Stop HIPAA Violations for Charging for Medical Records Duplication

Length: 60 minutes Expert: Jennifer Searfoss, Esq.

You’d think charging for medical record requests would be pretty straightforward, right? Well, if this is what you believe, it’s probably only a matter of time before you have to deal with a HIPAA complaint investigation.

Did you know that the third most investigated type of HIPAA complaint is due to patient access to their medical records? Knowing how much HIPAA regulations allow you to charge for medical records requests, and what should be included (or excluded) in those fees, is essential to keeping you out of legal and financial trouble.

Patients requesting a copy of their medical records can easily land you in HIPAA hot water, unless you know exactly how to handle them. This is where healthcare attorney, Jennifer Searfoss, Esq, CPOM, CHCI, CMCS, can help. During her online training session, she’ll provide you with an easy-to-implement breakdown of these confusing regulations.

This session is Part 2 of a 2-Part series. Click here to learn how to save $75!

Here are just some of the questions you’ll get the answers to by taking advantage of this expert-led, 60-minute online training:

  • How quickly do you really need to turn around patient record requests?
  • Can you charge more to attorneys or third-party requests for patient medical records?
  • What’s really included in your patient’s “full medical record”?
  • Does your patient portal fulfill HIPAA requirements?
  • Do you have to fulfill patient records in the specific format requested (CD, thumb drive, paper, etc.)?
  • Can you withhold medical records until outstanding invoices are paid?
  • What can you actually include in your “real costs” for medical records duplication?
  • Do you have to follow the same guidelines for worker’s compensation requests?
  • Are you still required to provide the information if the patient’s provider is no longer with you?
  • Are you required to fulfill patient records produced by providers outside of your practice (i.e. x-rays)?
  • What information (if any) should be excluded when you provide medical records to patients?
  • Are there any specific verification guidelines you must follow to ensure the requestor’s identity?
  • Is there ever a case when you can deny access to medical records?
  • What should you do if your patient isn’t able to pay your medical record reproduction fees?
  • What if the patient is requesting archived information, can you pass on additional charges?
  • What if the patient is requesting analysis related to their medical record, can you charge for this added work?
  • Is it okay to send the patient information to a third-party if requested to do so?
  • Do medical records requests have to be received in writing?
  • Can you charge for postage if the patient wants the medical records mailed?
  • What if the patient has an amount due, can you make them pay that before you fulfill their medical records request?
  • And so much more…

Who should attend:  Practice Managers, Compliance Managers, Physicians, NPPs, Administrators, Privacy Managers, Front Desk Managers, etc. – Anyone that is involved or could be affected by medical records requests.

You deserve to be paid for the additional resources and time it takes to fulfill medical records request. However, do it wrong, and you can be faced with HIPAA complaints, violations and fines. Don’t risk it, sign up for this expert-led online training today.

Meet Your Expert

Jennifer Searfoss
Esq.Chief Legal and Compliance Officer

As the Chief Legal and Compliance Officer for U.S. Foot and Ankle Specialists, Jennifer Searfoss, Esq. leads and manages the legal and compliance functions for the MidAtlantic group.

Jennifer has always been passionate about helping physicians improve their compliance. As the Founder and CEO of the Searfoss Consulting Group (SCG Health), she focused on improving providers quality measurements. Prior to taking on the role as entrepreneur, Jennifer was the Vice President of External Provider Relations for UnitedHealthcare where she reviewed and approved education programs for commercial and Medicare physicians.

Her background in legal and compliance began with the accomplished foundation of serving the Medical Group Management Association (MGMA) as the External Relations Liaison. In addition to coordinating MGMA advocacy, she also was the Government Affairs Representative for the Eastern & Southern Sections.

Jennifer has had the pleasure of teaching health care law at the University of Maryland, Baltimore County and health care policy at George Washington University. She received her undergraduate degree in health science and policy from the University of Maryland, Baltimore County and law degree from the University of Maryland. She is a member in good standing of the Maryland bar since 2005. Jennifer, her husband and their two fuzzy children (a cat and a dog) reside in Northern Virginia.


Speaker was enthusiastic about her subject and presented the information in a clear, concise manner. She was able to use everyday language to make the confusing legal jargon accessible.
ENT Carolina, Medical Records Clerk
Presenter-Excellent. Materials - Excellent.
 Executive Administrator,  Care Plus NJ, Inc.
Excellent training--new confidence going forward to protect our practice.
Office Manager, David A Hendrick MD,PA
It was very easy to understand. Explanation was done clearly for us who are a sometimes a little confused on the legal aspects of what records to request and to whom.
Medical Records,  Ankle And Foot Clinics Northwest
Well planned. Speaker articulated in relateable terms. Good content, good use of an hour.
Office Manager,  Facial Spectrum, Inc