1. How may copies of medical records and billing statements be requested?
Patients or authorized representatives requesting copies of medical records and/or an itemized billing statement must submit a completed
Authorization For Release of Protected Health Information form, all required supporting documentation, and payment for any fees owed, to the EMS Records Unit via e-mail to LAFD.EMSRecords@lacity.org, or by regular mail to LAFD at the address listed on the form. All requested information must be provided along with any required documentation, such as copies of driver licenses, birth certificates, death certificates, Medical Powers of Attorney, Advance Health Care Directives, etc. Such documentation is required to establish the relationship between a patient and the person requesting the patient's medical records, which authorizes them to receive those records. Any questions may be directed to EMS Records at LAFD.EMSRecords@lacity.org
or at (213) 978-3648.
2. How long does it take to process a request for medical records and may a request be expedited?
Requests for records are processed in the order received and may take up to 3-5 weeks. Records requests cannot be processed the same day or otherwise expedited. To reduce processing time requestors should ensure that all required forms are completed and supporting documentation submitted at the time of the initial request.
ADVISORY NOTICE: At this time, the EMS Records Unit does not have the staffing capacity to answer phone calls, so please email your inquiry and follow-up to LAFD.EMSRecords@lacity.org. Processing time for medical records requests is approximately 4-8 weeks.
3. Is the Authorization For Release of Protected Health Information form available online?
Yes. Authorization For Release of Protected Health Information
4. Why is a patient authorization required to obtain copies of medical records and billing statements?
An Authorization For Release of Protected Health Information form is required from patients and third-parties requesting medical records. Medical records are highly confidential and State and Federal laws require that the LAFD ensure that such records are released only to the patient, the patient's authorized representative, or as otherwise allowed by law. The authorization form is the LAFD's way of verifying that a patient is authorizing the release of their confidential medical information.
5. May records be delivered via e-mail or picked-up in person?
The EMS Records Unit recently adopted Virtru to securely deliver the requested records via encrypted email. In order to read the encrypted email sent by EMS Records, you will need to first verify your identity prior to opening and reading the secure message. Please visit Virtru Support Center, which explains what you will experience when you receive a Virtru encrypted email. The records can also be delivered by fax, US mail or pick-up in person and arrangement can be made by contacting the EMS Records Unit at (213) 978-3648 or via e-mail at LAFD.EMSRecords@lacity.org.
6. Are there fees associated with a medical records request?
Effective January 1, 2019, there is no charge to patients or the patient's authorized representative requesting medical records. Fees for production of medical records in response to a subpoena remain in effect.
7. How may errors on an ambulance billing statement be corrected?
To correct billing errors, patients should complete a Request For EMS Billing Correction Or Exemption form and submit to LAFD at the address listed on Page 2 of the form, or contact the LAFD's billing contractor, Digitech, at (888) 772-3203 or (833) 532-2238.
8. What are the fees for ambulance transport and why are the charges so high?
The cost of the Emergency Medical Service Program consists of direct and indirect costs including salaries, supplies, and related expenses. City policy establishes full cost recovery associated with providing ambulance transportation to patients, either from the patient’s insurance provider, the patient directly, or both. The charges for ambulance transport are established by Los Angeles City ordinance and the current rates are set forth in Los Angeles Administrative Code Section 22.210.2(b).
9. Will an account be sent to Collections if it is not paid? Will there be any additional fees?
If an ambulance bill has not been paid, the account may be referred to Collections in accordance with City policy. If an ambulance bill is paid after an account has already been referred to Collections, additional fees apply. Patients experiencing financial difficulties may be eligible for low-income assistance by contacting the LAFD billing agent, Digitech, at (888) 772-3203 or (833) 532-2238.
10. Is there a bill if a patient didn't call 9-1-1 or was not transported to a hospital?
The Los Angeles Fire Department bills for ambulance transport only. Patients may refuse transport, in which case no charges are incurred. In the event of an ambulance transport, the LAFD is mandated by law to recover the full cost of providing ambulance transportation to patients, either from the patient’s insurance provider, the patient directly, or both. The charges for ambulance transport are established by Los Angeles City ordinance and the current rates are set forth in Los Angeles Administrative Code Section 22.210.2(b).
11. Is the LAFD's Notice of Privacy Practices available?
Print out a copy of the Los Angeles Fire Department Notice of Privacy Practices or contact EMS Records at LAFD.EMSRecords@lacity.org or (213) 978-3648 to request that a copy be faxed or mailed.
12. How do I serve a civil subpoena for LAFD EMS-related records?
To subpoena for LAFD patient's medical/ambulance records, please hand-deliver or mail your subpoena request to:
LAFD EMS Records Unit
200 N. Main St. City Hall East Room 1620
Los Angeles, CA 90012.
Enclose a $15 check for processing fee, payable to LA CITY FIRE DEPT. We do not accept civil-related subpoenas via fax or email.
For a civil-related subpoena seeking records only, the subpoena must be served to LAFD EMS Records Custodian at least 15 days before the date set for production of records. The subpoena shall be accompanied by a copy of the Proof of Service and the Notice to Consumer. A subpoena failing to comply with Code of Civil Procedure Section 1985.3 and 2020.410 is defective and will be rejected.
