General Surgery Coding Alert - 2014 Issue 22
Reader Question: Whom Do You Bill for Record Transfer Fees?
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Article Overview
This reader question addresses whether a practice may bill for a patient record transfer and summarizes HIPAA-related requirements for responding to record requests. It is intended for medical practices, billing and compliance staff, and others who handle protected health information requests. The article covers general rules on access to the designated record set, electronic record availability, acceptable delivery formats, reasonable charges, response timing, and the need to check state law.
Why This Topic Matters
Record requests are a routine compliance issue for healthcare organizations, and mistakes can create privacy, access, and billing problems. Understanding the broad federal framework and any more restrictive state rules helps practices respond appropriately to transfer requests.
What You Will Learn
- How record transfer requests are handled under HIPAA-related guidance
- What general access rights patients have to their records
- What considerations apply when records are maintained electronically
- What broad factors affect allowable fees for copies or transfers
- What timing requirements and extension options apply to record requests
- Why state law must also be checked for record transfer rules
Who Should Read This
- Medical practice managers
- Billing staff
- Compliance officers
- Health information management staff
- Providers
- Office administrators
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