Organization and Administration

Honor Guard (SOP)

• The Honor Guard is responsible for maintaining ceremonial equipment, representing the department at events, and serving as a clearinghouse for ceremonial protocol matters.
• The Honor Guard Commander is designated by the Fire Chief and is responsible for maintaining a Standard Operating Guidelines (SOG) for Honor Guard Operations.
• The Honor Guard Commander also maintains a selection process for Honor Guard Members, which includes:
  • Assignment availability to non-probationary members in good standing.
  • Written letter of interest submission to the Honor Guard Commander.
  • Letter of approval/support from the immediate supervisor.
  • Interview with the Honor Guard Commander.
  • Recommendation for approval to the Fire Chief.
  • Final determination by the Fire Chief.

Honor Guard Member Responsibilities

• Members may be removed from the Honor Guard upon recommendation of the Commander to the Fire Chief for just cause, including:
  • Lack of participation.
  • Executive Officer (SOP) - 33.

Billing of Emergency Medical Transport (SOP)

• The purpose of this policy is to establish guidelines for billing emergency medical transport services in accordance with Chapter 9 of the Hanover County Code.
• Hanover County has contracted with an approved billing contractor to file claims with applicable insurance companies.
• The billing process requires sharing patient records with the billing agency, ensuring compliance with HIPAA regulations.
• The Business Manager oversees the billing process and reports any inconsistencies to the Assistant Chief of Administration.

Billing Process

• Providers must adhere to applicable laws, policies, and directives, complete necessary forms, and provide information relating to patient care.
• The Department bills for all services in accordance with this policy.
• New accounts require verification of patient identity through:
  • Requesting insurance cards and driver's licenses for documentation.
  • Mailing additional information request forms to patients.
  • Billing contractor contacting patients by phone to verify information.
• Existing accounts require verification of patient identity through:
  • Requesting a copy of the Pre-Hospital Patient Care Report (PPCR) in person only.
  • Accepting release forms from attorneys' offices.
  • Verifying identification of customers requesting information by telephone.

Quality and Accountability

• This policy operates in accordance with all County Codes, ensuring consistent decision-making.

Funded Travel and Business Expense (SOP)

• The purpose of this policy is to institutionalize a process for requesting permission/approval for training and/or travel opportunities that benefit the department of Fire-EMS.
• The process includes proper approval mechanisms and a verification procedure to ensure adequate funds are available.
• Personnel must fill out the finance and management services' overnight travel and mileage reimbursement form to receive reimbursement for expenditures.
• The overnight travel and mileage reimbursement form is available on the department's SharePoint site.

References

• Training and Travel Approval Request
• Hanover County Finance and Management Services Policies, Section 1 General Provisions, Sub-Section I
• Hanover County Finance and Management Services Policies, Section 10 Travel and Business Expense Policy, Sub-Section 10-1 and 10-2
• Travel Reimbursement Form.xlsx