DISCUSSION:

The purpose of this memorandum is to inform staff of a change in the maximum reimbursement rates for medical records.

The maximum reimbursement rates for paying providers for medical records were changed effective February 1, 2014. The new amounts are:

• A copying fee of $23.38 and 54 cents per page for the cost of supplies and labor for copies provided in paper form
• An additional fee of $21.89 if the records are maintained off-site
• Copies provided electronically (e.g. disc, fax, email) have a maximum copying fee of $23.38 plus 54 cents per page, or $102.46 total, whichever is less
• Postage to include packaging and delivery cost

Section 191.227 Revised Statutes of Missouri sets a base rate for the maximum costs of copying records. The law requires the Missouri Department of Health and Senior Services (DHSS) to determine the new amounts each year. The new rate information is available on their website at: www.dhss.mo.gov/ProtectingThePublic/FeesMedicalRecords.html.

The following table shows the changes for the handling and copy fees:

When Children’s Division staff request and receive medical records from providers, all invoices for payment for those records must be submitted via Payment Request.

Specific instructions for completing the Payment Request are provided in the FACES Financial System Payment Handbook (http://dssweb/fsd/administration/fmos/docs/faces_handbook_files.pdf).

Effective immediately, provider charges shall not exceed these maximums for services provided on or after February 1, 2014.