1. a. Except as provided in subsection d. of this section, if a patient of a general, special, or psychiatric hospital licensed pursuant to P.L.1971, c.136 (C. 26:2H-1 et seq.), the patient’s legally authorized representative, or an authorized third party requests, in writing, a copy of individual admission records, the hospital shall provide a legible paper or electronic reproduction of the requested records within the dates requested to the patient, the patient’s legally authorized representative, or the authorized third party within 30 days of the request, in accordance with the following:

(1) (a) For a request by a patient or the patient’s legally authorized representative for a medical record, whether such record is stored electronically, on microfilm or microfiche, or on paper, the fee for reproducing the record shall not exceed $1 per page or $50 per individual admission record, whichever is less. The fee for reproducing a medical record shall not exceed $50 per individual admission or patient record, exclusive of any additional fees specified in paragraph (3) of this subsection;

(b) If a patient requests a copy of the patient’s own medical records in accordance with the federal “Health Insurance Portability and Accountability Act of 1996,” Pub.L.104-191, the requirements provided under 45 C.F.R. § 164.524(b) with respect to the time required to respond to such requests and the applicable fees shall apply;

(c) A hospital shall not charge any fee to provide an electronic or paper reproduction of a billing record requested by a patient, or a patient’s legally authorized representative;

(d) For a request by an authorized third party, the fee for reproducing medical and billing records that are not stored on microfilm or microfiche shall be no more than $1 per page, and the fee for reproducing records stored on microfilm or microfiche shall be $1.50 per image; and

(e) A fee for the reproduction of x-rays or any other material that cannot be routinely copied or duplicated on a commercial photocopy machine, which shall be no more than $15 per printed image or $30 per compact disc (CD) or digital video disc (DVD), plus an administrative fee of $10.

(2) Delivery of an electronic reproduction of a patient’s medical or billing record shall be required only if:

(a) the entire request can be reproduced from an electronic health record system;

(b) the record is specifically requested to be delivered in electronic format; and

(c) the record can be delivered electronically.

(3) In addition to per-page fees, a hospital shall apply the following charges for patients, patients’ legally authorized representatives, and authorized third parties:

(a) a search fee of no more than $20 per request; provided that no search fee shall be charged to a patient who is requesting the patient’s own record. If a search fee may be charged under this subparagraph, the fee shall apply even if no medical records are found as a result of the search;

(b) (Deleted by amendment, P.L.2022, c.114)

(c) a fee for certification of a copy of a medical record of no more than $10 per certification; and

(d) costs for delivering records in any medium, plus sales tax, if applicable.

(4) The fees established in this subsection shall be charged for electronic reproductions as well as paper copies of medical records.

(5) The hospital shall establish a policy assuring access to copies of medical records for patients who do not have the ability to pay for the copies.

(6) The hospital shall establish a fee policy providing an incentive for the use of abstracts or summaries of medical records; however, a patient and a patient’s legally authorized representative shall have the right to receive a full or certified copy of the medical record.

(7) Subject to the requirements of paragraph (2) of this subsection, medical and billing records shall be delivered in the manner specified by the requestor, which may include, but shall not be limited to, mailing the record to any address or faxing the record to any number specified by the requestor, including the requestor’s attorney. Subject to the requirements of federal law, the method of delivery specified by a requestor shall not affect the fees that would ordinarily apply to the request under paragraphs (1) and (3) of this subsection, subject to any policies established pursuant to paragraphs (5) and (6) of this subsection and subject to the provisions of subsections c. and d. of this section.

b. Access to a copy of a patient’s medical record shall be limited only to the extent necessary to protect the patient. The patient’s attending physician shall provide a verbal explanation for any denial of access to the patient, legally authorized representative, or authorized third party, and shall document the denial and explanation in the medical record. In the event that direct access to a copy by the patient is medically contraindicated, as documented by a physician in the patient’s medical record, the hospital shall not limit access to the record to a legally authorized representative of the patient, an authorized third party, or the patient’s attending physician.

c. A hospital shall not assess any fees or charges for a copy of individual admission records as provided herein other than those provided for in this section.

d. The fees authorized by this section shall not be imposed on:

(1) A patient who does not have the ability to pay and who presents either: (a) a statement certifying to annual income at or below 250 percent of the federal poverty level; or (b) proof of eligibility for, or enrollment in, a State or federal assistance program including, but not limited to: the federal Supplemental Nutrition Assistance Program established pursuant to the “Food and Nutrition Act of 2008,” Pub.L.110-246 (7 U.S.C. § 2011 et seq.); the federal Supplemental Security Income program established pursuant to Title XVI of the federal Social Security Act, Pub.L.92-603 (42 U.S.C. § 1381 et seq.); the National School Lunch Program established pursuant to the “Richard B. Russell National School Lunch Act,” Pub.L.79-396 (42 U.S.C. § 1751 et seq.); the federal special supplemental food program for women, infants, and children established pursuant to Pub.L.95-627 (42 U.S.C. § 1786); the State Medicaid program established pursuant to the “New Jersey Medical Assistance and Health Services Act,” P.L.1968, c.413 (C. 30:4D-1 et seq.); the NJ FamilyCare Program established pursuant to the “Family Health Care Coverage Act,” P.L.2005, c.156 (C. 30:4J-8 et al.); the Work First New Jersey program established pursuant to the “Work First New Jersey Act,” P.L.1997, c.38 (C. 44:10-55 et seq.); the New Jersey Supplementary Food Stamp Program established pursuant to the “New Jersey Supplementary Food Stamp Program Act,” P.L.1998, c.32 (C. 44:10-79 et seq.); any successor program; or any other State or federal assistance program now or hereafter established by law;

(2) A not-for-profit corporation indicating in writing that it is representing a patient;

(3) A health care practitioner;

(4) An attorney representing a patient on a pro bono basis, provided that the attorney submits with the request a certification that the attorney is representing the patient on a pro bono basis. An attorney representing a patient on a contingency fee basis shall be assessed the ordinary fees to obtain a copy of individual admission records; or

(5) A patient or an attorney representing a patient who has a pending application for, or is currently receiving, federal Social Security disability benefits provided under Title II or Title XVI of the federal Social Security Act, Pub.L.92-603 (42 U.S.C. § 1351 et al.).

e. As used in this section:

“Authorized third party” means a third party, who is not a legally authorized representative of the patient, with a valid authorization, subpoena, legal process, or court order granting access to a patient’s medical or billing records.

“Legally authorized representative” means: the patient’s spouse, domestic partner, or civil union partner; the patient’s immediate next of kin; the patient’s legal guardian; the patient’s attorney; the patient’s automobile insurer; or the patient’s worker’s compensation carrier, if the carrier is authorized to access to the patient’s treatment or billing records by contract or law, provided that access by a worker’s compensation carrier shall be limited only to that portion of the treatment or billing record that is relevant to the specific work-related incident at issue in the worker’s compensation claim.

L.2019, c.217, s.1; amended 2021, c.359, s.1; 2021, c.427; 2022, c.114, s.1.