Reportable Events Policy

• The policy defines events that qualify as Reportable Events and outlines mandatory notification and investigation procedures
• PPM# FR-A-109
• The policy was issued October 1, 2012, and became effective July 6, 2018
• Michael C. Mackey, Fire Rescue Administrator is the author
• The Fire Rescue PPM Committee prepared the policy
• The Deputy Chief of Administration, in conjunction with the PPM Committee, is responsible for future updates to this PPM, under the authority of the Fire Rescue Administrator
• The Fire Rescue Administrator has the authority to amend the policy
• This policy applies to all Palm Beach County Fire Rescue personnel and reservists
• Attachment A is Reportable Event
• All Fire Rescue personnel should be familiar with events that qualify as Reportable Events and follow the mandatory notification and investigation procedures
• During daily operations, unusual, unexpected, or atypical events can occur, some posing high risks to Fire Rescue personnel, Fire Rescue, and the public
• Two categories of Reportable Events exist: Immediately Reportable Events (IRE) and Delayed Reportable Events (DRE)
• This policy supplements other policies with reporting requirements, rather than replacing them

Immediately Reportable Event (IRE)

• An IRE is defined as an event that occurs anytime, including emergency calls, training, public education, or any other emergency or non-emergency situation.
• Examples of IREs include:
  • Fire Rescue personnel actions or inactions causing harm to citizens, patients, or Fire Rescue personnel
  • Equipment failure causing harm to citizens, patients, or Fire Rescue personnel
  • Any on-duty illegal, unethical, or immoral event or accusation
  • Events with potential for litigation against Fire Rescue
  • Events considered politically sensitive or with political ramifications
  • Events that could cause media scrutiny of Fire Rescue

Notification and Investigation Procedure for IREs

• Fire Rescue personnel witnessing or becoming aware of an IRE must notify their supervisor as soon as possible without compromising safety
• An IRE notification should initially be by phone or face-to-face, then forwarded through the chain-of-command to the Battalion Chief level
• If the next level supervisor is unavailable, the Battalion Chief may be contacted directly
• The Fire Operations Officer (F.O.O.) may be utilized for necessary contacts, including contacting the nearest available Battalion Chief
• The Battalion Chief (or equivalent supervisor) can put involved unit(s) out of service if necessary
• Personnel may remain at the IRE location if it doesn't compromise safety
• Personnel should secure all related gear, equipment, vehicles, medications, packaging, supplies, or any other material related to the IRE
• Leave all items undisturbed as practical until the IRE is investigated and pictures are taken
• The Battalion Chief (or equivalent supervisor) shall immediately start a preliminary investigation at the IRE site with involved personnel
• The Battalion Chief should obtain statements from personnel, witnesses, and the harmed person if applicable and contact information from any witnesses or non-Fire Rescue persons involved
• The Battalion Chief makes sketches of the scene and takes pictures of the event scene and related items
• The Battalion Chief secures and maintains possession of the items described above and gets replacement items, putting personnel back into service after the investigation as soon as practical
• By the end of the shift, the Battalion Chief notifies the appropriate District Chief by phone, followed by email with additional investigative material
• The District Chief delivers all investigative material to the Division Chief of Operations as soon as possible during normal business hours
• By the end of the shift, the Battalion Chief completes and submits the Immediately Reportable Event form on SharePoint, which automatically forwards it to the Division Chief of Operations, District Chiefs, Internal Affairs Officer, Litigation Officer, EMS CQI Officer, Fire CQI Officer, and Safety Committee
• The Division Chief of Operations will initiate a meeting with the Deputy Chief of Operations and involved supervisory staff to ascertain the need for further investigation
• This may include additional investigation, initiating a Notice of Formal Investigation, initiating a CQI analysis, initiating a Safety Committee investigation, initiating a criminal investigation, or making required notifications to the State EMS Office

Delayed Reportable Event (DRE)

• A DRE is defined as an event that occurs anytime, including emergency calls, training, public education, or any other emergency or non-emergency situation
• Events that had the potential to cause harm but didn't:
  • Fire Rescue Personnel action or inaction that had the potential to harm
  • Equipment failure that had the potential to harm

Notification and Investigation procedure of DRE

• The same reporting procedure as for IRE events is used, but the Battalion Chief uses discretion on the need for an on-scene investigation
• Items associated with the event are secured by the Battalion Chief
• The Battalion Chief notifies the appropriate District Chief by email before the end of the shift
• The personnel who first reported the event complete and submit the Delayed Reportable Event form on SharePoint before the end of the shift SharePoint automatically notifies personnel as in IREs