When it comes to answering the question “How much should I charge for Client Records?” there are several factors that you need to consider:
Consent & Legal Requirements
• NEVER release client records without written consent from the client or a court order.
• Most health insurance companies gain this written consent through the claim’s submission process. IF information is being requested regarding a claim that the client submitted to the health insurance company, be sure to ask the insurance company for a copy of the written consent document that was submitted by the client in relation to adjudication of their claim. IF an insurance company is requesting information about a claim that was submitted through direct billing, you should already have a copy of this consent as part of the documentation that you are to have for each client for whom you are direct billing. These forms, provided by the health insurance companies, are found through each of the direct billing portals.
• You can find an example of a client record release form here – by all means feel free to adapt this document for your own use.
• Keep a copy of the client’s written consent in their file to protect yourself legally.
Who is Requesting the Records?
• If an insurance company requests records for claim verification (with client consent), you must provide them free of charge in accordance with item 10 of CMMOTA’s Client Records, Charting, and Treatment Notes Policy once you have received a copy of the consent provided by the client to release their information.
• If the request comes from the client, their representative (e.g. lawyer), or another authorized party, you may charge a reasonable fee.
What is a Reasonable Fee?
• Fees are typically per page (e.g. $1 per page for paper copies).
• Some therapists set a minimum charge, often equivalent to 15 minutes of treatment time.
• The cost should reflect the time and effort required to copy or scan the documents. It is good to remember that in providing copies of a client’s records that this be done in such a way as to remain PIPEDA and PHIPA compliant.
Set Your Fee in Advance
• Establish and document your fee policy before you receive a request to avoid last-minute decisions.
By following these guidelines, you can ensure a smooth and compliant process for handling client record requests.