For medical records departments
Custodian of records affidavits notarized for medical practices
When a subpoena or the records statute of the state it comes from calls for a sworn custodian affidavit, the person who keeps your records signs it in front of a notary, and we can do that at your office or by video. If the copies have to travel too, we pick them up sealed and deliver them with the affidavit.
Matthew Coleman, NJ Notary Public and NNA Certified Loan Signing Agent. Cranford, NJ. Fee confirmed before your session. Card charged only after it is complete. We aim to confirm within 15 minutes, 7am to 9pm.
What medical records departments bring us
Health information staff see the same few papers over and over: the affidavit of the custodian of records that goes with copies produced under a subpoena, the affidavit that says the facility has no records or only some of what was asked for, and the occasional records certification an out-of-state court sends with its own wording. The notary only handles the signature and the oath. Nobody on our side needs to read the chart, and the sealed envelope stays sealed.
Some courts accept an unsworn certification instead of an affidavit, and New Jersey's own court rules allow one in many filings. So the first step is always the subpoena's instructions: if they ask for an affidavit with a notary block, it gets notarized; if a signed certification is enough, you may not need us for that part at all.
What we handle for you
- Mobile notary visit: the custodian signs at your office, records room or front desk.from $75, plus state notarial fees
- Remote online notarization by video: a video session when the receiving court takes a remote notarization.from $40, per session, online, no travel
- Medical records pickup: we collect the copies from your release-of-information window.from $95, per facility, plus copy fees
- Courier for the originals: sealed copies and the affidavit delivered together.from $60 per delivery within 20 miles
- Court filing in New Jersey, filed in person: if the subpoena says to deliver to a New Jersey clerk.from $175, per filing, a starting rate; plus the court's fee at cost
How ordering works
- Send the subpoena's instruction page and the affidavit form your office uses, with the custodian's name and the facility address.
- We confirm whether it is a jurat (sworn) or an acknowledgment and quote the visit or session.
- The custodian swears to the affidavit and signs in front of the notary; the notary completes the certificate and logs the act in the journal.
- If you ordered delivery, the sealed package and affidavit go to the requesting office and you get the delivery confirmation.
One account for the whole office: ask for it with the form below, and once the desk has set it up your team orders in the client portal and gets one monthly invoice with your reference on each line. Until an account is approved for terms, jobs are paid when booked; approved accounts pay on net-30 terms, by card or ACH bank debit. New Jersey caps the fee for each notarial act; travel and service fees are separate and shown on the quote. See also business accounts and prepaid business plans.
Where we work
New Jersey is served directly from our desk in Cranford, with in-person visits on the schedule shown when you book. For medical records departments with signers in other states, remote online notarization works anywhere the receiving office accepts it, and in-person signings outside New Jersey go through our notary network where we can find a commissioned notary. We confirm coverage before accepting a job, and say so plainly when we can't cover it.
What the rules say
- Hawaii's records-subpoena statute says the custodian's affidavit that accompanies the copies "shall be notarized by a notary public." Source: Hawaii Revised Statutes 622-53
- Kentucky requires the custodian to "so state in a notarized affidavit" when the hospital has none, or only part, of the subpoenaed records. Source: Kentucky KRS 422.305
- New Jersey filings can often use a certification in lieu of oath, which needs no notary; follow what the subpoena or the receiving court asks for. Source: N.J. Court Rule 1:4-4(b), certification in lieu of oath
Read on the official pages in November 2026. Rules and forms change, and the office receiving a document decides what it accepts. General information about our services, not legal advice; we are not lawyers.
What we don't do
- We don't decide what records to release or review HIPAA authorizations; your privacy office does.
- We don't open sealed record packages or copy charts.
- We don't advise on whether a subpoena is valid or how to respond to it.
Related: How to notarize a general affidavit · Affidavit vs. sworn statement vs. declaration · Medical records pickup
FAQ
Questions from medical records departments
Does our custodian have to sign in front of the notary?
Yes, for an affidavit with a jurat. The signer takes an oath or affirmation and signs in the notary's presence, in person or on a remote video session where that is allowed.
Will the notary see patient information?
No. The notary needs the custodian's ID, the affidavit and the signature. The records themselves can stay in a sealed envelope the whole time.
Can it be done remotely?
New Jersey allows remote online notarization, so a video session works when the court or office receiving the affidavit accepts it. When in doubt, choose an in-person visit.
Can you bring the records to the attorney or court?
Yes. We can pick up the copies and the signed affidavit and deliver them together. Delivery is quoted per job and confirmed before work starts.
Before you send
- Opening an account is free. The desk reviews each request before any work is booked.
- Net-30 invoicing is for approved accounts. Until then, jobs are paid per job.
- Outside New Jersey we confirm coverage for each job before we accept it.
- We don't pay or accept referral fees, and we are not lawyers.
Prefer to talk?
Call the desk and we'll take the request by phone.