Palm Beach Fire Rescue: Critical Incident Response

Critical Indident Response Call-Out Procedure

• Palm Beach County Fire Rescue personnel and reservists are covered under this policy
• PPM #: FR-T-501
• The issue date was January 25, 2022, and the effective date was February 22, 2022
• Patrick J. Kennedy, Fire Rescue Administrator is the author

Policy Purpose

• Provide guidelines and procedures to activate call outs and/or peer-to-peer referrals
• Ensure appropriate clinical follow-up when necessary

Updates

• The responsibility lies with the Division Chief of Training and Safety
• Should be done in conjunction with the PPM Committee
• Under the authority of the Fire Rescue Administrator

Authority

• Fire Rescue Administrator
• Collective Bargaining Agreement (CBA), as may be amended

Attachment

• Peer Support Activation Chart (Attachment A) provides additional guidelines

Policy Statement

• Support is available for employees during times of crisis through peer intervention
• Includes defusing and/or debriefing with appropriate clinical follow-up if necessary

Definitions

Peer Support Session

• A peer support session involves structured discussions about an incident
• Designed to enable people to express feelings/emotions
• Should occur in a confidential, non-threatening atmosphere
• Call-outs can occur immediately or up to 72 hours post-incident
• Allows full range of feelings/emotions to surface
• Leads to quicker emotional healing and increased session productivity

Peer Support

• Occurs in a session with all personnel involved in a critical incident
• Can be informal, peer-to-peer when a Peer Support Team member speaks with an employee
• Provides an outlet to reduce personal stress

Peer Support Leader

• Leads the Peer Support Team
• Coordinates the activation of Peer Support sessions
• Will communicate with the EAP Coordinator, Battalion Chief/District Chief, or the employee's direct supervisor
• Communication relates fo necessary follow-up at the Peer Support session's conclusion

Procedures

Activation

• Requests for activation of the Peer Support Team should go through the FOO
• During an incident, when a request for Peer Support Team activation occurs:
  • The Officer in Charge (OIC) should notify the FOO and their supervisor that a call-out activation is necessary
  • If the incident's nature doesn't allow for contact:
  • The OIC must notify Dispatch on the proper TAC channel
  • Dispatch will then contact the FOO
  • The FOO shall contact the Peer Support Leader, who continues the activation process
  • The Peer Support Team shall contact the OIC to learn about the incident and number of involved personnel
  • The OIC assists the Peer Support Team with call-out location/time determination
  • When the FOO/Communications Center receives a call about a potential call-out or questionable incident, the FOO will call the Peer Support Leader to begin the call-out.

Out Of Service

• Personnel participating in Peer Support sessions are to be placed out of service or CIL for the session's duration
• The Fire Support Team schedules units out of service through the FOO
• Peer Support Team members, if on duty and requested to perform a peer session, are to be allowed out of service
• The code PSL should be used in the Fire Rescue-approved staffing program to identify why they are out
• Every effort to be made to limit time out of service, while not negatively impacting the involved personnel's emotional well-being

Further Assistance

• Personnel who recognize a need for assistance or experience an incident making them unable to finish a shift can request a self-referral
• Should follow-up with the Employee Assistance Program Procedure (PPM FR H-401)
  • Personnel are not to bypass the Peer Support session to simply send someone home
  • It has to follow the Peer Support Activation Chart in FR-T-501 Attachment A
• The Peer Support Team member is to direct the employee to set up a follow-up visit with the EAP coordinator
• The employee's name must be sent in writing to the EAP coordinator at the session's conclusion
• The Peer Support Team member should also send the employee's name to the FOO
• FOO will use code CIL in the Fire Rescue-approved staffing program to take employee out of service for the rest of the shift
• Immediate supervisor must be notified by FOO that the employee is not returning to work
• Employees must follow up with the EAP coordinator ASAP -Must be cleared by the EAP coordinator the working shift begins otherwise time will be converted to CIL
• EAP coordinator confirms an appointment follow-up within a 24 hour frame if the need arises
• The battalion Chief will coordiante ensuring adequate staffing of the shift
• Employee Assitance Program Procedure (PPM FR-H-401) must be followed if leave is required after the remainder of the current shift
• Employees involved must follow the Work-Related Injuries/Returning to Work procedure (PPM FR-H-302)

Documentation

• Upon the Peer Support session's conclusion, the Peer Support Leader shall notify the EAP coordinator by phone and email
• The Battalion Chief shall send a summary email (excluding identifying information) of the event and Peer Support session to the District Chief, including:
  • Incident time
  • Incident number
  • Time and duration of Peer Support session
  • Number of employees staying and going home for shift remainder
• The Operational Captain must follow Incident Reporting procedures (PPM FR-M-201) and complete the firefighter casualty page
• Note that the "Call-out [was] performed for significant exposure to stress event,” which is necessary to track time of incident per state requirements
• The Battalion Chief shall ensure the casualty page is completed in a reasonable amount of time

Property Damage and Bodily Injury Reports

• Palm Beach County Fire Rescue personnel and reservists are covered under this policy
• PPM #: FR-T-302
• The issue date was July 24, 2023, and the effective date was September 26, 2023
• Patrick J. Kennedy, Fire Rescue Administrator is the author

Purpose

• Provides a standardized method for reporting and documenting property loss, damage, or theft
• Refers to Fire Rescue property and/or property belonging to members of the public
• Specifically excludes incidents resulting from vehicle accidents

Updates

• The responsibility lies with the Division Chief of Training and Safety
• Should be done in conjunction with the PPM Committee
• Under the authority of the Fire Rescue Administrator

Authority

• Fire Rescue Administrator
• PPM CW-0-007, as may be amended

Policy

• Applies to all Palm Beach County Fire Rescue personnel and reservists
• Procedures are supplementary, not replacement procedures, to those outlined in other policies
• All employees are mandated to report any loss, damage, or theft to fire rescue property or property belonging to the public

Attachment

• Property and Liability Accident/Incident Report (Attachment A) form

Procedure

General

• Refer to policy Reportable Events (PPM FR-A-109) and Continuous Quality Improvement (PPM FR-T-303)
• They are closely related to most incidents involving property damage, loss, theft, bodily injury, equipment failure -Property loss, damage, or theft incidents include damage to vehicles or equipment
• DO NOT include damage arising out of a vehicle accident. (e.g.: equipment fell off a parked apparatus resulting in damage to the apparatus)
• If property damage occurs from a Fire Rescue vehicle but vehicle does not sustain damage, the Battalion Chief must be immediately notified before leaving the scene.
• Refer to Vehicle Apparatus Safety (PPM FR-0-303) to handle these incidents -Accidents involving vehicles that Fire Rescue leases or owns must follow procedures in Vehicle Apparatus Safety (PPM FR-0-303).

Theft or Vandalism

• Should be be reported to Law Enforcement
• Law Enforcement report attached to the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) in the event of theft, vandalism or losses
• Anytime Law Enforcement generates a case number for incidents of loss, damage, or theft, the Law Enforcement agency name and case number shall be documented on the Property and Liability Accident/Incident Report (FR-T-302 Attachment A).
• For phone numbers of contacting parties, available on Fire Rescue Intranet (SharePoint) under Phone List or Facilities Emergency Vendor List

Property Loss Incidents

• Procedure applies to incidents of loss, damage, or theft of Fire Rescue property and/or property belonging to public members.
• Incidents where Fire Rescue personnel caused loss/damage to members of the public, members of the public should contact Palm Beach County Risk Management directly
• Lost, damaged, or stolen hard keys and ID badges are to follow procedures outlined in ID Badge, Access Card, & Hard Key Procedural Guide (FR-A-207 Attachment A).

Employee Responsibility

• Employees must immediately reporting any loss, damage, or theft to their supervisor
• If employees force entry inappropriately (according to SOG's), shall gain access causing least amount of damage that is proportional to emergency
• must ensure the property secured/turned to an appropriate representative
• additional supplies or units may be requested

Responsibility of Lieutenants & Operations Captains

• Ensure Battalion Chief is made immediately aware of incidents
• Inform Fire Operations Officer if the Battalion Chief is unreachable
• The Fire Operations Officer is then to notify the next proper Battalion Chief

Battalion Chief Responsibility

• Upon notification of an incident, responsible for investigation and documentation
• May assign Lieutenants or Operational Captains to portions of investigation/documentation
• Incident documentation must include:
  • A Property/Liability Accident/Incident Report (FR-T-302 Attachment A)
  • Employee statements (if necessary)
  • Law enforcement report (if necessary)
  • Digital color photographs
• A Property Damage Tracking Number is generated automatically once the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) is completed
• automatic email notifications are sent to:
  • the Training/Safety Division
  • Risk Management
  • all Deputy Chiefs & Division Chiefs
  • The appropriate District Chief and Battalion Chief
• employee statements (if necessary) must: signed, dated, include proper tracking and incident number, attached to Property/Liability Accident/Incident Report
• Battalion Chief should issue disciplinary action if needed
• Battalion Chief shall sign the Property and Liability Accident/Incident Report in applicable program as proof has double checked completion and accuracy

Bodily Injury Incidents

• If Fire Rescue personell were injured, follow Work Related Injuries Returning to Work (PPM FR-H-302).
• For injuries sustained by members of the public at a Fire Rescue facility or due to Fire Rescue equipment failure:
• Employees Shall: - Render appropriate treatment. - Notify the Communication Center to be assigned to an emergency incident. - Lieutenants and Operational Captains shall ensure immediate notification occurs to their Battalion Chief and the Property and Liability Accident/Incident Report (FR-T-Attachment A) in the applicable Fire Rescue program is completed. - The Fire Operations Officer shall be notified should the Battalion Chief be unreachable. The Fire Operations Officer shall notify next appropriate Battalion Chief.
• Battalion Chiefs Shall: - Follow 2.e. above. - Ensure an ePCR is completed according to Incident Reporting (PPM FR-M-201). - Ensure a Property and Liability Accident/Incident Report (FR-T Attachment A) is completed in the applicable Fire Rescue program.

Stretcher or Stair Chair Malfunction or Collapse

• All stretcher or stair chair malfunctions or collapses shall follow Reportable Events (PPM FR-A-109) and Continuous Quality Improvement (PPM FR-T-303).
• If Fire Rescue personnel were injured, follow Work Related Injuries Returning to Work (PPM FR-H-302).
• If a member of the public was injured, see Bodily Injury Incidents (above).
• When Fire Rescue personnel or members of the public are injured as a result of a stretcher malfunction or collapse, the employee shall:
  1. Immediately:
     • Render the appropriate care.
     • Request an additional Rescue for patient care and transport.
     • Take the Rescue out-of-service for stretcher malfunction.
     • Notify an EMS Captain.
  2. After the incident and prior to going available:
     • Remove the stretcher from service (under no circumstances is the stretcher to be used).
     • Sequester the stretcher at the Battalion designated fire station.
     • Clearly tag the stretcher as OUT OF SERVICE – DO NOT USE.
     • Place a work order for the stretcher in Asseworks and mark as HIGH PRIORIY.
     • Complete Property Loss, Damage, or Theft Incidents (see section 2 above) for the property damage to the stretcher.
• When Fire Rescue personnel or members of the public are injured as a result of a stair chair malfunction or collapse, the employee shall perform the same steps as above for a stretcher malfunction or collapse with the exception that the Lieutenant or higher ranking officer may elect to keep the Rescue in-service until the conclusion of the incident.
  • In these instances, under no circumstances shall the malfunctioned or collapsed stair chair be used.
• On all stretcher and stair chair related incidents the EMS Captain shall ensure that:
  • An Assestworks request has been entered.
  • The incident has been reported to Stryker Stretcher by directly contacting the phone number listed on the Fire Rescue Intranet (SharePoint) under Facility Emergency Vendor List.
  • The malfunctioned or collapsed stretcher or stair chair is removed from service.
  • A battalion spare stretcher was placed in service. iv. Continuous Quality Improvement (PPM FR-T-303) is followed.
  • When a battalion spare stretcher is not available, the EMS Captain may utilize a neighboring battalion's spare stretcher. When a neighboring battalion’s spare stretcher is used the EMS Captain shall complete a Fixed Asset Transfer (FR-S-606 Attachment A).
  • When no spare stretcher or stair chair is available, the EMS Captain shall notify the Inventory and Stores Manager for a replacement.
• On all stretcher and stair chair related incidents the Battalion Chief shall ensure that Reportable Events (PPM FR-A-109) is followed.

District Cheif Responsibility

• District Chief is responsible for all of the above reports
• The district cheif shall -

•  ensure all documentation is accurate/complete
  

•   sign the accident/incident report as confirmation
  

• must ensure discipline was issued, if need
• Training/Safety Division will assure:
• collection of all data necessary such as Law Department reports too
• tracking all pertinent information to discover trends
• forwarding said information to Risk Management.

Bureau of Fire Standards and Training Task Book Completion

• Palm Beach County Fire Rescue personnel are covered under this policy
• PPM #: FR-T-212
• The issue date was May 26, 2023, and the effective date was June 23, 2023
• Patrick Kennedy, Fire Rescue Administrator is the author

Policy Scope

• This is to establish the procedure and requirements of a task book completion that employees at palm beach county fire rescue do

Overview of Policy

• Certifications issued by BFST ask for task books (Bureau of Fire Standards and Training
• Evaluative tool - candidates with needed skills in JPRs (Job Performance Requirements)
• National Performance Protection Association or NFPA is standard

What you need

• Qualified Evaluator - BFST instructor I or higher, Lieutenant or higher ranking officer
• Or there assigned designee

Task Book Requirements

1. Task Book Request

• Any employee that is seeking the certification that requires the completion need a task book from BFST submits for approval through the Professional Development Coordinator in the Training and Safety Division.
• the request to initiate a BFST task book will be released assignment Training and Safety Division

2. Task Book Demonstration

 a. Each task book requires a Qualified Evaluator responsible for overseeing the performance or activity of the candidate.
b. The evaluator must sign off on the task and attests to its performance if deemed necessary

 c. Each task should be recorded on a Fire Rescue approved form. This should be referred to when staffing or filling out fire recue task book completion
d. The employee needs to take responsibility for ensuring that they use a qualified evaluator

e. If one cannot locate a qualified evaluator, the individual shall seek guidance through their chain of Command from a professional development coordinator."

3. Task Book Completion

• Once employee has all appropriate evaluator's signatures on log, contact PDev Coordinator via email

• The Training and Safey Division will make sure:

  • all observed tasks are documented
  • evaluators possess credentials and certification

• Once task book is signed only division chef and their designee wil do so

• copy will be given to Compliance officer and individual

4. Invalid Task Book

• If a Task Book [certification]invalid in one of these ways: then Fire Rescue will not consider the job of the employee

  • The employee initiated the book without authorization of training and safety division

  • The employee received a signature from somebody who wasn't authorized The employee got signature for Fire Chief from a random non auth person

• Employee then must use PBCFR to document to be valid

• If an employee submits a BFST task Book to the Florida State Fire College to receive certification without proper validation from Fire Rescue, the employee's certification shall be considered invalid by Fire Rescue.

• Falsification of BFST task book is to be disciplined as outlined by discipline

Education Reimbursement Policy

• Palm Beach County Fire Rescue personnel are covered under this policy
• PPM #: FR-T-203
• The issue date was September 10, 2024, and the effective date was November 1, 2024
• Patrick J. Kennedy, Fire Rescue Administrator is the author

Policy Objective

• Outlines process for employee reimbursement of approved educational expenses

Updates Governed By:

• Division Chief of Training and Safety
• PPM Committee
• The Fire Rescue Administrator

Authority falls to these bodies:

• Fire Rescue Administrator
• Collective Bargaining Agreement
• PPM CW-P-008
• Can be updated with amendments.

Scope

• Reimbursement for certifications/recertifications is not covered by this policy (FR-T-206)

Attachment

• Education Reimbursement for Degree Seeking Application.

Stipulations of Fire Rescue

• Reimburses tuition for pre-approved classes for certified employees
• Certificates/colleagues level are both online/tradition
• Not obligated to pay for travel expenses.

Reiumbesment Rules

• Courses related to degree
• Non-required fees (with registration)
• If a Non-required certificate (with fees) like ASE for mechanics
• Courses taken to meet promotional requirements

Course Requirement

• Travel form with travel
  • Fire Recue sponsored courses with travel requirments

Term Approved Degree is defined in the contexts as:

• operational personal meets Firefighter Supplemental Compensation Standards

• Responsibilities of job to non-operational personel

• courses directly related to certs will be reibursed (noted by fire rescue review)

• Related courses by job, will fall under this

• Course related to Degree/Jobs will fall under reimbursement as listed below

Procedure For this Reimbusement of education, this is set in place

The Application for degree is done and sent to the Training and Safety Division for review. Documentation of all needed courses must be submitted, along with the application, to the Training and Safety Division.

  - approval will come through after going to online tution reimbursement process
     - needs pre approved for a degree that is tracked

• Submit reimbursement and register to attend the proper school

  • online only- and before class start date

Needs to be from an accredited school (no reimbursements without proper notification to the division)

• division needs to notify with 10 business day whether meet reimbursment

  • if employee is approved, full amount may need documentation to receive full check before deadline

Need to attend these classes/schools on Employee time -not scheduled for job

• after successful completion of a class the employee is asked for many financial details (in printed format of an account summary) - this needs 45 days after course ends - if don't get it or apply properly your "screwed" basically

  - you have to redact any exempt documents - 
  -   it is important to know this takes a small period (6/8 weeks)- non required courses, seminars, and certificates will be similar (also needs application)
        - needs pre approval for non-red courses
  

• There will be specified date (60 calander)

  -   same policies as above
  

• Only tuition costs/registration fees, laboratory fees, online fees and/or life experience can be covered

  -   no books, transportation, any other expenses are out of question
  

-subject to approval of budget; paramedic is only once; and if you fail to follow stipulations or leave count ,employee will refund

• those who get paychecks and all that, shall do a written request and be turned in to pay check in finance sector (if stolen seek insurnance)

Task book is for Bureau

Bureau of Fire Standards and Training

Bureau for firefighter and compliance

task book for people at Fire rescue