State law, K.S.A. 65-4971(b), requires the Kansas Secretary of Labor to annually update the amount health care providers may charge for record duplication. The amount is adjusted based on changes in the Consumer Price Index. Effective January 1, 2011 the charges may not exceed $18.40 for supplies and labor, plus $.61 per page for the first 250 pages, and $.44 per page thereafter.

Keep in mind, however, that according to K.S.A. 65.2837, it is “unprofessional conduct” for a physician to fail to transfer records to another licensee when requested to do so by a patient or his or her representative. Therefore, if a patient requests medical records be copied and sent to another health care professional, the records should be copied and sent without waiting for payment from the patient. The patient may be billed for the copies, but delivery of the records to another health care professional should not be delayed. A provider should not condition the furnishing of records upon payment of copying charges.

Medical records related to Workers Compensation are not included in the medical records copying charges codified as K.S.A. 65-4971(b). Reimbursement for the reproduction of an employee’s medical records should be at the health provider’s billed charge, not to exceed the following: Up to 10 pages $16.00, 11-50 pages $28.00 ($16.00 for the first 10 pages plus $12.00 for 11-50 pages) above 50 pages $28.00 plus $.35 per page above 50 the maximum allowable payment for the copying of medical records is applicable to any health care provider, business, or other entity providing any forms of copying services.

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