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Request Incident Report or Public Record

Guided by State of Florida Statute 119 directing that all state, county and municipal agencies must provide access to the public of its records, North Collier Fire is committed to providing an efficient process for the constituents it serves to request records.

Please allow 5-10 business days for processing your request. For records requiring extensive investigation, please allow up to 30 business days for processing.

In order to streamline processing and ensure accuracy, we ask that you submit your request in writing via mail, email or in person.You may also utilize our online form.

Should you have any questions regarding our HIPAA practices, please contact our HIPAA Privacy Officer:
Lori Freiburg
lfreiburg@northcollierfire.com
Direct: (239) 552-1357

Requirements differ for each type of records request. Please review the requirements below:

Incident Report

For all non-medical incidents, you will need the date, time and exact location of the incident.

Incident Report with Medical Care
All medical care given by NCFR Firefighter/EMTs and Firefighter/Paramedics is documented in the Patient Care Report (PCR). Please note that the data contained in the PCR is considered protected health information and is protected under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH Act) and the Florida Information Protection act of 2014 (FIPA). View our Notice of Privacy Practices HERE

The District can only provide medical information for medical care performed by North Collier Fire Control and Rescue District. For reports regarding ambulance transport to hospitals and/or care given by Collier County EMS, please contact Collier County EMS at (239) 252-3740.

Completed reports containing medical records, per District policy, cannot be emailed or faxed.  All reports containing medical records are mailed via certified return receipt or can be picked up in person. Delivery by FedEx or UPS can be arranged.

The following will be required to process requests for medical records:
 

If Requestor is Self:

  • Exact date, time and location of the incident;
  • A copy of your driver’s license or government issued photo ID;
  • A signed HIPAA Authorization for Disclosure of Protected Health Information form (NCFR Staff will provide you with the form). If not appearing in person to North Collier Fire so that identity can be verified by driver’s license or government issued photo ID, the form must be notarized.

If Requestor is Acting on Behalf of a Minor:

  • Exact date, time and location of the incident;
  • Parent or legal guardian must provide a certified copy of minor’s birth certificate or legal documents validating guardianship; and
  • A signed HIPAA Authorization for Disclosure of Protected Health Information form (NCFR Staff will provide you with the form). If not appearing in person to North Collier Fire so Requestor identity can be verified by driver’s license or government issued photo ID, the form must be notarized.

If Requestor is Acting on Behalf of a Deceased:

  • Exact date, time and location of the incident;
  • A copy of the death certificate;
  • Documentation validating Requestor is a personal 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;
  • A copy of Requestor’s driver’s license or government issued photo ID; and

If Requestor is an Attorney:

  • Exact date, time and location of the incident;
  • A notarized HIPAA Authorization for Disclosure of Protected Health Information form signed by patient (NCFR Staff will provide you with the form).

Subpoenas:

      • If submitting a non-party subpoena for medical records, please provide a courtesy copy of the certificate of non-objection along with subpoena to avoid delays;
      • Subpoenas received by fax, regular mail, or any other means may be returned to sender and/or be subject to denial; and
      • The subpoena must be signed by a person and not stamped.
      • Subpoenas must be hand delivered by process server or certified mail to the Custodian of Records at:

    North Collier Fire Control and Rescue District
    1885 Veterans Park Drive
    Naples, FL 34109

Fire Investigation

Fire investigation reports cannot be released until investigations are finalized by the Fire Inspector. You will need the date, time and exact location of the incident.

Environmental Reports

You will need the exact property address.

General/Other
You will need to give an explanation of the records you are seeking.  Please note that any confidential information will be redacted from the completed report.
Fees

FEE SCHEDULE

As per Florida Statute 119.07, fees may be charged for the work by Staff to fulfill a public records request. You will be notified prior to fulfillment if fees apply.

  • 15¢ per page
  • 20¢ per page double-sided
  • Applicable postage for mailing report to you vis USPS
  • Applicable fees for using UPS/FedEx to overnight report to you
  • CD or Jump-drive of On-the-Scene Photos (if available); Photos may also be uploaded to DropBox at no charge;
  • A service charge may apply for public record requests requiring extensive Staff time

* Payment may be required prior to receiving records. An invoice will be provided.

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