Maine Medical Record Retrieval, Statutory Copying Fee Caps & Subpoena Rules (22 M.R.S. § 1711-A & § 1711)
Complete guide to Maine medical record retrieval, comparing the Federal HIPAA Patient Rate (45 CFR § 164.524) against Maine's third-party copying fee caps under 22 M.R.S. § 1711-A & § 1711 (post-Ciox Health v. Azar), mandatory 30 calendar days response deadlines, and Me. R. Evid. 902(11) & 16 M.R.S. § 357 (Hospital Records) trial authentication.
Maine (ME) Medical Record Laws at a Glance
- Governing Fee Statute
- 22 M.R.S. § 1711-A & § 1711
- Mandatory Response Deadline
- 30 calendar days
- State Statutory Third-Party Copying Fee Schedule (Post-Ciox v. Azar)
- Paper: $5.00 for first page + $0.45/pg thereafter (capped at $250.00 max total for paper!). Electronic records may not exceed reasonable actual cost (capped at $150 max for third parties)
- Custodian Affidavit & Evidence Rule
- Me. R. Evid. 902(11) & 16 M.R.S. § 357 (Hospital Records)
- Minimum Record Retention Rule
- 7 years adult; minor 6 years past age 18
Maine Medical Record Fee Comparison: Patient Direct vs. Third-Party Law Firm
Under Ciox Health, LLC v. Azar, 435 F. Supp. 3d 30 (D.D.C. 2020), the federal HIPAA “Patient Rate” applies strictly to direct-to-patient requests, while third-party attorney and insurance requests in Maine are governed by 22 M.R.S. § 1711-A & § 1711:
| Requirement | Patient Direct (45 CFR § 164.524) | Maine Third-Party Attorney (22 M.R.S. § 1711-A & § 1711) | Maine Civil Subpoena & Affidavit |
|---|---|---|---|
| Maximum Copying & Search Fee | Reasonable cost-based labor only when delivered directly to patient ($0 search fee) | Paper: $5.00 for first page + $0.45/pg thereafter (capped at $250.00 max total for paper!). Electronic records may not exceed reasonable actual cost (capped at $150 max for third parties) | Statutory subpoena clerical & per-page limits under 22 M.R.S. § 1711-A & § 1711 |
| Mandatory Turnaround Window | 30 calendar days (or 30 days federal ceiling, whichever is shorter) | 30 calendar days | Subpoena return date + mandatory consumer notice window |
| Self-Authentication in Court | Uncertified unless Custodian Affidavit is requested | Certified Custodian Declaration under Me. R. Evid. 902(11) & 16 M.R.S. § 357 (Hospital Records) | Mandatory Custodian Affidavit or Certificate of No Records (Me. R. Evid. 902(11) & 16 M.R.S. § 357 (Hospital Records)) |
Maine County Subpoena Venues, Coroner Autopsy & EMS Run Sheet Hubs
Autopsy and forensic toxicology reports, 911 paramedic Prehospital Care Reports (PCRs), and trial court civil subpoenas in Maine are governed at the county/district level. Select a county below to view its trial court subpoena venue, Medical Examiner office, and 911 EMS agency:
Major Maine Medical Center Cities (HIM, Billing & PACS Routing)
Select a major medical center city in Maine to view its Level I/II trauma centers, acute-care hospitals, VA Medical Centers, and 3-department ROI vendor routing:
Major Maine Hospital Systems & Retrieval Hubs
We retrieve complete inpatient and outpatient clinical charts, UB-04 / CMS-1500 itemized billing ledgers, and DICOM radiology studies from all healthcare systems in Maine, including MaineHealth (Maine Medical Center), Northern Light Health, Central Maine Healthcare, and regional clinics.