Hawaii Medical Record Retrieval, Statutory Copying Fee Caps & Subpoena Rules (Haw. Rev. Stat. § 622-57)
Complete guide to Hawaii medical record retrieval, comparing the Federal HIPAA Patient Rate (45 CFR § 164.524) against Hawaii's third-party copying fee caps under Haw. Rev. Stat. § 622-57 (post-Ciox Health v. Azar), mandatory 30 calendar days response deadlines, and Haw. R. Evid. 902(11) & HRS § 622-52 (Medical Records Subpoena Affidavit) trial authentication.
Hawaii (HI) Medical Record Laws at a Glance
- Governing Fee Statute
- Haw. Rev. Stat. § 622-57
- Mandatory Response Deadline
- 30 calendar days
- State Statutory Third-Party Copying Fee Schedule (Post-Ciox v. Azar)
- Reasonable costs of reproduction under HRS § 622-57; Federal 45 CFR § 164.524 Patient Rate applies to direct patient requests
- Custodian Affidavit & Evidence Rule
- Haw. R. Evid. 902(11) & HRS § 622-52 (Medical Records Subpoena Affidavit)
- Minimum Record Retention Rule
- 7 years adult; minor until age 25 (7 years past age 18 under HRS § 622-58)
Hawaii 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 Hawaii are governed by Haw. Rev. Stat. § 622-57:
| Requirement | Patient Direct (45 CFR § 164.524) | Hawaii Third-Party Attorney (Haw. Rev. Stat. § 622-57) | Hawaii Civil Subpoena & Affidavit |
|---|---|---|---|
| Maximum Copying & Search Fee | Reasonable cost-based labor only when delivered directly to patient ($0 search fee) | Reasonable costs of reproduction under HRS § 622-57; Federal 45 CFR § 164.524 Patient Rate applies to direct patient requests | Statutory subpoena clerical & per-page limits under Haw. Rev. Stat. § 622-57 |
| 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 Haw. R. Evid. 902(11) & HRS § 622-52 (Medical Records Subpoena Affidavit) | Mandatory Custodian Affidavit or Certificate of No Records (Haw. R. Evid. 902(11) & HRS § 622-52 (Medical Records Subpoena Affidavit)) |
Hawaii 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 Hawaii 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 Hawaii Medical Center Cities (HIM, Billing & PACS Routing)
Select a major medical center city in Hawaii to view its Level I/II trauma centers, acute-care hospitals, VA Medical Centers, and 3-department ROI vendor routing:
Major Hawaii 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 Hawaii, including Kaiser Permanente Hawaii, The Queen's Health Systems, Hawaii Pacific Health, and regional clinics.