Requesting Patient Care Medical Records? Read This First
Guidelines for Successful Search for Patient Medical Care Reports
Guidelines for Successful Search of Patient Medical Care Reports
To improve the success of record searches for a Patient Medical Care Report, this document explains the specific information needed to accurately identify and locate records.
- Requests based solely on a patient’s name and date of birth may not result in responsive records. This can occur for several reasons:
- Patient identification may not have been available at the scene and, therefore, may not be documented in the Patient Medical Care Report.
- Names provided verbally to emergency response personnel may be recorded using a phonetic or alternate spelling, especially if patient ID was not available.
- Including the date and approximate time of the incident significantly improves the effectiveness of a records search.
- Providing the incident location, in addition to the date and time, further assists in accurately identifying responsive records.
- There are five (5) fire agencies that respond to medical emergencies within Collier County. The incident location determines which agency responded:
- North Collier Fire Control and Rescue District (independent fire district)
- Immokalee Fire Control District (independent fire district)
- Greater Naples Fire Rescue District (independent fire district)
- City of Naples Fire (municipal fire department)
- City of Marco Island Fire (municipal fire department)
- Collier County Emergency Medical Services (EMS) is the county-provided ambulance service and may also respond to medical incidents and provide hospital transport.
- If North Collier Fire Rescue is unable to locate records indicating that medical care was provided by our agency, the response may have been handled by another fire agency or by Collier County EMS. Each agency operates independently and maintains its own records; therefore, records requests must be directed to the responding agency.
HIPAA Authorization Requirements
All medical care provided by North Collier Fire Rescue Firefighter/EMTs and Firefighter/Paramedics is documented in a Patient Medical Care Report. These reports are maintained separately from Incident Reports and must be requested independently.
To help ensure an efficient search, please be prepared to include the date, approximate time and location of the incident, along with the patient’s name and date of birth when submitting a request.
Please note that valid HIPAA authorization is required prior to the release of any medical information. An authorization form is available upon request.
The following requirements outline the documentation typically needed to process requests for Patient Medical Care Reports. Because each request is unique, additional information or documentation may be required.
Requestor is Self
If Requestor is Self
The following information is required:
- Patient name and date of birth;
- Date, time and location of the incident; and
- A signed HIPAA Authorization for Disclosure of Protected Health Information form. If not appearing in person at North Collier Fire Control and Rescue District so Requestor identity can be verified by a valid driver’s license or government issued photo ID, the patient signature on the form must be notarized.
Requestor is Acting on Behalf of Minor
If Requestor is Acting on Behalf of a Minor
The following information is required:
Parent of Biological/Adopted Minor
- Patient name and date of birth;
- Date, time and location of the incident;
- Certified copy of minor’s birth certificate; and
- A signed HIPAA Authorization for Disclosure of Protected Health Information form. If not appearing in person at North Collier Fire Control and Rescue District so Requestor identity can be verified by a valid driver’s license or government issued photo ID, the requestor’s signature on the form must be notarized.
Guardian of Minor
- Patient name and date of birth;
- Date, time and location of the incident;
- Legal documents validating guardianship; and
- A signed HIPAA Authorization for Disclosure of Protected Health Information form. If not appearing in person at North Collier Fire Control and Rescue District so Requestor identity can be verified by a valid driver’s license or government issued photo ID, the requestor’s signature on the form must be notarized.
Requestor is Acting on Deceased Person
If Requestor is Acting on Behalf of a Deceased Person
The following information is required:
- Patient name and date of birth;
- Date, time and location of the incident;
- A copy of the death certificate;
- Documentation validating Requestor is an authorized representative of a deceased patient (acting as an executor, administrator or other person who under applicable law has the authority to act on behalf of the deceased patient or the patient’s estate) or attorney letter representing the estate of the requesting family member; and
- A signed HIPAA Authorization for Disclosure of Protected Health Information form. If not appearing in person at North Collier Fire Control and Rescue District so Requestor identity can be verified by a valid driver’s license or government issued photo ID, the requestor’s signature on the form must be notarized.