Critical Incident Response Policy

Critical Incident Response Call-Out Procedure

• This policy provides guidelines for activating group call-outs or Peer to Peer referrals that require clinical follow-up.
• Future updates to this policy are under the responsibility of the Division Chief of Training and Safety, alongside the PPM Committee, reporting to the Fire Rescue Administrator.
• The policy relies on the Fire Rescue Administrator's authority and the Collective Bargaining Agreement.
• The Peer Support Activation Chart is attached to the document.
• The policy aims to support employees during crises through peer intervention, defusing, debriefing, and clinical follow-up.

Key Definitions of the Program

• Peer Support Session: Structured incident discussions enabling expression of feelings in a confidential environment.
  • Sessions can happen immediately or up to 72 hours after a critical incident to allow for processing feelings.
• Peer support occurs during formal sessions or informally with Peer Support Team members.
• Peer Support Leaders: They coordinate activations, and communicate follow-ups with the EAP Coordinator, Battalion Chief/District Chief, or direct supervisors.

Procedures for Activation

• Peer Support Team activation requests must go through the FOO.
• During an incident, the Officer in Charge (OIC) informs the FOO and their supervisor about the necessity of a call-out activation.
• If immediate contact isn't feasible, the OIC notifies Dispatch via the appropriate TAC channel, who then informs the FOO.
• The FOO contacts the Peer Support Leader to continue the activation.
• The Peer Support Team gathers details from the OIC about the incident and involved personnel.
• The OIC assists the Peer Support Team to determine call-out logistics.
• For potential or questionable incidents communicated to the FOO or Communications Center, the FOO contacts the Peer Support Leader to begin the call-out.

Considerations for Out-of-Service Procedures

• Personnel attending sessions are placed out of service or CIL for the session's duration.
• The Peer Support Team arranges units to be out of service via the FOO.
• On-duty Peer Support Team members can operate as team members Out of Service using code PSL in the staffing program.
• There should be an effort to manage out of service time in line with the personnel's emotional needs.

Guidelines for Employees Requiring Further Assistance

• Personnel needing further help can request a self-referral following the Employee Assistance Program (PPM FR H-401).
  • Bypassing the Peer Support session to send someone home is not allowed.
• Team members send the employee's name in writing to the EAP coordinator, directing the employee to arrange a follow-up.
• A team member will send the employee's details to the FOO, who will put the employee out of work with code CIL for the rest of the shift within the staffing program
• The FOO advises the employee's supervisor about their absence.
• The employee should coordinate as soon as they can with the EAP coordinator for clearance prior to their next shift; clearance is needed to change the time to CIL.
• The EAP coordinator confirms a follow-up appointment within 24 hours.
• The Battalion Chief coordinates with the FOO for sufficient staffing.
• Any leave after the shift's remainder follows the Employee Assistance Program Procedure (PPM FR-H-401).
• The employee must follow the Work-Related Injuries/Returning to Work PPM FR-H-302.

Required Documentation for Incident Reporting

• The Peer Support Leader notifies the EAP coordinator via phone and email at session end.
• The Battalion Chief sends the District Chief a summary email without identifying information, but including:
  • Incident time, and incident number
  • Length of the Peer Support Session
  • Number of employees remaining on shift and number of personnel leaving work for the day

Following required incident protocol

• The Operational Captain will follow Incident Reporting (PPM FR-M-201).
• Complete the firefighter casualty page.
• Include "Call-out performed for significant exposure to stress event” to track time of incident per state rules.
• The Battalion Chief is responsible for ensuring the casualty page is completed in a prompt manner.

Property Damage and Bodily Injury Reports

• This provides a process for reporting and documenting loss, damage, or theft to Fire Rescue or public property not related to a vehicle accident.
• Any future updates to this policy being the responsibility of the Division Chief of Training and Safety, with the PPM Committee, under the Fire Rescue Administrator.
• Applies to Palm Beach County Fire Rescue personnel and reservists.
• The policy supplements rather than replaces other policies.
• Includes attachments of a Property and Liability Accident/Incident Report.
• Immediate reporting of any loss, damage, or theft to Fire Rescue or public property by employees is essential.

General Procedures and cross references to other PPM's and SOG's

• Follow policies on Reportable Events (PPM FR-A-109) and Continuous Quality Improvement (PPM FR-T-303) for incidents with property damage, loss, theft, bodily injury, or equipment failure.
• Property loss, damage, or theft covers vehicle or equipment dame not due to auto accidents like parts falling off a parked apparatus and damaging it..
• If apparatus damage results from a Fire Rescue Vehicle, the Battalion Chief should be notified immediately before leaving; refer to Vehicle Apparatus Safety (PPM FR-O-303).
• Vehicle accidents use Vehicle Apparatus Safety (PPM FR-O-303) procedures.
• Report incidents that involve vandalism or theft to Law Enforcement.
• A Law Enforcement report goes with the Property and Liability Accident/Incident Report (FR-T-302 Attachment A).
• Include the Law Enforcement agency name and case number on the Property and Liability Accident/Incident Report.
• Phone numbers are available under facilities emergency vendor list within the Fire Rescue Intranet SharePoint.

Guidelines for Property Loss, Damage, or Theft

• Follow procedure for incidents with loss, damage, or theft concerning Fire Rescue or public property.
• Refer public members to Palm Beach County Risk Management for loss or damage caused by Fire Rescue personnel to their property.
• Lost, damaged, or stolen hard keys and ID badges shall follow the procedures outlined in ID Badge, Access Card, and Hard Key Procedural Guide (FR-A-207 Attachment) A).

Guidelines for Employee Responsibility during Property Incidents

• Employees must report any loss, damage, or theft to supervisors immediately like any theft or lost item.
• Employees, according to SOGs, must gain access that causes the least damage possible.
  • Employees securing scene/property being required when forcing entry.
  • Can request additional resources.
• Lieutenants and Operational Captains will ensure immediate notification occurs to their Battalion Chief.
  • Fire operations officers, being the notification point when battalion chief is unavailable.

Guidelines on Battalion Chiefs

• The Battalion Chief oversees incident investigation and documentation.
• The Battalion Chief can assign a Lieutenant or Operational Captain for investigating and documentation.
• Documentation of incidents requires a Property and Liability Accident/Incident Report (FR-T-302 Attachment A), employee statements(if necessary) and an itemized employee list.
  • Documentation shall also include the law enforcement report, if needed.
  • Photographs should be included during documentation, with color preferred.
• A Property Damage Tracking Number created upon completion if asset report.
• Notifications are automatically emailed upon asset report completion.
  • Notifications will be sent to the Training and Safety Division, Deputy Chiefs, Division Chiefs, and District Chiefs.
• The Battalion Chief shall issue disciplinary action if needed.
• The Battalion Chief shall sign the Property and Liability Accident/Incident Report in the Fire Rescue program used to indicate accountability before submission.

Guidelines on Bodily Harm

• Follow Work Related Injuries Returning to Work (PPM FR-H-302) if Fire Rescue personnel are injured.
• Render appropriate treatment, then contact the dispatch if the public sustains injury on fire department equipment.
  • Lieutenants and Operational Captains must ensure immediate notification occurs to their Battalion Chief.
  • Fire Operations officers should be the point of contact when battalion chief is unavailable.
  • Fire Operations Officer shall notify next appropriate Battalion Chief.
• Ensure ePCR completion when the public endures injuries. Battalion chiefs shall refer to above process relating to ePCR documentation.

Malfunctioning Stretchers and Stair Chairs

• Malfunctions use Continuous Quality Improvement (PPM FR-T-303) and Reportable events(PPM FR-A-109), as well.
• Personnel who are injured follow Work Related Injuries Returning to Work (PPM FR-H-302) along with the above.
• If a public, individual is injured, you will see the Bodily Injury Incident.

Immediately After a Malfunction - They are to render appropriate care - Request additional rescue and notify an EMS captain. Prior to Incident Completion and Availability - They are to remove the stretcher from service/designating the station to sequester it. - And tag the stretcher, identifying it with the words "Out of Service - Do not Use" and write up a work order

• When the public is also injured the above steps apply, if the rescue team is unable to end operations as a result, they can continue to use the incident while they complete the job.
• All EMS Captains must utilize the fire rescue incident protocols and document correctly, while adhering to the policy

EMS Captain Protocol

• Enter a request on assetworks that is identified.
• Direct report made through facility number.
• If the malfunction continues, the team must sequester the stretcher, and identify a replacement.
• Continuous Quality Improvement (PPMFR-T-303) must be followed. If there are no identified replacement stretchers
• the neighboring Battalion’s can be used.
• the EMS Captain shall complete a Fixed Asset Transfer, and the Inventory / Stores Manager shall provide necessary support
• the battalion chief that is involved must then follow the above protocols.

General District Responsibilities

• Ensure proper completion, and follow established guidance on the creation, and delivery as outlined for district.
• That the Incident Commander is required to sign the asset sheet.
• The Fire Department shall ensure proper policy and training related activities for trending and reporting occur
• Must provide all material relating to incident report and attachment.

Guidelines for Bureau of Fire Standards and Training (BFST) Task Book Completion

• This policy establishes a procedure for the conclusion of a task book by Fire Rescue Personnel in Palm Beach County.
• The Division of Chief of Training and Safety ensures training and safety. For future policy changes it must go through official governing body.
• Must be certified through legal and best standards of Fire Rescue, and to give citizens of Palm Beach County the best information.
• Proper documentation must happen while delivering documents for completion of documents through the standards.

General definitions

• Certified and higher must be the level of certified employee to qualify and deliver such material
• and must adhere with set standards.
• There have to be certified personnel of those certified personnel to qualify and deliver the material in class.

Formal Task Book Request are needed

• Personnel must be able to submit proper documentation
• Be professional developed and qualified to deliver content through that.

Task book needs Demo

Certification delivery must have a certified qualified member.

• documentation of the proper ability has to be delivered.
• The rescue group will utilize fire rescue and safety and deliver the material properly while doing so under the above procedures.
• Make sure to obtain a certified individual in that department If no such individual is available, the chain of command and contact officer in training is required to do so. All Material relating to this must be logged in the program, then the proper member via email should be contacted for completion.

Task Book Requirements and Accountability

• The individual will be contacted as listed in the fire training program.
• Staff need verification and full validation of the personnel involved.
• This can be done by the Division Chief of training as well, on the BSF Task Book.
• If the above is followed, a complete document will be shared with the proper personnel. To ensure a valid fire rescue incident the below must be followed
• Any material that is given for BFST must be properly logged
• Individual must be certified
• Chiefs need certifications to assign this.
• Incomplete submission can be determined by the fire chief.

Further, those protocols then need to be validated with fire and legal personnel.

Those protocols then need to be validated with fire and legal personnel. Proper protocols then need to be followed to ensure all items are properly handled. All documents should be maintained at the college to certify those documents.

Additional requirements such as fines are followed

Failure to follow such protocols is cause for denial of the item, to be denied and or revoked through such submission.

Education Reimbursement rules and process, etc.

• The goal set, is to properly allocate items, and costs for personnel relating to education.
• The chief will then maintain the costs and proper budgetary items to maintain the fiscal health of the organization
• If certified member is qualified it is cause to allocate all costs for delivery and payment for those items. Each member of the organization has access to payment and allocation of payments relating to this. The individual must meet the criteria.
• and if not, all costs must be related to the incident with any other cost factors considered. This procedure requires education and personnel to be at the correct level to obtain and perform activities. Personnel should be scheduled, properly deliver material and be completed accurately. This is then sent to the proper compliance officer to ensure the activity is within all legal and proper frameworks.

The proper steps including scheduling, and testing is included then can be delivered at the BFST.

• Submissions not following that process can be considered invalid. Proper protocol and information should be provided.

Proper rules are set for reimbursement:

• If approved, must be certified to give info and training
• On all items that are pre approved that costs are allocated appropriately. The personnel need allocation and cost and payment allocations for those items.
• Training and safety division should be notified of proper application. If these are not followed there must be an explanation.
• It is important to attend all scheduling obligations properly as well. If that is complete it is cause to not be certified, however the other criteria may also be considered (C higher level).
• You must provide and send a certified sheet at completion. It is the persons responsibility to extract and redact any personal information from the application.
• If is fully allocated its sent up for approval from the county.

Requirements for Reimbursement as of the date of publication of the PPM

• You need pre allocation for course, then they submit via system , proper documentation may be needed as part to help reduce.
• There are limitations related to this (No costs, travel), only tuition can be submitted all submissions require budgetary review, and its a 1 time occurrence that funds are allocated. There are restrictions related to the item that need to be followed or it is subject to county fines and financial accountability (1 year 850 rule or fines follow). There must be an allocated exemption from the department head to exempt this from fine and or reimbursement.