Helios EMS Fax Number — Request a Run Report
Release of a run report at Helios EMS runs on a signed authorization — this guide covers requesting a trip record securely. Based in Santa Fe, New Mexico, Helios EMS is a private EMS agency serving patients an EMS crew transports across the Southwest. Because a transport record is protected health information, this guide covers both where to send it and how to keep the transmission compliant.
Helios EMS Fax Number
Call Helios EMS and ask whether dispatch, billing, or records should receive your document
Hours: Dispatch covers every hour, so the machine receives a fax overnight, though a run-report request or an authorization form is worked by the office during business hours.
Send a Fax NowWhat You Can Fax to Helios EMS
- An advance beneficiary notice (ABN) for a transport a payer may not cover
- A signed run-report request from a patient, attorney, or insurer
- A medical-necessity form documenting why the transport was required
- The sending facility's transfer packet — face sheet, nursing notes, and medications — for an interfacility move
- A prior-authorization request for repetitive scheduled transport
Requesting a trip record from Helios EMS
Getting a copy of a trip record from Helios EMS, whether for a patient, a claim, or a legal matter, starts with a completed release-of-information request. The staff confirm the identifiers and the requester's authority before anything is released. Address the cover sheet to the billing and records staff at Helios EMS so it reaches the right desk.
The cover sheet that gets your fax routed at Helios EMS
The cover sheet does the routing work once a fax reaches Helios EMS. Name the receiving staff — the billing and records staff, dispatch, or the billing office — at the top of the cover sheet. That routing detail is what ties the document to the correct desk at Helios EMS.
The secure way to fax Helios EMS
Faxing PHI to Helios EMS is allowed, but the service you use has to protect it. The rules turn on using a secure, compliant service rather than a public or ad-supported one. Send FAX Mail's Professional plan ($39.99/month) and Business plan ($79.99/month) both include HIPAA coverage and encryption for documents bound for Helios EMS.
Faxing to Helios EMS — FAQ
As a transport agency, Helios EMS may keep dispatch on one line and records or billing on another, since a trip request and a claim go to different staff. Even on one line, a trip request, a run-report request, and a claim may go to different staff. Ask Helios EMS which line fits your document to be sure. That one step keeps the document from landing on the wrong desk.
Once the report is finalized, Helios EMS faxes it to the receiving hospital so the record is whole. For a personal copy, submit a signed authorization to the records office at Helios EMS. A critical hand-off is flagged so the emergency department sees the report before arrival. Keep the delivery confirmation until the report is acknowledged.
Medicare and most payers require a physician certification for a scheduled transport, and Helios EMS keeps it on file. Include the certification period so the form covers the scheduled transports it needs to. Confirm Helios EMS's current fax for the certification before the office sends it.
At minimum, the patient's name, date of birth, and the date of transport belong on each page. State the specific desk the fax is for on the cover sheet. That routing detail is what lets Helios EMS reconnect the documents if they separate. Complete, legible identifiers are what move the request fastest.
Helios EMS covers 911 and standby response, interfacility transfers, and scheduled rides, so the PCR, the transfer packet, and the certification each move by fax. Ask Helios EMS which line handles transfers and trip requests. Include the patient identifiers and the date of transport on every page. Name the receiving desk on the cover sheet so it is not misrouted. Doing it that way avoids the most common cause of a delay.
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