Palm Beach County Fire Rescue Policy on Phone and Digital Camera Use PDF

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: USE OF PHONE AND DIGITAL CA...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: USE OF PHONE AND DIGITAL CAMERA ON DUTY PPM #: FR-O-503 ISSUE DATE EFFECTIVE DATE May 31, 2022 June 28, 2022 PURPOSE: The purpose of this policy is to ensure that personal use of phones and digital cameras, while on duty, not interfere with Fire Rescue business; and that the use of phones and digital cameras are in compliance with HIPAA regulations regarding patient privacy. UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Operations, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY:  Fire Rescue Administrator  CW-O-020  Health Insurance Portability & Accountability Act (HIPAA) of 1996 Regulations, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. ATTACHMENTS: Attachment A: Phone Log POLICY: Personnel may use their personal and/or Fire Rescue phones, and digital cameras as listed in the policy, so long as the use does not interfere with work productivity, does not pose a safety issue, nor potentially cause liability to Fire Rescue for harassment and invasion of privacy. PROCEDURE: 1. Use of Fire Rescue Provided Phone a. Phone Use and Safety: i. Personnel shall use Fire Rescue phones to conduct Palm Beach County Fire Rescue business ONLY. ii. To prevent accidents and injury, employees who use Fire Rescue provided phones while driving a Fire Rescue vehicle must be in a “hands free” mode (if available). Under no circumstances are employees allowed to place themselves at risk to fulfill business needs. FR-O-503/Page 1 of 3  iii. Personnel shall use Fire Rescue owned cellular phones to contact the alternate destination and advise of transport to their facility. iv. All personal phones must be turned off or placed in a “vibrate” mode while personnel are in training sessions. 1. Personnel with Fire Rescue phones shall be excused from training sessions to return calls. v. The District Chief/Supervisor must review and approve all phone charges for their respective section appearing on the monthly phone bill statement. vi. In the event personal calls are placed from or received on a Fire Rescue phone, the employee must reimburse Fire Rescue for each call. vii. Reimbursement must be made in the form of a check payable to the Board of County Commissioners. The personal check must be attached to the detailed billing invoice with applicable personal calls highlighted. All personal calls shall be reimbursed in accordance with County Wide policy. The current reimbursement rate can be obtained from the Fire Rescue fiscal (payables) section, refer to County PPM County-Supplied Cell Phones, Satellite Phones, and Mifi Units / Air Cards (PPM CW-O-020). 2. Use of Personal Phones, and Digital Cameras a. Employees may bring their personal phones, and digital equipment to work for their use at their own expense. Additionally, the following guidelines shall include, but not be limited to: i. Personal Phones: 1. Personal use of phones may at no time interfere with Fire Rescue business, which shall include, but not be limited to: a. When assigned to an emergency/non-emergency incident b. Inspections c. Training d. Public education demonstration e. Any other Fire Rescue sanctioned function 2. To prevent accidents and injury, employees’ use of personal phones while driving a Fire Rescue vehicle should be kept at minimum, and in a “hands free” mode (if available). Under no circumstances shall a driver be permitted to use a phone while responding to an emergency, even if the phone is equipped with a hands-free device. 3. Employees should be reminded that personal use of phones should be kept to a minimum, and shall not interfere when performing Fire Rescue business. 4. Fire Rescue shall not be liable for the loss or destruction of any personal phones. 3. Use of Fire Rescue phones, and Digital Cameras a. Fire Rescue Phones and digital cameras are not to be used while on emergency or non- emergency incident by anyone other than those individuals authorized to do so by Fire Rescue. b. Authorized individuals include: i. District Chiefs ii. Battalion Chiefs FR-O-503/Page 2 of 3  iii. ARFF, EMS, Special Ops Captains iv. Operational Captains v. Lieutenants vi. Inspectors vii. Investigators viii. CRRD employees who need to take photos in their line of work ix. Video Production employees x. Public Information Office or designee c. Any use of such equipment shall be done with appropriate discretion and regard for the potential emotional reaction of the victim/patient or the general public, and shall in no way cause potential liability to the County. d. Any images taken must be in compliance with HIPAA Regulations regarding patient privacy (i.e., not showing a patient’s face, license plate or any other identifying feature). e. Any photo(s) or video footage for posting on the Fire Rescue Intranet/Internet site shall be submitted to the Public Information Office for review and approval for posting. f. Any emergency or non-emergency scene photo(s) or video footage taken while on duty shall not be posted on any outside website without permission from the Public Information Office. g. Any other photo(s) or video footage posted by Fire Rescue employees to non-Fire Rescue websites shall reflect positively on the public image of Fire Rescue. h. Fire Rescue reserves the right to access any images taken by an employee while on duty. i. Images, which may violate Fire Rescue security concerns, shall not be displayed. j. Failure to follow guidelines may result in the loss of photographic privileges and/or disciplinary action. ______________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR I-13, issued 12/10/1985 2. PPM#FR I-13, issued 02/10/2014 3. PPM#FR O-503, clerical 03/01/2018 4. PPM#FR O-503, clerical 03/29/2022 5. PPM#FR O-503, revised 05/31/2022 FR-O-503/Page 3 of 3