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Servants MissionServants MissionPatient rights · Access request fee schedule
HIPAA §164.524(c)(4) lets us charge a reasonable, cost-based fee for copies of your records. The most common request (encrypted email delivery) is free. Below is the full schedule. We will never charge a search or retrieval fee. We will quote any non-zero fee in advance, before we start the work.
| Service | Fee | Citation |
|---|---|---|
Electronic delivery (encrypted email) Records delivered as an encrypted PDF to the email address you provide. No labor or supply fee — encrypted-email delivery is our default, lowest-cost option. | No charge | 45 CFR §164.524(c)(4)(i); OCR 2016 guidance |
In-person pickup at our office Records prepared on a USB or printed and held for pickup at the agency office during business hours. Photo ID required at pickup. | No charge | 45 CFR §164.524(c)(4)(ii) |
Paper copy (per page) If you request paper records, we charge a per-page fee covering paper + ink labor. Per-page rate is well under Kansas Medicaid's reimbursable rate for similar copy services. | $0.10 / page (cap $25.00 per request) | 45 CFR §164.524(c)(4)(i) |
First-class postage (paper delivery) Actual cost of first-class mail when you ask us to send paper records to a postal address. | Actual postage cost (no markup) | 45 CFR §164.524(c)(4)(iii) |
Explanation or summary preparation If you request a written explanation or summary INSTEAD of the full record, AND you have agreed to the fee in advance, we may charge for preparation labor. We will quote the fee BEFORE starting the work. | Quoted in advance · cap $75.00 | 45 CFR §164.524(c)(4)(iv) — only with patient's prior written agreement. |
We may waive fees in cases of financial hardship or when otherwise required by law. If you need records for an active legal proceeding or a benefits application and the cost would prevent you from getting them, ask us. We can waive or reduce the fee.