HIPAA: Avoid Medical Record Copying Fee Violations


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 who you can charge for copying medical records, 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 (and their legal counsel) 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.

Expert Medical Record Copying Fee Tactics To Use

During her 60-minute online training session, she’ll provide you with an easy-to-implement breakdown of these confusing regulations. Here are just some of the questions you’ll get answered by attending this expert-led, 60-minute online training:

  • What medical record copying fees are appropriate for attorney or third-party info requests, and can I charge more?
  • What if the patient can’t afford the fees I’ve set?
  • How can I get paid for the additional time that archived information takes to compile?
  • Which requested formats (CD, thumb drive, paper, etc.) am I required to honor?
  • What can I include in my “real costs” for medical records duplication?
  • What patient records (X-rays, etc.) am I required to provide when outside providers produce them?
  • How can I be compensated when a patient wants his or her medical records mailed?
  • Are there instances when I can refuse a medical records request?
  • How do patient portals and electronic medical records affect us complying with patient requests?
  • And much more …

Who should attend this session:  Anyone that is involved or could be affected by medical record copying fee requests. Practice Managers, Compliance Managers, Physicians, NPPs, Administrators, Privacy Managers, Front Desk Managers, etc.

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

Meet Your Expert

Jennifer Searfoss
Esq, CPOM, CHCI, CMCSPrincipal Consultant, Searfoss Consulting Group, LLC (SCG Health)

Jennifer focuses on quality improvement, revenue cycle management and strategic planning in this post-health reform world.

Prior to taking on the role as entrepreneur, Jennifer was the Vice President of External Provider Relations for UnitedHealthcare, a Minnesota-based health insurance company. From 2007 to April 2011, she established and led the Provider Communications & Advocacy unit. This enterprise asset reviewed and approved communications for the commercial, Medicare and Medicaid participating providers in the UnitedHealthcare network. She also solicited direct feedback on how to improve payer operations from the physician and hospital community, which resulted in higher provider satisfaction rates with the national insurance company during her tenure at UnitedHealthcare.

Before going behind the iron curtain, Jennifer served as the External Relations Liaison for the Washington, DC-based Government Affairs Department of the Medical Group Management Association (MGMA). As the External Relations Liaison, Jennifer coordinated MGMA advocacy efforts with other specialties and medical organizations. She also was the Government Affairs Representative for the Eastern & Southern Sections. She began her work with MGMA in August of 2001.

Jennifer has had the pleasure of teaching at the University of Maryland, Baltimore County where she taught health care law, international diplomacy and women & politics and at George Washington University teaching health care policy. Jennifer received her undergraduate degree in health science and policy from the University of Maryland, Baltimore County and law degree from the University of Maryland.Jennifer is a Certified Medical Coding Specialist, Certified Healthcare Coding Instructor and Certified Practice Office Manager by the Professional Association of Healthcare Coding Specialists.


The Webinar was very organized and the information made sense.
Ashley Cooke
Office Manager, Ogden and Epker, LLC
We enjoyed how quick the pace was when covering the material.
Cathy Bird
Practice Manager, Jonathan T Paine, MD, PA
Very informative.
Angela Currie
Director of Administrative Services, Lutheran Homes of SC
The Speaker attempted to cover different medical practices, e.g. LTC private practice and hospital.
Beverly Harden
Health Information Specialist, Ethica Health & Retirement Communities
The speaker spoke clear, with a great pace to follow along with. They covered a lot of different potential billing requests.
Ashlee Harlan
Health Information Manager, Compass Health