To make a Houston Fire Department EMS patient records request, you need a completed Authorization for Release of Protected Health Information form, a government-issued photo ID, and payment of the applicable fee. Submit everything to the HFD Records Section at 500 Jefferson, Ste. 1970, Houston, TX 77002, through the City’s online portal, by email, by fax, by mail, or in person. The authorization form must be notarized, because Texas law treats EMS patient records as confidential medical information.1Office of the Attorney General of Texas. Open Records Letter Ruling OR2009-01081
Who Can Sign the Authorization
If you are the patient, you fill out and sign the form yourself. If you are requesting records for someone else, that patient must sign the form. The only way around a patient signature is to attach documentation proving your legal authority to act on their behalf, such as a power of attorney or a guardianship order.2Houston Fire Department. Authorization for Release of Protected Health Information Attorneys, insurance adjusters, and family members routinely request records this way, but without the signature or the paperwork, HFD will not release anything.
Filling Out the Authorization Form
The form is a three-page PDF on the HFD website.2Houston Fire Department. Authorization for Release of Protected Health Information It has six sections, and each one has to be completed before the Records Section will process it.
Section I asks for the patient’s full name, date of birth, Social Security number, and address. Section II defines the scope of what you want released. You can check a box for the entire EMS record, limit it to a specific diagnosis or injury, pick a date range, or ask for a category like billing. If any of the records involve alcohol or drug treatment, HIV/AIDS-related care, sexually transmitted diseases, or mental health care, there is a separate box that must also be checked. HFD will not release those sensitive categories unless you explicitly authorize their disclosure.
Section III asks for the purpose of the request, which can be as brief as “insurance claim,” “legal matter,” or “personal use.” Section IV is the recipient: the name and address of whoever should receive the records. Section V sets an expiration date or event for the authorization. Section VI is the signature block, with the date, and a notary section at the bottom.
The notarization requirement trips up a lot of requesters. You cannot sign the form at your kitchen table and drop it in the mail. A notary public has to witness the signature and stamp the form. Banks, UPS stores, and many public libraries offer notary services for a small fee.
How to Submit the Request
HFD accepts EMS records requests through five channels, and all of them route to the same Records Section staff.
Online Through GovQA
The City of Houston runs public information requests through its GovQA portal, reachable from houstontx.gov/publicinformation.3City of Houston. City of Houston eGovernment Center – Public Information Act Requests Create a request, upload a scan of your photo ID and the signed, notarized authorization form, and the system issues a tracking number so you can monitor status without calling in. This is the fastest route.
Email, Fax, and Mail
Email the request and attachments to hfdfireemsrecords@houstontx.gov, fax them to 832-394-6883, or mail them to HFD Records, 500 Jefferson, Ste. 1970, Houston, TX 77002.4Houston Fire Department. Houston Fire Department – Records Mail adds transit time on both ends. Fax can be awkward with multiple attachments, since EMS requests typically run several pages.
In Person
The Records Office at 500 Jefferson, Ste. 1970 is open Monday through Friday, 7 a.m. to 4 p.m.5Houston Fire Department. Houston Fire Department – Records Bring the notarized authorization form, your photo ID, and payment. The office does not make change for cash, so bring exact change, a check, or a money order. If you are not sure about dates or details before heading in, call the Records Section at 832-394-6860.
What You Will Pay
An EMS record through the GovQA portal costs $2.70, unless the request requires extensive search time.4Houston Fire Department. Houston Fire Department – Records Certified copies cost more, because of the administrative work involved. Under the fee schedule effective January 1, 2025:
- Certified EMS patient record copy: $14.21.
- Combined medical and fire report: $27.24.
- Affidavit preparation: $15.40.
- Response to deposition on written questions: $48.56.
Payment has to be settled before HFD releases documents. Complex requests that require staff to compile, sort, or redact records may add labor charges on top of the base fee.
How Long It Takes
The Texas Public Information Act gives a governmental body 10 business days to respond. Within that window, HFD must either release the information, send written notice with a specific date when it will be available, or ask the Attorney General for a ruling if it believes the records should be withheld.6Office of the Attorney General of Texas. Responding to a PIA Request EMS records usually take longer than fire reports because staff have to verify the authorization and apply redactions. If the request needs legal review or heavy redaction, you will get a written notice with a revised timeline. Portal requesters receive files through a secure download link by email; physical copies arrive by mail at the address listed on the request.
What Stays Confidential
Section 773.091 of the Texas Health and Safety Code makes EMS records privileged and bars disclosure except through authorized channels. Treatment details, medications administered, and patient assessments are protected and go only to the patient or an authorized representative. Basic facts are not confidential under that section: the patient’s presence at the scene, the nature of the injury or illness, age, sex, occupation, and city of residence can appear in a record released to a third party or the public.1Office of the Attorney General of Texas. Open Records Letter Ruling OR2009-01081 Social Security numbers and certain other categories may also be blacked out before release under general PIA redaction rules.7Office of the Attorney General of Texas. Redacting Public Information
If Your Request Is Denied, Delayed, or Overcharged
If HFD fails to respond within 10 business days, fails to release records after an Attorney General ruling orders it, or charges more than the standard fee schedule allows, you can file a complaint with the Texas Attorney General’s Open Records Division.8Office of the Attorney General of Texas. How to Report a Violation of the Public Information Act Include a copy of your original request, any response from HFD, and supporting documentation.
Overcharge complaints have a tight window: file within 10 business days of learning about the alleged overcharge, and include the original request and any correspondence about fees. Complaints go through the Open Records Complaint portal. For questions, the Open Government Hotline is 512-478-6736, or 877-673-6839 toll-free.