Montana Medical Record Retrieval, Statutory Copying Fee Caps & Subpoena Rules (Mont. Code Ann. § 50-16-540 & § 50-16-816)
Complete guide to Montana medical record retrieval, comparing the Federal HIPAA Patient Rate (45 CFR § 164.524) against Montana's third-party copying fee caps under Mont. Code Ann. § 50-16-540 & § 50-16-816 (post-Ciox Health v. Azar), mandatory 30 calendar days response deadlines, and Mont. R. Evid. 902(11) Business Records Certification trial authentication.
Montana (MT) Medical Record Laws at a Glance
- Governing Fee Statute
- Mont. Code Ann. § 50-16-540 & § 50-16-816
- Mandatory Response Deadline
- 30 calendar days
- State Statutory Third-Party Copying Fee Schedule (Post-Ciox v. Azar)
- $15.00 administrative fee + $0.50/pg for third-party requests under MCA § 50-16-540 / § 50-16-816
- Custodian Affidavit & Evidence Rule
- Mont. R. Evid. 902(11) Business Records Certification
- Minimum Record Retention Rule
- 10 years adult hospital records; minor until age 28 (ARM 37.106.402)
Montana 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 Montana are governed by Mont. Code Ann. § 50-16-540 & § 50-16-816:
| Requirement | Patient Direct (45 CFR § 164.524) | Montana Third-Party Attorney (Mont. Code Ann. § 50-16-540 & § 50-16-816) | Montana Civil Subpoena & Affidavit |
|---|---|---|---|
| Maximum Copying & Search Fee | Reasonable cost-based labor only when delivered directly to patient ($0 search fee) | $15.00 administrative fee + $0.50/pg for third-party requests under MCA § 50-16-540 / § 50-16-816 | Statutory subpoena clerical & per-page limits under Mont. Code Ann. § 50-16-540 & § 50-16-816 |
| 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 Mont. R. Evid. 902(11) Business Records Certification | Mandatory Custodian Affidavit or Certificate of No Records (Mont. R. Evid. 902(11) Business Records Certification) |
Montana 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 Montana 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 Montana Medical Center Cities (HIM, Billing & PACS Routing)
Select a major medical center city in Montana to view its Level I/II trauma centers, acute-care hospitals, VA Medical Centers, and 3-department ROI vendor routing:
Major Montana 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 Montana, including Billings Clinic, Logan Health, Providence Montana, Intermountain Health Montana, and regional clinics.