Oregon Medical Record Retrieval, Statutory Copying Fee Caps & Subpoena Rules (Or. Rev. Stat. § 192.563)
Complete guide to Oregon medical record retrieval, comparing the Federal HIPAA Patient Rate (45 CFR § 164.524) against Oregon's third-party copying fee caps under Or. Rev. Stat. § 192.563 (post-Ciox Health v. Azar), mandatory 30 calendar days response deadlines, and OEC Rule 803(6) & ORCP 55 H (Hospital Records Subpoena Declaration) trial authentication.
Oregon (OR) Medical Record Laws at a Glance
- Governing Fee Statute
- Or. Rev. Stat. § 192.563
- Mandatory Response Deadline
- 30 calendar days
- State Statutory Third-Party Copying Fee Schedule (Post-Ciox v. Azar)
- Under ORS § 192.563: Up to $30.00 for pages 1–10, $0.50/pg (11–50), $0.25/pg (51+) for paper; electronic records capped by actual labor/cost rules.
- Custodian Affidavit & Evidence Rule
- OEC Rule 803(6) & ORCP 55 H (Hospital Records Subpoena Declaration)
- Minimum Record Retention Rule
- 10 years hospital discharge summary; 7 years general records (OAR 333-505-0050)
Oregon 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 Oregon are governed by Or. Rev. Stat. § 192.563:
| Requirement | Patient Direct (45 CFR § 164.524) | Oregon Third-Party Attorney (Or. Rev. Stat. § 192.563) | Oregon Civil Subpoena & Affidavit |
|---|---|---|---|
| Maximum Copying & Search Fee | Reasonable cost-based labor only when delivered directly to patient ($0 search fee) | Under ORS § 192.563: Up to $30.00 for pages 1–10, $0.50/pg (11–50), $0.25/pg (51+) for paper; electronic records capped by actual labor/cost rules. | Statutory subpoena clerical & per-page limits under Or. Rev. Stat. § 192.563 |
| 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 OEC Rule 803(6) & ORCP 55 H (Hospital Records Subpoena Declaration) | Mandatory Custodian Affidavit or Certificate of No Records (OEC Rule 803(6) & ORCP 55 H (Hospital Records Subpoena Declaration)) |
Oregon 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 Oregon 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 Oregon Medical Center Cities (HIM, Billing & PACS Routing)
Select a major medical center city in Oregon to view its Level I/II trauma centers, acute-care hospitals, VA Medical Centers, and 3-department ROI vendor routing:
Major Oregon 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 Oregon, including Kaiser Permanente Northwest, OHSU Health, Providence Health & Services Oregon, Legacy Health, PeaceHealth, and regional clinics.