Thanks for this discussion - it's quite timely for us as we recently have been asked by an insurer to supply records from a date range.
I don't know if this applies to you, DocMark, or joshuam.... but this is what we do:
We are happy to fill record requests at no charge when they come from patients or docs. Insurance companies request them all the time and we ALWAYS insist on payment for these records. These are most often HEDIS requests; they often come from an outside company (e.g "We have been engaged by Aetna to obtain these records..."). My suggestion is to pick a fair price for copying and insist on payment prior to releasing the records. Our minimum charge is $25.
You may hear that your contract with the insurance company requires you to provide these records. That might or might not be accurate; in any event, your contract does NOT mandate that you provide them for free.
You may hear that "we are not authorized to provide payment for these records". What this usually means is "we are only paid so much to get your records, and paying you for them will eat into our profit". Your staff's response should be that "we are not authorized to release them without payment".
One of two things will happen: they will agree to pay, or you will not hear from them again about the records.
It somehow takes the sting and annoyance out of these records requests to know that you are getting some payment for your staff's time and efforts.
Keep in mind that these charts are NOT being reviewed to rate YOU; they are being reviewed to rate the insurance company. Do not worry that you will somehow be hurt by insisting on payment for your work.
