Appalachian District Health Department

Policy and Procedure Policy Name Management Operations Policies Policy Topic Fees for Copying and Releases

Section 200

Approved Date:5-5-09

Chapter 225

Revision Date: 3-18-13

Purpose: To provide for policy, procedures and fees for researching, copying and releasing records/permits/other information upon request. Policy: It is the policy of Appalachian District Health Department to charge a reasonable fee in compliance with G.S. 90-411 to cover the costs incurred in searching, handling, copying, scanning and mailing, faxing, emailing records to the patient/client or the patient’s/clients designated agent. This policy shall apply to record requests for confidential and non-confidential records Procedure: 1. The fee for each request shall be as follows: a. Seventy Five cents ($0.75) per page for the first 25 pages b. Fifty cents ($.50) per page for pages 26 through 100 c. Twenty Five cents ($.25) for each additional page in excess of 100 pages d. Five cents ($.05) for non-work copying by employees 2. Fees shall not apply to records released to other health care agencies/physicians for the purpose of referral, treatment, follow-up and continued care of the clients. 3. Also exempt from this fee will be the release to the Department of Health and Human Services Disability Determination Services for copies of medical records made on behalf of an applicant for Social Security or Supplemental Security Income disability. 4. Patients/clients/designated agent/employees will be advised of the charges when the request for records is received. 5. Fees received will be recorded in each department in accordance with agency policies. 6. A receipt for payment will be provided.

1|Management Operations Policies – Fees for Copying and Releases