Board of Medical Licensure and Discipline

Medical Records Information

The Following Sections are reproduced from:

Rules and Regulations Pertaining to the Licensure and Discipline of Physicians (R5-37-MD/DO)

Medical Records

11.2 Medical records and medical bills may be requested by the patient or an authorized representative. All medical record requests to physicians shall be made in writing or upon receipt of a properly executed Authorization for Release of Health Care Information. Reimbursement to the physician for copying of medical records shall not exceed 25 cents per page for the first 100 pages. After 100 pages, the fee shall not exceed 10 cents per page. A maximum fee of $15.00 may be charged for retrieval regardless of the amount of time necessary to retrieve the record. A special handling fee of an additional $10.00 may be charged if the records must be delivered to the patient or authorized representative within forty-eight (48) hours of the request.

The physician may not require prior payment of charges for medical services as a condition for obtaining a copy of the medical record. The physician may not require prepayment of charges for duplicating or retrieving records as a condition prior to fulfilling the patient's request for the medical record if the request is for the purpose of continuity of care. Copying of X-rays or other documents not reproducible by photocopy shall be at the physician's actual cost plus reasonable fees for clerical service not to exceed $15.00. Charges shall not be made if the record is requested for immunization records required for school admission or by the applicant or beneficiary or individual representing an applicant or beneficiary for the purposes of supporting a claim or appeal under the provision of the Social Security Act or any federal or state needs-based benefit program such as Medical Assistance, RIte Care, Temporary Disability Insurance and Unemployment compensation.

No fees shall be charged to an applicants for benefits in connection with a Civil Court Certification Proceeding or a claim under the Worker’s Compensation Act R.I.G.L. 28-29-38 as reflected in R.I.G.L. 23-17-19.1(16). Requested records must be provided within thirty (30) days of the receipt of the written request or signed authorization for records. Requests for medical records made by attorneys or a patient's estate on behalf of the patient shall be billed in the same restricted manner as described herein. Electronic medical record downloading and copying shall be billed in the same manner and terms as described above. Should instances arise relating to the retrieval and copying of medical records which are not specifically covered by these regulations, a fee structure consistent with that described above shall apply.

11.3 Medical Records shall be stored by physicians or their authorized agents for a period of at least five (5) years unless otherwise required by law or regulation.

11.4 Medical Records shall be legible and contain the identity of the physician or physician extender and supervising physician by name and professional title who is responsible for rendering, ordering, supervising or billing each diagnostic or treatment procedure. The records must contain sufficient information to justify the course of treatment, including, but not limited to, patient histories; examination results; test results; records of drugs prescribed, dispensed, or administered; and reports of consultations and hospitalizations.