Critical Incident Response: Call-Out Procedure

Critical Incident Response Call-Out Procedure (PPM FR-T-501)

• This policy provides guidelines for activating call outs and Peer to Peer referrals with clinical follow-up.
• The Division Chief of Training and Safety with the Fire Rescue Administrator are responsible for future updates.
• The policy applies to all Palm Beach County Fire Rescue personnel and reservists.
• Attachment A is the Peer Support Activation Chart

Policy

• The policy aims to assist all employees during times of crisis through peer intervention, defusing, debriefing, and clinical follow-up.
• The fire rescue administrator and Collective Bargaining Agreement (CBA) has the authority.

Definitions

• Peer Support Session: A structured discussion enabling expression of feelings in a confidential setting.
• Call-outs: These discussions can occur from immediately up to 72 hours post-incident, allowing emotions to surface and promoting healing.
• Peer support: informal stress reduction when a Peer Support Team member talks to an employee.
• Peer Support Leader: Person in charge of the Peer Support Team that leads sessions, coordinates activation, and communicates with EAP and supervisors about follow ups.

Activation Procedure

• Requests for the Peer Support Team go through the FOO (Fire Operations Officer).
• During an incident, the Officer in Charge (OIC) notifies the FOO and their supervisor of the need for a call-out.
• The OIC notifies Dispatch on the TAC channel which will in turn contact the FOO if the incident nature doesnt allow time to make contact directly.
• The Peer Support Team will contact the Officer in Charge (OIC) to obtain information and determine a location and time.
• The FOO will call the Peer Support Leader to initiate the call out process if contacted regarding potential call outs or questionable incidents.

Out of Service Protocol

• Personnel in a Peer Support session are placed out of service or CIL for the session's duration.
• The Peer Support Team schedules units out of service through the Fire Operations Officer (FOO).
• On-duty Peer Support Team members requested for a session can go out of service as team members, coded as PSL.
• Efforts should be made to minimize out-of-service time, balanced with personnel's emotional well-being.

Employee Assistance

• Personnel needing further help after a peer support session can request a self-referral and follow the guidelines.
• Those unable to finish their shift will request a self-referral and follow the Employee Assistance Program Procedure (PPM FR H-401).
• Bypassing the session to send someone home is prohibited
• See FR-T-501 Attachment A: Peer Support Activation Chart for the following procedure

Employee Referral

• The Peer Support Team member shall send the name of the employee in writing to the EAP coordinator and direct the employee to set up a follow-up visit with the EAP coordinator.
• The Peer Support Team member then informs the FOO, who marks the employee out for the rest of the shift using the CIL code in the Fire Rescue staffing program.
• The FOO advises the employee’s supervisor that they will not return to work.
• Those employees must follow up with the EAP coordinator asap to be cleared ahead of their subsequent shift; EAP clearance is necessitated to convert the time to CIL.
• The EAP coordinator must confirm a follow-up appointment within 24 hours.
• The Battalion Chief will work with the FOO for adequate staffing.
• Any leave following the current shift must abide by the Employee Assistance Program Procedure (PPM FR-H-401).
• And employee must also follow the Work-Related Injuries/Returning to Work (PPM FR-H-302).

Documentation

• The Peer Support Leader provides notification to the EAP coordinator through phone and email at session conclusion
• With no identifying factors, The Battalion Chief e-mails the District Chief with a summary of the event and Peer Support session including incident time and number, session time and length, the number of workers staying the remainder, and the number of workers going home for the rest of the shift.
• The Operational Captain follows Incident Reporting (PPM FR-M-201) and performs the firefighter casualty page with “Call-out executed for considerable exposure to stress incident,” a necessary step in adhering to state law regarding incident time tracking.
• Finally, the Battalion Chief must assure the casualty page is filled out in reasonable time.

Property Damage/Bodily Injury Reports (PPM FR-T-302):

• For reporting and documenting loss, damage, or theft to Fire Rescue and public property from non-vehicular incidents.

Scope

• This policy applies to all Palm Beach County Fire Rescue personnel and reservists
• It does not replace other policies on reporting requirements

Responsibility

• All Employees are responsible for reporting any loss, damage, or theft to Fire Rescue property and/or property belonging to members of the public

Policy references

• Policies Reportable Events (PPM FR-A-109) and Continuous Quality Improvement (PPM FR-T-303) apply to events involving theft, property damage, personal injury, along with equipment failure.

General

• Damage to vehicles or equipment counts, equipment falling off of a parked apparatus resulting in damage to the apparatus applies

Notification

• The Battalion Chief must be notified right away if Fire Rescue leads to property damage that doesn't involve vehicle crashes: and should be reported prior to leaving a scene

Vehicle Accidents

• The procedures in Vehicle Apparatus Safety (PPM FR-O-303) apply to vehicle crashes involving loaned or owned Fire Rescue vehicles.

Theft and Vandalism

• In cases with vandalism or theft, then Law Enforcement must be notified, and the Law Enforcement record to the Accident/Incident Report from Property and Liability (FR-T-302 Attachment A) must be attached

Parties Listed

• Phone numbers accessible under Phone List or Facilities Emergency Vendor List through the Fire Rescue Intranet (SharePoint) can assist in getting in touch

Stolen Hard Keys and Badges

Lost, damaged and stolen hard keys and ID badges fall under ID Badge, Access Card, and Hard Key from procedure Guide (FR-A-207 Attachment A)

Employee Responsibilities

• Lieutenants or Operational Captains must ensure their Battalion Chief is notified right away
• They should also ensure they are notified in the event the Battalion Chief can't be reached, while the F.O.O needs notification from The Fire Operations Officer

Employee Responsibilities in Forcing Entry

• Employees responsible for Forcing entry into a property must make access with minimal damage, keep property safe, and ensure that employees request and secure additional resources

Battalion Chief Responsibility

• The Battalion Chief oversees probes into the incident and documentation, and may delegate probes and documentation portions to a Lieutenant/Operational Captain
• They should ensure proper accident documentation to be used

Accident Documentation

• Complete the Property and Liability Accident/Incident Report (FR-T-302 Attachment A)
• Include any Employee statements(if necessary)
• Include any Law Enforcement report (if necessary)
• Include Digital color photos

Propery Damage Tracking Number

• Completion of the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) leads to a Property Damage Tracking Number being made automatically

Accident Notification

• Completion of the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) will send automatic email notifications
• Notifications to: The Training and Safety Division, Risk Management, All Deputy Chiefs, All Division Chiefs, The appropriate District Chief, and The appropriate Battalion Chief

Proper Statements

• Employee statements shall be signed and dated
• They shall include the Property Damage Tracking Number, an incident number if occurrence was on an emergency incident and also attached to the Property and Liability Accident/Incident Report (FR-T-302 Attachment A)

Disciplinary Action

• Battalion Chief shall issue disciplinary action as necessary
• They shell sign the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) in Fire Rescue for proper accuracy checks
• Incidents with injuries to fire rescue personnel must follow Work Related Injuries Returning to Work (PPM FR-H-302) steps

Injuries Sustained

• In an accident, employees must be provided treatment along with appropriate communication, notify Communications Center to assign incident a number, complete a Property and Liability Accident/Incident Report (FR-T-Attachment A)
• Employees who oversee the property and lieutenants and Operational Captain's shall ensure the Battalion Chief is contacted, and fire operations is reached for them

Battalion Chierf Follow up

• Battalion chief need to ensure all things are followed, and ePCR is completed as per reporting and an incident treatment Property and Liability Accident/Incident Report (FR-T Attachment A) is completed in the Fire Rescue

Stretcher and Stair Chair Malfunction

• Malfunctions or collapses must follow the directives in both Reportable Events (PPM FR-A-109) and Continuous Quality Improvement (PPM FR-T-303)
• Rescue personnel injuries as a result of an incident, all directives fall under Work Related Injuries Returning to Work (PPM FR-H-302)

For Public injuries

Public incidents from incidents falls under Bodily Injury Incidents sections

During and After an Stretcher incident

• Perform proper treatment, request Rescue, and transport before informing an EMS Captain and taking it from service all immediately after the incident

Precautions

After the incident and prior to re-entering service, you must

Removing and Tagging

• You must remove the stretcher from service from usage, lock it with the right labeling at the station, and make a work order with the Assetworks under HIGH priority

Property Loss

• If a stretcher is not available, use a neighboring one
• Captain of EMS shall complete a Fixed Asset Transfer (FR-S-606 Attachment A)

Replacement parts

• If chair or any part of that is not available or no replacement, the EMS Captain must reach out to the Manager of stores along with Inventory

Compliance

• A report of happenings must be filed on a proper note

Other Responsibilities

• Head of every district needs to ensure all data is entered, accurate, and kept up-to-date
• A report, the District will have to sign under the program indicating items are accurately tracked.
• Head of every district must also show if any discipline is being followed
• Head and management must always ensure proper data is all tracked for patterns, along with given up for management
• Every liability report always had an attach

Bureau of Fire Standards/Training Task Book Completion (PPM FR-T-212)

• It establishes guidelines for task book completion by Palm Beach County Fire Rescue employees.

Authority

• Falls under the fire rescue administrator.

Scope

• Applies to all Palm Beach County Fire Rescue personnel, and the proper documentation is needed to follow BFST certification with the Bureau and proper Standards..

Procedure

• There shall be use from tools of evaluation from required tests, skills, and performance inside National Fire Protection Association (NFPA) standard under B.F.S.T

Definition

• Someone who is high personnel that makes a training officer or that, BFST is responsible for a check

Requesting and Demonstrating Tasks

• When a member desires to be certified, needs to be given a written request by going to the appropriate coordinator, and after approval, staff division shall give the task logs inside appropriate training
• Each assignment is proper

Fire Chief, Agency Head or Designee

• All have responsibility to report when completed, after which a report is forwarded

Invalid Task Book

• It's not proper and can not count for many reasons such as, not enough documents or unqualified.
• Submission of items to Florida State will render any certs impossible

Incomplete task

• No document, data, or information altered

Guidelines to Education Reimbursement (PPM FR-T-203)

• It sets out procedures for employees to reimbursed for education tuition expenses.

Responsibility

Future upgrades are managed by the Division training officer, with cooperation with the administrator.

Eligibility

• This will be for barging workers and staff only,
• The administrator must follow this form.
• All certificates are covered in this form.
• Costs shall always be pre-approved

Reimbursement

Online and standard delivery college level courses are proper so long as funds and class can be signed, in compliance with Chief of Training and Safety

Courses Covered

• Courses related for degree
• Non Required Courses and or classes that need attendance - Non Required Certificates (ie Inspector, Ase, etc) -
• Requirement that have you go to school (Instructor)
• Any courses on form needs travel - Form FR-F-103

Approved and Non- operational requirements to Degree

• Fire Standards and Training approval needed
• Position requirements are the job description

Employee Obligations to Reimbursement

• An applicant should fill out the Reimbursements Form (FR-T-203 Attachment A), as well as documents for a safety and training review, before it is placed

Process

• Everyone that wants program help must enter it before registering online, which must be done. Every doc, time, cost of the plan must be in order before plan is in

Rejection

• if there is a break, such as fee not available, you will not get aid
• Safety must announce inside 10 days, all are under pay.

Responsibilities of Staff, Personal time, Financial aid, and more

• Attend when its is needed
• Any payments, college, grades, loans all must be documented on time line
• If all data come with period, a success will have to happen, a full 6-8 weeks in order to disburse
• When needed, it's employee to edit all parts
• There is an under budget process for any time at request

Limitations

• Any course that needs material, expense are on you
• If has available budget approval, it is needed
• Has 850 reimbursement, you must work that year

Guidelines to Training (PPM FR-T-201)

• Sets the standards to proper data to ensure safe delivery of all necessary needs

Proper roles

• Fire Chief will track and keep up with any possible need with assistance through the fire rescue administration

Duties to Enroll

• No cost to members for training
• Members are expected to cancel if they have scheduled wrong
• If appeal is to to be had then it is based on its own merits
• Grade B gets the right help

Reimburse

• No show, 30 days reimbursement is needed, or one can face issues in registration, or to have 2 or more payments in 30 days inside a year would also be a problem with signing up
• The county will be reimbursed if you don't pay To get credit you must all be on board under the Fire College Scale A to F
• Info and data should be used in safe places in order to train under the DSP

Training

• Training is given that all is followed, for both extra assistance and time training is given where all attend is needed

Limited training

• Is where those whom need requirements, such as results of a test and must work to get training on non company time.