What may a covered entity impose when an individual requests a copy of their PHI?

When an individual requests a copy of their Protected Health Information (PHI), a covered entity can impose a reasonable cost-based fee. This aligns with the regulations set forth by the Health Insurance Portability and Accountability Act (HIPAA), which allows covered entities to charge for the labor, supplies, and the postage associated with providing a copy of the requested information. The fee must be fair and reflect the actual costs incurred by the covered entity in fulfilling the request.

This provision is designed to ensure that individuals can access their health information while also recognizing that there are administrative costs involved in processing these requests. The fee should not be prohibitive, and entities are encouraged to offer access in a way that facilitates patient engagement and rights to their health information.

While some entities may choose not to charge individuals for access to their PHI as a policy or as a matter of service, the allowance for a reasonable cost-based fee is an important aspect that addresses the resources required to provide such access.