Files & Forms
The Vandalia Fire Division Fire Administration Office is responsible for managing all fire and emergency medical services reports while ensuring that all reports released are in compliance with the Freedom of Information Act as well as HIPAA guidelines, and confidentiality policies. Our records management is broke down into the following categories:
EMS reports or Patient Care Reports (PCR) contain information, which is often required by various laws to maintain Protected Health Information (PHI) in a private and/or confidential manner. Should you wish to access PCR or information on a PCR you must:
- Submit a written letter of request for a record or complete the appropriate access form which you can obtain online or come into the Fire Administration Office to get. All requests to access PHI maintained by the Division of Fire must be reduced to writing.
- Anyone asking to access PHI maintained by the Division of Fire shall be prepared and able to verify the identity. This is usually achieved by presenting us with photo identification.
- A parent/guardian may pick up a report for their minor child when presenting us with a birth certificate (of a child), court paperwork that names you the minor child's guardian, and a picture ID (parent/guardian).
- Legal representatives seeking PHI should include a "release of medical information" form signed by the patient.
Fire reports are public informational reports completed for each and every fire-related response. Should you wish to access a fire report you must:
- Submit a written letter of request for a record or complete the appropriate access form which you can obtain online or come into the Fire Administration Office to get. All requests for public records maintained by the Division of Fire must be reduced to writing.
- Fire reports are public records, and anyone can request a fire report with the exception of an associated casualty report - this is subject to the same criteria as an EMS report or a fire report that is involved in a criminal investigation.
- Fire reports will be provided as soon as the investigation has been completed and recorded.
- To expedite your request you should be ready to present and/or provide the following information:
- Address/location of incident you are inquiring about
- Date of incident
- Photo Identification
Records are not always immediately accessible. The Fire Division strives to provide information within a reasonable period of time. Mail requests should be expected to take 7 to 10 days.
Access annual fire reports.