Law Enforcement & Government Requests

Information for Police, Sheriff, District Attorneys, and Federal Agencies

Acadian Ambulance Service is committed to cooperating with law enforcement and government agencies while maintaining strict adherence to the Health Insurance Portability and Accountability Act (HIPAA) § 164.512.

To ensure a timely and legally compliant response, please review the following requirements for the disclosure of Protected Health Information (PHI).

1. Required Identifying Information

All requests must be submitted on official agency letterhead and include:

  • Full name of the requesting Officer, Investigator, or Staff Member.
  • Badge Number or Employee ID (if applicable).
  • Official Agency Email Address (Requests from personal accounts like Gmail, Yahoo, etc., will be rejected).
  • Direct phone number for the requesting party.

2. Request types & legal scope

The information we can legally release depends entirely on the type of legal process provided.

A. Court-Ordered Subpoena or Search Warrant

  • Scope: Full clinical records, including Patient Care Reports (PCRs), narratives, and treatment data, as specifically identified in the court order.
  • Requirement: Must be signed by a Judge, Magistrate, or Clerk of Court.

B. Administrative Request (Letterhead Request)

  • Purpose: Strictly for identifying or locating a suspect, fugitive, material witness, or missing person.
  • Legal Limitation: Per HIPAA § 164.512(f)(2), disclosures under this method are strictly limited to:
    • Name and Address
    • Date and Place of Birth
    • Social Security Number
    • ABO Blood Type and Rh Factor
    • Type of Injury
    • Date and Time of Treatment (and/or Date/Time of Death)
    • Description of Distinguishing Physical Characteristics
  • Important: Clinical narratives, detailed medical histories, and toxicology/intoxication data cannot be released via a letterhead request. These require a Subpoena or Warrant.

3. Submission Instructions

To expedite processing, please submit requests digitally.

  • Email: medicalrecords@acadian.com
    • Please include the agency name, patient name and date of service in the subject line
  • Mailing Address: Acadian Ambulance Service, Attn: Risk Management / Medical Records, P.O. Box 98000, Lafayette, LA 70509-8000

4. Exigent Circumstances (Emergencies)

If you are facing an immediate life-safety emergency or a crime committed on Acadian premises, please contact our Risk Management department directly at 337-210-1759 or 800-259-2222 (Option 7) for immediate assistance.

5. Status Updates

  • Standard Requests: Please allow 14 days for processing.
  • Note: To maintain efficiency, our staff will not provide status updates on requests that have been in our system for less than 14 days. Your cooperation ensures the queue moves as quickly as possible for all agencies.

Quick Reference for Investigators

If you need… You must provide…
Address/DOB/Injury Type Administrative Request (Letterhead)
Full Clinical Chart / Narratives Court-Ordered Subpoena or Warrant
Toxicology / ETOH Levels Court-Ordered Subpoena or Warrant
EMS Billing Records Patient Portal