EMS 5

• This document outlines the procedures for Emergency Medical Services (EMS) Stores Companies under the Philadelphia Fire Department.
• It aims to establish protocols for replacing essential medical equipment and supplies for Emergency Medical and First Responder Units.
• Effective as of March 2014, it is EMS Procedure #5.

Purpose

• The primary objective is to define procedures for Emergency Medical and First Responder Units to replace essential medical equipment and supplies.
• EMS Stores are not a substitute for Philadelphia Fire Department (PFD) Directive #30 as the primary means of acquiring medical equipment and supplies.
• EMS Stores are not for increasing existing station allotments of medical equipment and supplies.

Definitions

• Stores Company: A designated company that provides immediate replacement of essential medical equipment and supplies, including:
  • Advanced Life Support (ALS)
  • Basic Life Support (BLS)
  • Mobile Data Terminal (H2)
• Designated Companies: Engine or Ladder companies designated as stores companies.
• EMS Stores Equipment and Supplies Requisition Form: A form used to track broken issued equipment and supplies from a Stores Company.
  • The Company Officer initiates the form requesting equipment or supplies from a Stores Company, then forwards the completed form to EMS A&E.
  • The form is located on the P/Drive E folder.
• Essential EMS Items: EMS equipment and supplies deemed absolutely necessary for EMS personnel to perform medical duties.

Responsibilities

• Each member is responsible for exercising appropriate control as dictated by their rank when implementing this procedure.

Procedures

• Division 1 Stores Companies include Engine 10 and Engine 16.
• Division 2 Stores Companies include Engine 70, Ladder 8, Ladder 18, and Warehouse Apparatus & Equipment (A&E).
  • The EMS A&E location is accessible from 0800 to 1600 hrs.
• Capital Equipment: Durable, reusable items with a City of Philadelphia property number.
  • The Stores Company is responsible for maintaining designated minimal levels.

Equipment and Supplies

• Capital equipment are durable, reusable items with a City of Philadelphia property number, levels maintained by stores company
• Equipment are durable, reusable items without a City of Philadelphia property number, levels maintained by stores company
• Supplies are single use, disposable items, levels maintained by stores company.

Examples of Equipment Levels and Maximum Issue:

• Stretcher: Level 1 ea, Maximum Issue 1 ea
• Stair Chair: Level 1 ea, Maximum Issue 1 ea
• Life Pak 1000 (AED): Level 1 ea, Maximum Issue 1 ea
• Life Pak 15: Level 1 ea (ALS), Maximum Issue 1 ea
• Pulse Oximeter: Level 1 ea (ALS), Maximum Issue 1 ea
• CPAP Unit: Level 1 ea (ALS), Maximum Issue 1 ea
• “First-in” Bag -ALS*: Level 1 ea, Maximum Issue 1 ea
• "First-in" Bag- BLS: Level 1 ea, Maximum Issue 1 ea
• Stethoscope: Level 3 ea, Maximum Issue 1 ea
• Oxygen Regulator: Level 2 ea, Maximum Issue 1 ea
• Reeves Stretcher: Level 2 ea, Maximum Issue 1 ea
• Life Pak 1000 Batteries*: Level 2 ea, Maximum Issue 1 ea
• Portable Suction Unit*: Level 1 ea, Maximum Issue 1 ea
• Life Pak 15 Cable (Monitoring): Level 3 ea (ALS), Maximum Issue 1 ea
• Life Pak 15 Cable (Therapy): Level 3 ea (ALS), Maximum Issue 1 ea
• Life Pak 15 Cable (6 Lead): Level 3 ea (ALS), Maximum Issue 1 ea
• 3 ft Pulse Oximeter O2 Sensor Portable: Level 3 ea (ALS), Maximum Issue 1 ea
• 8 ft Pulse Oximeter O2 Sensor Monitor: Level 3 ea (ALS), Maximum Issue 1 ea

Examples of Supply Levels and Maximum Issue:

• Cervical Collar (Pediatric): Level 20 ea, Maximum Issue 10 ea
• Cervical Collar (Adult)(Sm,Med): Level 20 ea, Maximum Issue 10 ea
• Bag valve mask (Adult): Level 2 Bx, Maximum Issue 1 Bx
• Bag valve mask (Pediatric): Level 2 Bx, Maximum Issue 1 Bx
• Non-Rebreather Mask (Adult): Level 2 Bx, Maximum Issue 1 Bx
• Nasal Cannula (Adult): Level 2 Bx, Maximum Issue 1 Bx
• SAED & LP-15 Quick Combo pads: Level 2 Bx, Maximum Issue 1 Bx
• SAED Pedi Pads: Level 2 bx, Maximum Issue 1 Bx
• Life Pak 15 Quick Combo pads (pedi): Level 5 ea (ALS), Maximum Issue 2 ea
• Life Pak 15 Filterline Set: Level 25 ea (ALS), Maximum Issue 5 ea
• Life Pak 15 Paper: Level 3 Bx (ALS), Maximum Issue 1 Bx
• Head Immobilization Device: Level 50 ea, Maximum Issue 10 ea
• Stretcher Straps: Level 15 ea, Maximum Issue 3 ea
• Backboard Straps: Level 15 ea, Maximum Issue 3 ea
• Gloves, Disposable (Medium): Level 1 Bx, Maximum Issue 1 Bx
• Gloves, Disposable (Large): Level 1 Bx, Maximum Issue 1 Bx
• Gloves, Disposable (X-Large): Level 1 Bx, Maximum Issue 1 Bx
• Gloves, Disposable (2X-Large): Level 1 Bx, Maximum Issue 1 Bx

Mobile Data Terminal (MDT) Equipment and Supplies

• Durable, reusable items used for patient care reporting for BLS and ALS Units must be maintained at the MDT Equipment and Supplies depot.
• MDT* (H2): Level 2 ea, Maximum Issue 1 ea

Member Responsibilities

• Members must inform the Company Officer when a need for essential Equipment and/or Supplies is determined.
• If the item is in section 4.3, Provide the property number and serial number of the item to the Company Officer

Company Officer Responsibilities

• The Company Officer will contact the closest appropriate EMS Stores Company to check the availability of needed items.
• If the item(s) is not available at the closest appropriate EMS Stores Company the next closest Stores Company will be contacted, etc.
• Upon confirmation of item(s) availability, complete the EMS Stores Equipment and Supplies Requisition Form and e-mail a copy to the Stores Company working officer.
• The EMS Stores Equipment and Supplies Requisition Form is available on the P/Drive E Folder.
• Supplies and equipment will not be issued without an EMS Stores Equipment and Supplies Requisition Form.
• Coordinate with the Battalion Chief to arrange for item pick up or delivery.

Capital Equipment Broken, Lost, or Stolen

• If the essential EMS item is listed under section 4.3 and is BROKEN:
  • The Company Officer will notify EMS A&E between 0800 hrs and 2000 hrs or ES-4 or ES-5 between 2000 hrs and 0800hrs.
  • Then follow the procedures in Section 4.8 and deliver the broken item to the Stores Company Officer.
  • All equipment must be PFD issued to qualify for exchange, Non-PFD equipment is not accepted by the Stores Company for exchange.
• If the essential EMS item is listed under section 4.3 and is LOST or STOLEN:
  • The Company Officer will notify his/her assigned Battalion Chief and ES-3, and send an e-mail memo containing full details on the circumstances surrounding the loss or theft.
  • Memo details will include the Police District contacted, the Police Officer to whom the loss or theft was reported, the date and time of the report, etc to the Deputy Commissioner for EMS, forwarded through ES-3.
  • The Company Officer will then follow the procedure in Section 4.7.

MDT Equipment and Supplies

• If a MDT, MDT stylus, or keyboard malfunctions the Medic Unit has to notify the Company Officer of the malfunction and need of replacement.
• The Company Officer will contact the closest MDT Stores Company and request equipment availability.
• Upon confirmation of item(s) availability, the Company Officer must:
  • Complete the EMS Stores Equipment and Supplies Requisition Form and e-mail a copy to the Stores Company working officer.
  • The EMS Stores Equipment and Supplies Requisition Form is available on the "P" drive E Folder.
  • Contact ES-4 or ES-5 and inform them of the Stores Company that has the MDT.
• ES-4 or ES-5 when appropriate, will place the Medic Unit out of service and en-route to the MDT Stores Company designated by the Company Officer.
• Stores Company Officer will log the equipment exchange along with appropriate serial numbers in the Stores Company Log book.
• The Medic Unit will return to service immediately after obtaining the equipment and/or supplies.

Battalion Chief Responsibilities

• If the essential EMS item is listed under section 4.3 and is LOST or STOLEN:
  • The Battalion Chief will investigate the theft with ES-3 and notify the Police Department.
  • Coordinate the replacement of the item with the company.
• Upon notification from a Company Officer of the need and availability of an Essential item not listed under 4.3, that is not lost or stolen, arrange for the company to pick up the item, or designate a unit to deliver the item to the company.

ES-3 Responsibilities

• Upon notification from a Company Officer of an EMS items listed under Section 4.3, LOST or STOLEN, notify EMS A&E of the lost / stolen item and coordinate with the Battalion Chief with replacement of the item.
• Investigate all equipment LOST or STOLEN reported by a Company Officer and forward an electronic memo with the findings of the investigation to the Deputy Commissioner of Operations.

Stores Company Officer Responsibilities

• ALL EMS STORES EQUIPMENT AND SUPPLIES WILL BE PROPERLY SECURED AND KEPT SEPARATE FROM OTHER STATION SUPPLIES.
• When the EMS Stores Equipment and Supplies Requisition Form is received, the Stores Company Officer will:
  • Complete Stores Company Officer Section of the EMS Stores Equipment and Supplies Requisition Form.
  • Electronically sign the EMS Stores Equipment and Supplies Requisition Form and electronically mail a copy to EMS A&E ([email protected]).
  • Maintain a station log of all EMS Stores related activity.
  • Notify EMS A&E via e-mail to repair or replace all oxygen, SAED and Life Pak 15's and/or any supplies belonging to a Life Pak 15, batteries, stretchers, and any Advanced Life Support equipment.
  • The EMS A&E Office or the appropriate EMCO must approve all requests for Life Pak 1000's and Life Pak 15's.
• For all ALS Stores Companies, designate one FSP from the “E” platoon to inspect all ALS Equipment on the first of every month for cables, batteries, proper function and "readiness” and notify EMS A&E of any discrepancies via e-mail to [email protected].
• Assure that EMS A&E is notified immediately of all exchanges of equipment to insure proper tracking.
• Notify EMS A&E via e-mail when any broken equipment has been repaired by any service technician within the station.

EMS Field Supervisors, ES-4 or ES-5

• When notified between 0800 hrs and 2000 hrs, ES-4 or ES-5 will refer all EMS Equipment and Supply requests not related in this procedure to EMS A&E.
• When notified between 2000 hrs and 0800 hrs, ES-4 or ES-5 will coordinate all ALS equipment and supply exchanges.
• At the earliest opportunity ES-4 or ES-5 will notify ES-3 and EMS A&E via E-mail ([email protected]) of any equipment and supply exchange coordinated between 2000 hrs and 0800 hrs.
• Record any activity involving equipment and supplies in the officer's log.

EMS A&E Responsibilities

• Arrange for the repair or exchange of any broken equipment once notified by the Stores Company Officer.
• Complete an inventory of every stores company at least once every 6 months.
• Assist ES-3 with any lost or stolen equipment investigation.
• Maintain an electronic inventory and log of all equipment, the location of issued equipment, and make changes as Stores Company Officers make notifications.

Guidelines for Equipment Malfunctions (Medical) Reporting

• Medical device malfunctions (LifePak, SAED, CPAP, etc.) during patient care should be reported to EMS A&E as soon as possible.
  • Certain malfunctions must be reported to the Food and Drug Administration (FDA), and EMS A&E will prepare all the necessary documentation.
• Place the malfunctioning equipment or device out of service immediately and isolated in a secure location.
  • Notify EMS A&E from 0800 hrs to 2000 hrs, otherwise ES-4 or ES-5 from 2000 hrs to 0800 hrs.
  • EMS A&E or ES-4 or ES-5 will arrange for the malfunctioning equipment to be picked up and replaced as necessary.
  • Do not replace malfunctioning equipment from the EMS Stores Company if is on the EMS Stores equipment list.
• Prepare and e-mail a detailed memo explaining all of the particulars of the incident to ES-3 as soon as possible, that includes:
  • Incident number, member names, member assignments, member payroll numbers, contact information of any witnesses, and description of incident location.
• ES-3 will notify EMS A&E of the incident and all pertinent information and documentation.

Reference

• Philadelphia Fire Department Forms Directive and Philadelphia Fire Department EMS Stores Equipment and Supplies Requisition Form.