D-55

Employee Assistance Program (EAP) Policy

• The Philadelphia Fire Department (PFD) maintains an Employee Assistance Program (EAP) to support employee well-being
• EAP encourages members facing personal challenges to utilize the available services, regardless of whether the issues affect job performance

EAP Definition

• The EAP is staffed by trained uniformed members/counselors
• EAP primarily assists PFD employees and their families in managing personal problems through confidential assessments, counseling, and referrals
• Participation in the EAP is voluntary and confidential
• There is no obligation to act on suggested courses of action

EAP as a Referral Source

• EAP serves as a referral source for supervisors concerned about a subordinate's job performance
• An employee can be detailed to EAP by their supervisor for help
• Discussions between the employee and counselor remain confidential, with only attendance reported to the supervisor
• Emphasis is placed on encouraging employees to seek counseling proactively, especially when problems feel unmanageable

EAP Staff

• EAP staff can include Firefighters, Fire Service Paramedics, and Fire Service EMTs, all professionally trained
• Assigned EAP members are the first point of contact for employees seeking assistance and for supervisors addressing productivity issues tied to personal problems like health, family, or financial stress
• The Employee Relations Officer (ERO), a chief officer, oversees the EAP's operations

ERO as a Resource

• The ERO is a secondary referral source for supervisors dealing with employee productivity issues related to personal concerns such as health, marital, family, financial, alcohol, drug, legal, emotional, or stress issues

Back-Up Counselors

• Members who volunteer and are qualified can serve as back-up counselors when assigned EAP staff are unavailable
• Locations for back-up counselor assignments are available at Division and Battalion headquarters, and the Fire Communications Center

Member Responsibilities

• Members are expected to maintain their mental and physical readiness for duty
• Members experiencing personal problems affecting their work quality should use all available resources to resolve them
• Members are to familiarize themselves with the EAP and use its services

Commanding Officer Responsibilities

• Supervisors who notice a decline in a subordinate's job performance or unusual behavior should take steps to address the situation
• Steps include documenting the issues with specific details, conducting a private interview that suggests EAP assistance, and detailing the member to the EAP if necessary
• The ERO can schedule a formal interview and assessment to help avoid disciplinary action, at their discretion

Supervisor Documentation

• Supervisors must prepare a sealed memorandum for the ERO outlining the employee's behavior, identified problems, steps taken for counseling, and dates/times of significant events
• Commanding officers must facilitate the movement of back-up counselors under their command to provide assistance

EAP Staff Responsibilities

• EAP staff provides confidential assessments, counseling, and referrals for all personal problems to Philadelphia Fire Department employees and their families
• Staff maintains a list of back-up counselors available to the Fire Communications Center, Division, and Battalion Headquarters
• These back-up counselors provide coverage during non-routine business hours.

Education and Confidentiality

• EAP staff are responsible for acquiring and maintaining necessary education and credentials
• Complete confidentiality is maintained according to state and federal regulations, except for reporting attendance at mandatory sessions ordered by a superior officer which is limited to attendance or absence

Wellness Programs

• EAP staff, in conjunction with the ERO, develops and implements Wellness Programs to promote the physical and mental well-being of department members
• EAP staff act as a vital part of the Department's Critical Incident Debriefing Team and respond when requested

ERO Responsibilities

• The ERO supervises the administration and operations of the EAP
• The ERO advises on, approves, and ensures the implementation of new EAP programs under the direction of the Deputy Commissioner of Administrative Services

ERO as a Resource

• The ERO serves as a resource for commanding officers by providing guidance in interviewing and motivating members
• The ERO is responsible for referring members to counseling or assistance when there are problematic changes in job performance or behavior
• The ERO monitors attendance at mandated EAP sessions

ERO Facilitation

• The ERO is the Supervising Facilitator for the Critical Incident Debriefing Team and responds when necessary

Fire Communications Center Responsibilities

• The Fire Communications Center maintains an accurate list of back-up counselors provided by the EAP
• During non-routine hours, they contact the first available back-up counselor upon request from an employee or family member, providing the counselor with the person's name and phone number
• During EAP business hours, requests are directed to the EAP Help Line (685-HELP)

Back-Up Counselor Responsibilities

• Back-up counselors must inform the Fire Communications Center supervisor of their location at the start of their tour if away from their assigned company
• They respond to calls for assistance during their tour, notifying their commanding officer if they need to leave their work site
• Back-up counselors must also attend required training

EAP Service Eligibility

• Active and retired PFD employees and their immediate family members are eligible for EAP services
• Those whose employment with the PFD was terminated due to disciplinary action are not eligible

Services Provided

• The EAP also provides education and information to prevent employee problems through increased awareness

EAP Services

• EAP provides assistance, including; Anger Management, Anxiety, Assistance for the Elderly, Behavioral Issues, Child/Spousal Abuse, Co-Dependency/Living with a Substance Abuser, Depression, Divorce/Separation, Driving Under the Influence of Alcohol, and Emotional issues
• EAP provides assistance, including; Gambling, Grief/Remorse, Legal Referral, Marital Problems, Physical Fitness - Weight Control - Nutrition, Retirement Counseling, Sexual Dysfunction, Smoking Cessation, Stress Management/Suicide, Substance Abuse - Alcohol/Drugs/Prescription Dependency, and Family Counseling

Supervisor Training

• The EAP trains supervisors to recognize and address performance problems early

EAP Support

• EAP assesses employee issues upon referral or voluntary appearance
• The EAP provides referrals for outside professional counseling, often covered by the member's health insurance
• EAP offers wellness information through a proactive newsletter

Critical Incident Debriefing

• Critical Incident Debriefing is detailed in Operational Procedure #23, providing an organized approach to address stress for emergency personnel exposed to major, work-related traumatic incidents

Service Location

• The Employee Assistance Program is located at 990 Spring Garden Street, Suite 702
• Hours include; Monday and Saturday 0800-1630, and Tuesday through Thursday 0800-2100
• A 24-hour "Hot Line" for emergency service is available at 685-HELP or 215-686-1340 (Fire Communications Center)
• While appointments aren't necessary, calling ahead is recommended to ensure counselor availability

Service Recommendations

• It is recommended to address problems early
• Employees are advised to contact the EAP immediately if experiencing problems
• Supervisors are advised to recommend EAP services to any employee showing signs of personal problems through work or performance changes
• EAP emphasizes constructive measures for employees facing alcohol, chemical dependency, or personal issues

Forms

• No forms are required to use EAP services
• Members reporting off sick before, during, or after EAP consultations must follow Directive #18 provisions and its forms