to mail the documents. The minimum fee shall include any costs associated with research, retrieval and certification of the records or information requested. Providers who use a medical records company to make and provide copies of medical records must ensure that reimbursement requirements are followed in accordance to the above fee schedule guidelines. X-ray copy charges shall be billed at $9.50 per copy.

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Code Ann., 31-33-2

Conditions and procedures for copying records

A provider who has custody over a patient’s medical record must retain the record for at least 10 years from the date it was created.  However, this does not apply to a provider who has retired or sold his practice and has given patients notice or to a hospital.

A provider must provide a complete copy of medical record to a patient or patient representative upon written request.  If the patient is deceased the following people may access the medical record:

  • Executor, administrator or temporary administrator of the estate;
  • If none of the above have been appointed, the deceased’s surviving spouse;
  • If there is no surviving spouse, the deceased’s surviving child;
  • If there is no surviving child, then the parent.

Any record that is requested must be provided to the patient within 30 days of the request.  The record request must include an authorization that complies with HIPAA, and must be signed and in writing.  A provider may refuse to provide the record until and unless a signed written authorization is submitted.

A provider may refuse to provide access to a patient’s medical records if he or she reasonably believes disclosure of the record to patient would be harmful to the patient’s physical or mental health.  If the provider refuses to provide the record, the patient may submit a written request that the record be sent to another provider.

Any person who releases medical records in accordance with this law and in good faith may not be held liable in a civil suit by the patient or patient’s estate or a criminal suit.


Release of Medical Records Form

Release of Medical Records Form [PDF]

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