WVU Hospitals and Ciox Health Agree to Settlement Over Alleged Medical Record Overcharges

If you paid for copies of your medical records from a West Virginia University Medicine hospital or healthcare provider between 2010 and 2017, you may be eligible to receive cash reimbursement under a proposed class action settlement. The lawsuit alleges that Ciox Health LLC and affiliated West Virginia hospital entities charged patients and their legal representatives excessive per-page fees that violated state law limits. Class members have until September 22, 2026, to file a claim form and recover a cash payout.

Patients Challenge Medical Record Request Fees at West Virginia Hospitals

The class action settlement resolves allegations brought against Ciox Health LLC and several West Virginia hospitals and medical practices, including West Virginia University Medicine entities. The primary case, Smith v. Camden-Clark Memorial Hospital Corp. (Civil Action No. 14-C-829), was filed in the Circuit Court of Wood County, West Virginia.

Plaintiffs in the lawsuit alleged that Ciox Health and affiliated healthcare providers overcharged individuals, family members, and authorized representatives who requested copies of medical records. According to court documents, the defendants charged per-page rates that exceeded maximum allowances established by West Virginia state law, placing an unfair financial burden on patients seeking access to their own clinical files.

Ciox Health and the participating healthcare providers deny any wrongdoing or liability. However, to avoid the delay, expense, and uncertainty of ongoing litigation, the parties agreed to a class action settlement to resolve all outstanding claims.

How Much Were Patients Overcharged for Copies of Their Medical Records?

Under West Virginia law, medical record requests are subject to strict fee caps designed to ensure patients can access their personal health records without excessive financial barriers. The lawsuit asserted that Ciox Health charged per-page rates far higher than what was legally permissible during a nearly seven-year timeframe.

Between December 1, 2010, and July 5, 2017, Ciox Health applied varying per-page fees to medical record requests serviced for qualifying WVU Medicine entities:

• December 1, 2010 – July 15, 2011: Charged $0.40 per page.

• July 15, 2011 – June 30, 2014: Charged $0.75 per page.

• June 30, 2014 – February 8, 2016: Charged $0.49 per page.

• February 8, 2016 – August 23, 2016: Charged $0.39 per page.

• August 23, 2016 – July 5, 2017: Charged $0.12 per page.

Under the terms of the proposed settlement, cash payments will reimburse class members for the difference between the rate Ciox charged and a negotiated settlement rate of $0.14 per page for each qualifying request.

Why Patient Access to Affordable Medical Records Matters Under the Law

Accessing your medical history is a fundamental right. Whether you need records to seek a second opinion, support an insurance claim, or assist an attorney with a personal injury case, state and federal laws protect patients from exorbitant copy fees.

West Virginia state statutes regulate how much healthcare facilities and third-party vendor management companies like Ciox Health can charge for printing, copying, and retrieving clinical files. When medical release vendors impose inflated per-page costs, everyday consumers pay the price out-of-pocket for documents that belong to their health history.

Class action litigation gives patients and families a way to hold medical systems and third-party vendors accountable, ensuring that healthcare providers follow state fee guidelines and reimburse those who were improperly charged.

Who May Be Eligible to Receive Financial Reimbursement from the Settlement?

You may be eligible to submit a claim for a cash payment if you or your representative requested and paid for copies of medical records serviced by Ciox Health at a qualifying WVU Medicine facility during the class period.

You may be eligible if:

• You are an individual, patient, agent, attorney, or authorized representative who paid Ciox Health for medical record copies from a qualifying WVU Medicine facility between December 1, 2010, and July 5, 2017.

• You did not previously receive a full refund or reimbursement for those medical record costs.

• You reimbursed a legal or authorized representative for expenses they paid to Ciox Health to obtain your medical files.

Individuals or businesses that previously received a full refund or paid for medical records under a pre-negotiated corporate pricing agreement are excluded from the settlement class.

How to Submit Your Claim Before the September 22, 2026 Deadline

To receive a partial refund under the settlement, eligible class members must complete and submit a valid Claim Form for each qualifying medical records invoice. Settlement checks will not be sent automatically.

Steps to file your claim:

1. Locate Your Notice Credentials: Review the class notice received in the mail or by email to find your unique Notice ID and PIN.

2. Submit Online or by Mail: Visit the official settlement portal at WVHospitalsClassAction.com to complete your claim electronically, or mail a paper form to:

   Smith v Ciox c/o Settlement Administrator

   PO Box 23369

   Jacksonville, FL 32241

3. Provide Required Verification: Claimants must supply the Notice ID, PIN, the last four digits of their Social Security Number or Federal Tax ID, the invoice number, hospital name, patient name, requestor name, request date, and billed amount.

The firm deadline to submit or postmark your Claim Form is September 22, 2026.

Important Legal Deadlines and Next Steps for Class Members

Class members have specific rights and choices under the terms of the settlement. It is vital to track key court dates to ensure your rights are protected:

• Claim Filing Deadline: September 22, 2026.

• Opt-Out / Exclusion Deadline: September 22, 2026 (for those who wish to keep the right to sue Ciox independently).

• Objection Deadline: September 22, 2026.

• Final Approval Hearing: Scheduled on or after April 20, 2027, where the court will decide whether to grant final approval to the settlement agreement.

If you choose to do nothing, you will forfeit your right to a cash reimbursement and give up the right to bring future legal claims against Ciox Health or the participating West Virginia hospitals regarding these medical record fees.