CIOX Health, WVU Hospitals Medical Record Fees Settlement

Individuals who paid for copies of medical records from a West Virginia University Medicine facility between Dec. 1, 2010 and July 5, 2017, may be eligible to submit a claim for a cash payment from a class action settlement.

CIOX Health LLC and several West Virginia hospitals and medical practices agreed to settle a class action lawsuit alleging they overcharged patients and their representatives for copies of medical records. The plaintiffs claimed these fees exceeded what West Virginia law permits.

Who can file a claim?

Class members must meet the following criteria:

• They are an individual or business who, with proper medical authorization, requested and paid for copies of medical records from a qualifying WVU Medicine entity CIOX serviced. This includes:
• Patients who paid CIOX for copies of their own medical records and did not receive reimbursement
• Agents attorneys, or other authorized representatives who paid CIOX for copies and did not receive reimbursement
• Individuals or entities who reimbursed their legal or authorized representative for the costs they paid CIOX to obtain medical records
• Insurance companies who paid for records with proper authorization and did not receive reimbursement

• They request the medical in writing, paid for and received between Dec. 1, 2010, and July 5, 2017.

Who is excluded from the class?

• Individuals that previously received a refund
• Any person or business that paid for medical records under a specific pricing agreement or negotiated rate

How much are settlement payments?

Cash payment: Class members can submit a claim to receive a partial refund. The payment amount will be the difference between the per-page rate CIOX charged and the settlement rate of $0.14 per page for each qualifying medical records request.

The per-page rates varied by time period and whether a patient or non-patient made the request:

• Patient record request CIOX rates:
• $0.40 per page: Dec. 1, 2010 – July 15, 2011
• $0.75 per page: July 15, 2011 – June 30, 2014
• $0.49 per page: June 30, 2014 – Feb. 8, 2016
• $0.39 per page: Feb. 8, 2016 – Aug. 23, 2016
• $0.12 per page: Aug. 23, 2016 – July 5, 2017

• Non-patient record request CIOX rates:
• $0.40 per page: Dec. 1, 2010 – July 15, 2011
• $0.75 per page: July 15, 2011 – June 30, 2014
• $0.55 per page: June 2014 – July 5, 201

How to claim a class action rebate

To receive a settlement payment, class members can file a claim online or complete the claim form included with their notice and mail it the settlement administrator. Class members must file a separate claim form for each qualifying medical records invoice.

Settlement administrator's mailing address: Smith v Ciox, c/o Settlement Administrator, PO Box 23369, Jacksonville, FL 32241

The claim deadline is Sept. 22, 2026.

Required proof and claim information

• All claimants must provide the notice ID from the settlement notice they received. Online claimants must also provide the PIN from the same notice..
• All claimants must provide the last four digits of their Social Security number or their Federal Tax Identification Number on the claim form.
• They must also provide the Invoice number, hospital or medical practice name, patient name, requestor name, request date and billed amount.
• If the claimant is submitting the claim form on behalf of someone else, they must include documentation showing they have the authority to do so. This may include a birth certificate, power of attorney or letters of administration.

Payout options

• Paper check mailed to the address provided

Settlement fund breakdown

The settlement fund will include:

• Settlement administration costs: To be determined
• Attorneys' fees and expenses: Up to $250,000
• Service awards to class representatives: $10,000 each
• Payments to eligible claimants: Total determined by number of valid claims filed

Important dates

• Deadline to file a claim: Sept. 22, 2026
• Deadline to opt out: Sept. 22, 2026
• Final approval hearing: On or after April 20, 2027

When is the settlement payout date?

The settlement administrator will issue payments to approved claimants after the court grants final approval of the settlement.

Why is there a class action settlement?

This class action settlement resolves allegations that CIOX and affiliated hospitals charged excessive fees for copies of medical records in violation of West Virginia law. The plaintiffs claimed the entities charged per-page rates that exceeded legal limits.

The defendants denied the allegations but agreed to the settlement to avoid further litigation.

Sources

1. Class notice
2. Settlement website FAQ page
3. List of WVU Medicine entities
4. Claim forms