Ohio medical records laws

How Ohio differs from federal HIPAA

• Gives patients an express state civil action to enforce access (HIPAA has none).
• Caps electronic copies at $50 total and per-page charges at annually adjusted state maximums, on top of HIPAA's cost-based rule.
• Requires free copies for Social Security disability claims with proof of filing.
• No shorter deadline than HIPAA; Ohio says 'within a reasonable time'.

How long a provider has to respond

Ohio requires providers to supply your records 'within a reasonable time' but sets no number of days, so HIPAA's limit applies: 30 days, with one 30-day extension if the provider explains the delay in writing.(Ohio Rev. Code § 3701.74 (eff. Apr. 9, 2025), 45 CFR 164.524)

Under 45 CFR § 164.524, a provider may take one 30-day extension only if it tells you in writing, within the first 30 days, why and when you will get the records.

What a provider can charge

For a patient's own request, Ohio limits charges to reasonable, cost-based amounts allowed under federal law, with no search fee, per-page charges no higher than the state's annually adjusted caps, and a $50 maximum for electronic copies. Copies for a Social Security disability claim are free with proof the claim was filed.(Ohio Rev. Code § 3701.741 (eff. Oct. 3, 2023, H.B. 33))

Paper copies

Reasonable, cost-based fee, not above Ohio's annually adjusted per-page caps; no search fee for patients; electronic copies max $50 total

No initial search fee for requests by the patient or personal representative (the search fee applies only to other requesters)

Up to $0.00

Electronic copies

Digital or electronically transmitted records: total cost including related services may not exceed $50

When copies are free

One free copy (plus later treatment records) when the patient needs it for a Social Security Title II or XVI claim and includes proof the claim was filed; also free to BWC/Industrial Commission, Medicaid/county JFS and the Attorney General for crime-victim claims

A provider cannot refuse to give you your records because you owe money for treatment. Compare every state on the medical records fees by state page.

Minors and sensitive records

• mental health: Ohio's general access statute does not apply to records covered by R.C. Chapters 5119 and 5122 (mental health and addiction services) or 42 CFR Part 2; those records follow their own rules.(Ohio Rev. Code § 3701.74 (eff. Apr. 9, 2025))
• other: If a treating physician, APRN, psychologist, counselor, social worker, marriage and family therapist or chiropractor determines for clearly stated treatment reasons that disclosure is likely to have an adverse effect on the patient, the record is sent to a professional the patient designates instead.(Ohio Rev. Code § 3701.74 (eff. Apr. 9, 2025))

If a provider doesn't comply

If a provider fails to furnish the record as required, the patient, personal representative or authorized person may bring a civil action to enforce the right of access (R.C. 3701.74). HIPAA itself has no private right of action — HIPAA complaints go to HHS OCR.(Ohio Rev. Code § 3701.74 (eff. Apr. 9, 2025))

• State Medical Board of Ohio

  physicians (MD, DO, DPM), physician assistants and other Board licensees; it does not investigate HIPAA violations or billing disputes and does not regulate hospitals · 614-466-3934

• HHS Office for Civil Rights

  HIPAA violations by any covered entity, within 180 days

How to request your records in Ohio

1. Ask the provider's medical records (health information) department for its request form, or write your own request with your name, date of birth, dates of care, the records you want, and the format (paper or electronic).
2. Keep a copy and note the date — the 30 days (HIPAA) clock runs from when the provider receives it.
3. If the deadline passes or the bill exceeds the rules above, use the complaint routes on this page.

Templates and step-by-step help are on the records-access hub. Find a Ohio hospital's records office, or browse hospitals in Ohio.

Common questions about Ohio medical records