Connecticut Medical Record Retrieval, Statutory Copying Fee Caps & Subpoena Rules (Conn. Gen. Stat. § 19a-490b & § 20-7c)
Complete guide to Connecticut medical record retrieval, comparing the Federal HIPAA Patient Rate (45 CFR § 164.524) against Connecticut's third-party copying fee caps under Conn. Gen. Stat. § 19a-490b & § 20-7c (post-Ciox Health v. Azar), mandatory 30 calendar days response deadlines, and Conn. Code Evid. § 8-4 & CGS § 52-180 (Hospital Record Subpoena Certification) trial authentication.
Connecticut (CT) Medical Record Laws at a Glance
- Governing Fee Statute
- Conn. Gen. Stat. § 19a-490b & § 20-7c
- Mandatory Response Deadline
- 30 calendar days
- State Statutory Third-Party Copying Fee Schedule (Post-Ciox v. Azar)
- Up to $0.65/pg + postage for third-party requests; $0.00 FREE copy for Social Security Disability / SSI appeals under CGS § 19a-490b(b)!
- Custodian Affidavit & Evidence Rule
- Conn. Code Evid. § 8-4 & CGS § 52-180 (Hospital Record Subpoena Certification)
- Minimum Record Retention Rule
- 7–10 years adult (Regs. Conn. State Agencies § 19a-14-42)
Connecticut 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 Connecticut are governed by Conn. Gen. Stat. § 19a-490b & § 20-7c:
| Requirement | Patient Direct (45 CFR § 164.524) | Connecticut Third-Party Attorney (Conn. Gen. Stat. § 19a-490b & § 20-7c) | Connecticut Civil Subpoena & Affidavit |
|---|---|---|---|
| Maximum Copying & Search Fee | Reasonable cost-based labor only when delivered directly to patient ($0 search fee) | Up to $0.65/pg + postage for third-party requests; $0.00 FREE copy for Social Security Disability / SSI appeals under CGS § 19a-490b(b)! | Statutory subpoena clerical & per-page limits under Conn. Gen. Stat. § 19a-490b & § 20-7c |
| 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 Conn. Code Evid. § 8-4 & CGS § 52-180 (Hospital Record Subpoena Certification) | Mandatory Custodian Affidavit or Certificate of No Records (Conn. Code Evid. § 8-4 & CGS § 52-180 (Hospital Record Subpoena Certification)) |
Connecticut 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 Connecticut 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:
New Haven County
Court: Connecticut Superior Court — Judicial District of New Haven
Coroner/ME: Connecticut Office of the Chief Medical Examiner (Farmington Statewide HQ)
Hartford County
Court: Connecticut Superior Court — Judicial District of Hartford
Coroner/ME: Connecticut Office of the Chief Medical Examiner (Farmington)
Major Connecticut Medical Center Cities (HIM, Billing & PACS Routing)
Select a major medical center city in Connecticut to view its Level I/II trauma centers, acute-care hospitals, VA Medical Centers, and 3-department ROI vendor routing:
New Haven, CT Medical Record Retrieval
Yale New Haven Hospital (York Street & Saint Raphael Campuses — Level I Trauma)
Hartford, CT Medical Record Retrieval
Hartford Hospital (Hartford HealthCare — Level I Trauma) • Saint Francis Hospital and Medical Center (Trinity Health Of New England — Level I Trauma) • Connecticut Children's Medical Center
Major Connecticut 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 Connecticut, including Yale New Haven Health, Hartford HealthCare, Nuvance Health, Trinity Health Of New England, and regional clinics.