Miami-Dade Fire Rescue Policy & Procedures PDF

Policy & Procedures  – Notice of Change to MDFR Policy and Procedures Please note: The following All Station and Offices Memoranda are in effect and attached at the end of this policy: ASOM # Title Effective Date Revisio...

Policy & Procedures  – Notice of Change to MDFR Policy and Procedures Please note: The following All Station and Offices Memoranda are in effect and attached at the end of this policy: ASOM # Title Effective Date Revisions to Policy and Procedures (P&P) I-A-7 – Rules and Regulations, I-A-8 – Rules and 12-13-759 Regulations: MDFR Ocean Rescue Bureau, and December 27, 2013 P&P I-A-9 Rules and Regulations: Air Rescue Bureau Revisions to Policy and Procedure (P&P) I-A-7 03-17-206 March 21, 2017 Rules and Regulations Addendum to ASOM #07-16-347, Revisions to Policy and Procedure (P&P) I-A-7 – Rules and 12-18-736 Regulations, I-A-8 – Rules and Regulations: December 7, 2018 MDFR Ocean Rescue Bureau, and P&P I-A-9 Rules and Regulations: Air Rescue Bureau 02-20-138 Parking at MDFR Fire Stations and I-L-5 reminder February 21, 2020 Any questions should be directed through your chain-of-command.  MIAMI-DADE FIRE RESCUE DEPARTMENT Policy & Procedure Manual Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS, DEVELOPMENT, Chapter: A ORGANIZATION AND APPLICATION Originated By: FIRE CHIEF Subject: 7 RULES AND REGULATIONS Published Date: 08/31/12 William W. Bryson, Fire Chief Reviewed Date: 7.01 PURPOSE: To provide guidance for all Miami-Dade Fire Rescue (MDFR) Department personnel in their conduct and operation of the Fire Department. 7.02 POLICY: Personnel of MDFR, both uniformed and civilian, accept the responsibility of their position, and abide, supervise and command in conformance with the following Rules and Regulations. When emergencies arise, for which no rule or regulation applies, it is expected that employees will act with discretion and good judgment to manage such situations. 7.03 AUTHORITY: The authority vested in the Fire Chief by Florida Statute 125.01, Section 4.01 and 4.02 of the Miami-Dade County Charter, Section 2-181 of the Code of Miami-Dade County. 7.04 RESPONSIBILITY: It is the responsibility of the Fire Chief or his designee to revise and update this policy. 7.05 DEFINITION(S): Bunker Gear: Consists of pants, coat, hood, fire gloves, helmet, eye protection, fire boots, SCBA mask and regulator and passport tags. 7.06 PROCEDURE: Fire Rescue Department supervisors and officers will supervise and command their subordinates in conformance with this policy in addition to using these Rules and Regulations as one tool to measure performance when evaluating an employee. It is each responsibility to become familiar with the contents so that they may thoroughly understand them and conduct themselves accordingly. I. RULES OF CONDUCT AND RESPONSIBILITIES A. General Responsibilities 1. The manner in which duties are performed by each Departmental employee reflects their personal goals and professional fulfillment. Employees are encouraged to exercise good judgment and sound Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS DEVELOPMENT, ORGANIZATION Chapter: A AND APPLICATION Subject: 7 RULES AND REGULATIONS reasoning at all times. In situations where no written directive or supervisory guidance is available, employees are expected to analyze the situation and react in a professional manner. 2. Any employee who acts in a manner that discredits the individual or the Department, or who fails to perform assigned duties or promptly obey all lawful orders and instructions issued by a supervisor, a higher authority, or as stated herein will be subject to disciplinary action. 3. Personnel are responsible for adhering to the requirements defined in their job function(s) for the classification and assignment they hold. These job descriptions can be accessed via the following links by job classification: a. Firefighter b. Driver Operator c. Company Officer d. Bureau OIC e. Station OIC f. Pilot g. Air Rescue Chief Pilot h. Aircraft Commander i. Rescue Captain j. Station Captain k. EMS Captain l. Human Resources Coordinator m. Special Assistant n. Battalion Chief o. Division Chief p. Assistant Fire Chief q. Assistant Director of Administration r. Deputy Fire Chief s. Fire Chief 2 Rev. 08/31/12 Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS DEVELOPMENT, ORGANIZATION Chapter: A AND APPLICATION Subject: 7 RULES AND REGULATIONS 4. The following rules will be uniformly applied to and followed by ALL personnel: a. Be polite, courteous, respectful and helpful when dealing with the public and other employees of Miami-Dade County. Refrain from the use of harsh, violent, profane or insolent language or manner and maintain objective attitudes regardless of provocation. b. Employees will report for duty at the time and place designated by their supervisor. Failure to report will deemed neglect of duty. c. Duty permitting, all uniforms must be maintained in a neat and clean appearance throughout the tour of duty or workday. d. Do not be antagonistic toward supervisors and fellow employees and do not engage in conduct that interferes with the efficient operation of the County. e. Alcoholic beverages will not be consumed on or around fire department property, including apparatus. No personnel will report to work while under the influence of any intoxicating substance. f. Controlled substances will not be consumed on or off duty except when medically prescribed and which do not impair the employee's ability to perform their duties. Medically prescribed drugs which do not impair the employee's ability to perform their duties may be stored on premises. g. Do not use tobacco products while dealing with the public and adhere to the Miami-Dade County No Smoking Policy Administrative Order (A.O.) 8-6, Smoke-Free Workplace. h. Do not have firearms, ammunition, explosives, or fireworks either stored in the fire station or apparatus, or in personal possession while on duty unless authorized by the Fire Chief. i. Do not gamble on MDFR property. j. Do not engage in unlawful activities while on or off duty. k. Do not willfully misrepresent or falsify any matter, verbally or in writing. l. Immediately report through the proper channels any criminal action or personal arrest either on or off duty in accordance with P&P I-K-8, Reporting of Arrest/Traffic Citation(s)/Criminal Actions (Working Draft). m. In accordance with P&P I-L-5, Gifts, Donations, and Conflict of Interest employees will not accept directly or in directly any gift, gratuity, loan, fee or anything of value that is offered for services rendered in the line of duty. Neither will the employee take or be part of any personal or official action that is, or appears to be a conflict of interest 3 Rev. 08/31/12 Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS DEVELOPMENT, ORGANIZATION Chapter: A AND APPLICATION Subject: 7 RULES AND REGULATIONS n. Do not engage in political or religious discussions to the detriment of good discipline and unit morale, and do not use remarks that degrade national origin, sex, color, creed, or beliefs. o. Maintain a valid Florida license and immediately report through the proper channels any traffic citation, suspension, revocation, and/or loss of license or driving privileges in accordance with P&P I-K-8, Reporting of Arrest/Traffic Citation(s)/Criminal Actions (Working Draft). p. Do not use your position or badge to obtain special services or influence actions. q. Observe the chain of command for all issues involving department business unless excepted by proper authority (ie: Equal Employment Opportunity Commission (EEOC) complaints, open door policy). r. Perform duties as required or directed by law; Department Policy and Procedures, Rules and Regulations, or orders; or by order of a supervisor. s. Cooperate with all law enforcement agencies, other County departments and public service organizations, and give information to such organizations as may be entitled, consistent with Department policy. t. Provide a current home address and telephone number in on http://mdfrnet/ and the Miami-Dade County Blue Book on Miami-Dade County eNet at: https://secure.miamidade.gov/enet/wps/myportal. Maintain current emergency contact information, including a home address and phone number in on MDFRnet. Any changes in contact information should be made on the next duty day after the change occurs. u. Reimburse the Department upon request for any item which is lost, damaged or destroyed as a result of employee negligence in accordance with P&P II-O-7, Lost or Damage County or Personal Property. v. Give name and rank upon request, unless extenuating circumstances dictate otherwise. w. Do not sell or transfer any clothing, equipment or supplies either issued or purchased through MDFR Inventory and Supply Bureau. x. Do not be absent from duty or leave an assignment without permission. y. Use utilities, station, office and apparatus supplies appropriately. z. Make long distance calls only in accordance with Department policy and Miami-Dade County Policy and Procedures. 4 Rev. 08/31/12 Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS DEVELOPMENT, ORGANIZATION Chapter: A AND APPLICATION Subject: 7 RULES AND REGULATIONS aa. Answer telephones promptly and courteously, giving the facility or the office designation, rank or title and last name. Limit personal calls to 10 minutes using designated phones at fire stations and offices. bb. Be responsible for the custody, maintenance, appearance and serviceability of any County property fixed or moveable, issued or assigned for use and immediately report any lost, damaged or non-serviceable items to the appropriate immediate supervisor. cc. Wear seat belts when riding in a Department vehicle while in motion. dd. Personnel assigned to operate a County vehicle must adhere to all roadway laws and rules. Employees will drive the unit with extreme care, have the unit under control at all times, and consider the safety of all personnel in the vehicle. B. Responsibilities of 24-hour Operations personnel 1. Operations Battalion Chiefs are eligible for up to one-half (1/2) hours overtime beginning at 0630 hours when they report to duty and are assigned to an Operations position on that day.. Operations Captains are required to report to work at 0645 hours before their regular scheduled duty day and remain until 0715 hours after the completion of their shift. 2. Place appropriate gear and personal equipment on the apparatus and be ready to respond prior to 0700 hours, or when reporting for duty. Only remove gear and personal equipment when properly relieved. 3. Wear appropriate personal protective equipment (PPE) as determined by the Officer-in-Charge. Only remove PPE upon the direction of the Officer-in-Charge (OIC). 4. Adhere to SOP II-O-13, Self-Contained Breathing Apparatus in regards to the wearing and maintenance of the SCBA. 5. For each tour of duty the following items will be maintained in clean and serviceable condition: a. One complete set of structural (bunker) gear b. Appropriate SCBA mask and regulator c. One extra Class C uniform d. One Class A Dress uniform w/ dress hat e. One full set of wildland firefighting gear (if issued) f. One full set of ARFF firefighting gear (if issued) g. Appropriate specialty gear (if issued) NOTE: See Definitions under section 7.06 and P&P I-L-20, Grooming and Uniform Standards. 5 Rev. 08/31/12 Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS DEVELOPMENT, ORGANIZATION Chapter: A AND APPLICATION Subject: 7 RULES AND REGULATIONS 6. Adhere to current policy regarding reporting to duty, for reporting out sick and/or returning to duty on a normally scheduled day off. 7. Report any on-the-job injury to your OIC as soon as possible, but always prior to leaving work that duty day. Any off-duty injury that interferes with performance of the duties and responsibilities must be reported. 8. Respond to any reasonable request for assistance from law enforcement or other Department personnel. 9. Report items of value or money discovered at a fire or emergency scene to the OIC. Maintain proper security, do not remove anything from the scene without proper authorization. 10. Report for duty when ordered by proper authority. Employees not reporting or fail to call their duty assignment 30 minutes after their reporting time will be considered as absent without leave (AWOL). 11. Attend in service training as may be required. 12. Maintain the station, apparatus and equipment in a clean and orderly condition. 13. Upon completion of duties and after 1700 hours, and with the approval of the OIC, personnel may pursue approved non-operational activities. If participating in a physical workout, employees must wear the department issued PT shorts and t-shirt. After 2030 hours the Station Captain/OIC may relax the dress code while personnel are inside the station. Personnel will always comply with the dress code when responding to alarms or meeting the public. 14. Duty permitting, employees shall make up beds and square individual sleeping quarters prior to 0700 hours. Sitting or lying in the sleeping area(s) is prohibited until after 1300 hours and the completion of duties/assignments. 15. Perform all duties that apply to a station when the company is temporarily located at another station. 16. Obtain the address, type of alarm and a call back number when a citizen calls in an alarm and advise the citizen for future emergencies to call 911. This information will be reported to the Fire Alarm Office (FAO) immediately. 17. All apparatus assigned to a station will be checked according to P&P II- B-7, Apparatus Inspection and Care-Operations. 18. Leave the station grounds only if authorized by a Department supervisor. 19. According to P&P III-E-51, Strategy for Alarm Assignments, personnel will respond within 60 seconds after receipt of an alarm. 6 Rev. 08/31/12 Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS DEVELOPMENT, ORGANIZATION Chapter: A AND APPLICATION Subject: 7 RULES AND REGULATIONS C. Communications and Correspondence 1. An employee will not use Department stationary or County e-mail for private correspondence in accordance with A.O. 5.5, Acquisition, Assignment and Use of Telecommunication Devices and Network Resources. 2. Official correspondence can be in the form of a typed memorandum approved through the chain of command or County email if directed from a supervisor to a subordinate. 3. Personnel are required to review their County e-mail at least once a day during the normal work assignment. 4. During their tour of duty an employee will not use the County intranet for posting or engaging in any avenue of Social Media (ie. Facebook, Google Plus, Twitter) without approval from their respective Division Chief/Manager. 5. Engaging in social media such as personal text messaging, e-mailing or talking on a cellular phone, Android, Blackberry, iPhone or other personal handheld device while driving or while providing any emergency service is strictly prohibited. 6. An employee will not correspond in the name of the Department without approval from their respective Division Chief/Manager. 7. Except for official business, an employee will not use the Department as a mailing address. The Department address will be entered on documents as the employee's business address only. 8. An employee who receives an official communication directed to another employee will forward such communication without delay. 9. A supervisor who receives a written communication from a subordinate directed to higher authority, will indicate either approval, disapproval, or notice their acknowledgment of content and forward to the next person concerned in a timely manner. 10. Written reports and communications to the Fire Chief will be addressed and forwarded through the chain of command. The ascending order for uniform personnel is normally, but not limited to: a. Firefighter b. Company Officer c. Bureau OIC ( if applicable) d. Battalion Chief e. Division Chief 7 Rev. 08/31/12 Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS DEVELOPMENT, ORGANIZATION Chapter: A AND APPLICATION Subject: 7 RULES AND REGULATIONS f. Assistant Fire Chief (of respective Division) g. Deputy Fire Chief (only when staffed) h. Fire Chief 11. All official correspondence will utilize working titles of persons mentioned. If used, the signature line of the individual initiating correspondence or a report must include working title or classification, assignment (station and shift), signature and printing or typing of name. 12. Reports and communications to the rank of Division Chief / Manager or higher will be signed by each person(s) concerned, indicating rank, title, and forwarded without unnecessary delay to the next higher authority. All email signatures will contain the proper Miami-Dade County E-mail Branding Style available through the following link: http://www.miamidade.gov/infocenter/library/Graphic_Standards_ Guide_10-04-1.pdf. When approval or disapproval is indicated, a brief explanation will be provided. 13. Email Correspondence between supervisors and subordinates below the level of Division Chief / Manager do not need to be signed. The time/date stamp on the email will serve as confirmation in lieu of a physical signature. 14. In an emergency, verbal reports and communications may be directed to the supervising authority concerned, followed without delay by written reports through proper channels. 15. For ongoing news stories or follow-up information requiring continuous media relations involvement, the Public Affairs Manager/OIC will be notified and will assign the ongoing responsibilities to a staff member or other Public Information Officer (PIO) representative. If there is a need for media relations on an incident scene, the Incident Commander may: a. Utilize personnel on scene b. Request through the FAO the dispatch of a uniformed representative to the scene to act as the incident PIO. c. The closest available unit from the following options will be selected and assigned the responsibilities of the incident PIO: 1) Battalion Chief 2) Venom Response (On-Duty) 3) Division Chief assigned to the incident 16. Radio communication transmissions will be conducted in a polite professional manner using plain speech. Professional decorum and etiquette will be maintained at all times. 8 Rev. 08/31/12 Volume: I ADMINISTRATIVE PRACTICES POLICY AND PROCEDURES MANUALS DEVELOPMENT, ORGANIZATION Chapter: A AND APPLICATION Subject: 7 RULES AND REGULATIONS 17. Procedures for operation of radio equipment are set forth in Federal Communications Commission regulations and Department policy. 18. Any requests for public records must be forwarded to the Program & Staff Review Division. Employees are not permitted to release any public record unless authorized by the Fire Chief. II. PATRIOTIC CUSTOMS A. Flags will be raised at the beginning of each shift (weather permitting) and lowered by 1800 hours and during inclement weather. If the flag is illuminated by floodlights, lowering at sunset is not required. B. The flag will only be flown at half-staff according to Federal custom and at the direction of the Fire Chief. C. When the national anthem is played, all uniform employees present will stand at attention and face the music, or face the flag if present. When outdoors, employees in uniform and wearing their dress hat will salute, using the right hand salute to the visor of the dress cap at the first note of the anthem, retaining the salute until the last note is played. Uniform employees without a dress cap will place their right hand over their badge following the same guidelines as above. Those not in uniform and wearing a head cover should remove the head cover with the right hand, holding it at the left shoulder so that the hand is over the heart. Those without headdress/headcover should salute by placing the right hand over the heart. D. During the ceremony of hoisting or lowering the flag, or when the flag is passing in a parade or in a review, employees in uniform and wearing a dress hat must use a right hand salute to the visor of the dress hat. Those not in uniform and wearing a head cover should remove the head cover with the right hand, holding it at the left shoulder so that the hand is over the heart. Those without headdress/headcover should salute by placing the right hand over the heart. E. The salute to the flag in the moving column is made at the moment the flag passes. 7.07 REVOCATION: Policy and Procedure (P&P) I-A-7 dated 6/15/12 and all parts of previous orders, rules and regulations, operations memoranda and administrative orders in conflict with this policy and procedure are revoked. 7.08 REVISION: Section - First Header: Fire signature, and date Section - 7.06 Section - 7.07 Section - 7.08 Section - Footer: Rev. 9 Rev. 08/31/12 Company Officer The Company Officer is responsible to the Battalion Chief and Station Captain. The responsibilities of the Company Officer include, but are not limited to, the following: 1. Properly relieve and discuss pertinent information with the previous Station Captain or Company Officer. 2. Call the morning personnel roster to the Battalion Chief no later than 0700 HRS, noting all absences and lateness, with the reason. Exceptions to normal reporting time will be reported to the Battalion Chief for recording on the unit time sheet. 3. Review and sign all new/revised Policy and Procedures, Memorandums and orders at the beginning of a tour of duty. 4. Initiate the Daily Station Log and record appropriate entries throughout the duty day. 5. Conduct a morning briefing as per Department policy covering morning briefing with all on-duty personnel and review the Daily Log. Review and explain all new/revised Policy and Procedures, Memorandums and orders received since the last tour of duty. 6. Command a suppression, rescue or specialized apparatus and associated equipment. Assure proper conduct, safety and effectiveness of the unit personnel assigned. 7. Initiate and be responsible for the accuracy and completeness of all company records and reports. 8. Maintain necessary personal proficiency to conduct company drills and to instruct the company personnel in approved methods for rescue and firefighting. 9. Inspect assigned buildings for fire hazards to determine compliance with fire safety codes. Become familiar with layout of the facility and for pre-fire planning and forward completed inspections forms through the appropriate channels. 10. Inspect, test and maintain fire hydrants to determine operational readiness and to become familiar with hydrant locations. 11. Place apparatus out of service only with permission from the Battalion Chief (except in an emergency) and notify Fire Alarm and other appropriate officers or bureaus immediately, stating the reason and location of apparatus and unit. 12. Assign a qualified member to drive and operate apparatus during the absence of the assigned driver according to the Collective Bargaining Agreement. 13. Make necessary arrangements to train or provide training for the driving and/or operation of equipment. 14. Report major defects concerning the apparatus and equipment to the Battalion Chief, Station Captain and/or Station O.I.C. and the Support Office. 15. Carry the following items on the apparatus at all times: a. Map of Metro-Dade County. b. Listing of hydrants (suppression unit only), wells and a listing of standpipe and sprinkler connections in the territory when available. c. Current protocol manual (EMS unit only). d. Department of Transportation (DOT) Guidebook and Hazardous Chemicals NFPA 49 Data. e. Appropriate tools and supplies. 16. Notify the Station Captain, followed by written memo, of any equipment belonging to another company or having no identifying marks. 17. When arriving at the station and finding that the apparatus is at an incident, order personnel to equip themselves for duty, notify Battalion Chief and wait for instructions. 18. Respond to alarms by the most direct and safe route and see that all rules governing the driving of the apparatus are observed. 19. Assure that personnel are properly equipped and attired at all times, and in proper riding positions (including the use of seat belts) while on apparatus. 20. Exercise good judgment when discovering emergency situations while responding to an alarm. In all cases, notify Fire Alarm of existing conditions and the action to be taken. 21. When responding to an emergency call outside the company's normal jurisdiction, take appropriate action until released by another Fire Department Officer in Charge. 22. Request necessary assistance, including inspectors or agencies at the scene of a fire or emergency. Remain on the scene until arrival of the requested assistance unless relieved by Battalion Chief. 23. Advise the Fire Alarm of all company movements, locations, availability for service and location when out of service. 24. Notify the Battalion Chief and Support Office of any accident or damage to apparatus and initiate required reports in a timely manner, such as: First Report of Injury, Accident Report, and/or memoranda. 25. Notify the EMS Bureau Officer-in-Charge (O.I.C.) immediately of any injury to personnel.and Initiate required reports in a timely manner, such as: First Report of Injury, Accident Report, and/or memoranda. 26. Supervise the daily routine of unit personnel in the cleaning and maintenance of station and apparatus, inspections, drills, classes, demonstrations, inventory and other special assignments. 27. Keep exterior doors in unattended areas locked. Security will be maintained at all times. Overhead apparatus doors will be closed when personnel are not occupying the apparatus room. 28. Tag equipment or items for repair or replacement according to current Department policy covering equipment repair. 29. Obtain and enter into the station log, accurate information regarding work performed by maintenance personnel at or for a station and by mobile mechanics. 30. Evaluate employee performance on a continuous basis, communicating observation of such performance to the employee either as an informal comment, written correspondence or a written performance evaluation. 31. Complete accurate performance evaluation form based on Dade County Administrative Order covering, Performance Evaluation. 32. Process in a timely manner any request for time off in accordance with Department policy and the Collective Bargaining Agreement. 33. Train and develop company personnel to work as a team to provide effective service. 34. Be responsible to the Station Captain for the maintenance of the station, apparatus and equipment, records, and other duties as assigned. Bureau Officer-in-Charge (O.I.C.) A Bureau O.I.C. reports directly to either a Chief Fire Officer or Division Chief. The functions of a Bureau O.I.C. include, but are not limited to, the following: 1. Advise the Chief Fire Officer (CFO) of major or unusual incidents occurring during each tour of duty as soon as practical. 2. Review, sign and disseminate to subordinates all orders at the beginning of a tour of duty. 3. Report conditions, issues, or problems which cannot be resolved to the Chief Fire Officer (CFO). 4. Provide the Chief Fire Officer (CFO) with information concerning the disposition of personnel, equipment and material within the Bureau as required. 5. Review the roster for each duty tour and notify supervisors of any changes. 6. Receive the morning roster from supervisors and call in required information to the Division Chief no later than 0900 HRS, noting all personnel late or absent and the reasons. 7. Assist the Division Chief in the preparation of a roster for the next roster period and notify supervisors of personnel affected by any transfers. 8. Maintain a supervisor's log containing required information. 9. Maintain a current Department-wide list of employees' telephone numbers (excluding unlisted), addresses, bid assignments and individual qualifications/certifications. 10. Maintain, review and sign unit time records and maintain file copy. 11. Process all requests for time off, including leave and exchange time, in accordance with Departmental policy and the Collective Bargaining Agreement. Grant or deny as soon as practical. 12. Submit completed unit time records to the Chief Fire Officer (CFO) for review on the last working day of the pay period, keeping leave and overtime attached to unit time sheets. 13. Review subordinates' reports for accuracy and completeness and sign to indicate approval. 14. Process assignment preference forms and monitor for accuracy. 15. Review and recommend bids for position within the Bureau to the Chief Fire Officer (CFO) for filling vacancies. 16. Collect and/or distribute necessary paperwork. 17. Review, complete and process requested correspondence in a timely manner. 18. Review the inventory of expendable items for conformance to Department inventory standards. 19. Submit revised inventory standards for vehicles, office supplies, and personal supplies to the division by December 31 of each year. 20. Monitor supply requests. 21. Analyze bureau functions in order to provide effective fiscal control. 22. Respond to alarms or duty station as required, assume command and direct specific and specialized functions of the bureau. On-scene functions will be under the Incident Commander, per Incident Command Procedures. 23. Advise supervisors of any special activities for the day, including those unscheduled and verify their completion. 24. Confirm that all personnel in the bureau receive and understand any written or verbal communications directed to the bureau or individual. 25. Inspect each facility within the bureau each month and submit a written work order with the inspection report for any situation requiring repair. 26. Assist the supervisors and personnel in correcting problems. 27. When applicable, review and study fire fighting methods, fire and building codes, inspection practices, training methods and other related material required by the Department as necessary for effective performance. 28. Organize and develop the bureau into an effective working team. 29. Evaluate the effectiveness of all personnel in the bureau and instruct them in the specific duties of their position and the results required; evaluate personnel effectiveness during various exercises, classes and work activities. 30. Ensure the safety of personnel including, where appropriate, the wearing of protective clothing and equipment at fires and other emergencies. 31. Actively work toward resolving personnel problems by understanding Fire Department policy related to the issue and utilizing good fact finding and supervisory  methods as outlined in the Metro-Dade County Procedures Manual. 32. Have a thorough working knowledge of the current Collective Bargaining Agreement between International Association of Firefighters, Local #1403 and Metro-Dade County. 33. Have a thorough knowledge of grievance procedures, Affirmative Action Program, disciplinary procedures and personnel procedures of the Department and the Metro-Dade County Procedures Manual and these Rules and Regulations. 34. Review and evaluate the performance of subordinates. Station O.I.C. The Station O.I.C. is the ranking officer in the station, on a daily basis, as indicated by the following examples: 1. When a Station Captain is on-duty he/she is the Station O.I.C.. 2. In the absence of a Station Captain, an on-duty Rescue Captain is the Station O.I.C.. 3. In the absence of both a Station Captain and a Rescue Captain the on-duty Suppression Lieutenant is the Station O.I.C.. 4. In the absence of each of the above the Rescue Lieutenant is the Station O.I.C.. 5. In the unlikely event that each unit in a station has an "acting" unit officer, the ranking unit officer will be the Station O.I.C.. If both are the same rank, the suppression officer will be the station O.I.C.. 6. Be responsible for carrying out duties assigned by the Station Captain. 7. Call the morning personnel roster to the Battalion Chief no later than 0700 HRS, noting all absences and lateness, with the reason. Exceptions to normal reporting time will be reported to the Battalion Chief for recording on the unit time record. 8. Initiate the Daily Station Log and record appropriate entries throughout the duty day. 9. Conduct a morning briefing as per Department policy covering morning briefing with all on-duty personnel and review the Daily Log. Review and explain all new/revised Policy and Procedures, Memorandums and orders received since the last tour of duty. 10. Supervise the daily routine of station personnel in the cleaning and maintenance of station and apparatus, inspections, drills, classes, demonstrations, inventory and other special assignments. 11. Keep exterior doors in unattended areas locked. Security will be maintained at all times. Overhead apparatus doors will be closed when personnel are not occupying the apparatus room. Rescue Captain The Rescue Captain is primarily responsible to the Battalion Chief: This position performs all the existing duties of a Company Officer including, but not limited to, the following: All three shifts: 1. Review Rescue Patient Records generated at their station or assigned single engine station for completeness, accuracy and compliance with Department requirements. Initial the report indicating review and approval. 2. Provide and assist the Battalion Chief with input on annual performance evaluations for Rescue Lieutenants on the other shifts at that station. 3. Develop and implement monthly drill and schedules for all rescue personnel; coordinate cross training with the Station Captain and maintain a station file of all training completed. 4. Responsible for the planning and coordination of rescue personnel training such as EMS re-certification, SCUBA, etc. 5. Responsible for approval of all medical equipment and/or supply requisitions. 6. Review Weekly Controlled Drug Record, station log book, and apparatus inventory log to ensure proper sign off in compliance with Department Policy. 7. Responsible for and in charge of all unit personnel, apparatus and equipment during emergency and non- emergency situations. 8. Review and discuss with the EMS Captain pertinent information regarding rescue such as complaints, equipment, hospitals, other personnel, etc. 9. Ensure that Rescue O.I.C.'s on the other shifts receive all information written or verbal such as new Policies and Procedures, Rules and Regulations, training, etc. 10. Maintain a good working relationship with hospital emergency room staff on behalf of the Fire Department. Advise the EMS Captain of any problems arising which are unresolved. 11. Become knowledgeable with Department EMS Policy and Procedures, Rules and Regulations, latest Department firefighting methods, latest Department training methods and other material necessary to perform or increase unit performance and team work. 12. Assist Medical Advisors as needed. 13. Accountable for enforcing Departmental EMS Policies and Procedures, Rules and Regulations. 14. Attend all required meetings as directed by his/her supervisor. 15. Conduct a continuous evaluation of the condition and operation of the rescue vehicle, equipment and personnel. 16. Collect, distribute, review and process required paperwork. Station Captain The Station Captain reports to the Battalion Chief on his/her shift. The Station Captain's responsibilities include, but are not limited to, the following: 1. Be responsible for all duties and responsibilities of a Station O.I.C. on a daily basis. 2. Be responsible for all duties and responsibilities of a Company Officer for his/her unit. 3. Be responsible on all three shifts for the planning and coordinating of all the following unit activities: a. Reports, (review reports for accuracy and completeness and sign to indicate approval). b. Hydrants/water systems, (maintain hydrant file in proper order). c. Vehicles maintenance. d. Training and public service activities. e. Inspections. f. Personnel training such as driver certification, etc. (Items d-e-f will be coordinated with appropriate Battalion Chiefs). g. Specific station and apparatus items such as capital inventory, supplies, daily and weekly maintenance repairs and improvements. h. Station log book and apparatus inventory log book (review to assure compliance and proper sign-off procedures). i. Monthly radiological equipment report. j. Annual testing of all fire hose at the station. 4. Assume command of incidents when appropriate under Incident Command Procedures. 5. Establish station rules regulating work and conduct of personnel and companies of the station, with approval of the Battalion Chief. Adhere to Department policy on morning briefing. 6. Prepare and post a list of station work assignments, distributing as fairly as possible the quantity of work to be performed. 7. Prepare and post station watch duties. 8. Test, or verify testing of, the station emergency generator according to the posted schedule. 9. Permit no connections to the station emergency generator without permission in writing from the Chief of Logistical Services Division. 10. Report in writing through the chain of command to the Division Chief any serious or continuing problems at the station that have not been resolved by the Battalion Chief and follow up if a response is not received within an appropriate time. 11. Originate memorandums requesting alterations or major repairs to the fire stations. 12. Maintain reserve apparatus and equipment located in the station with the same care as regularly assigned apparatus and equipment. 13. Submit required reports, logs, supply orders, maintenance requests, and other required forms on the required date. 14. Assure observance of required energy conservation practices by reducing use of unnecessary lights and air conditioning. 15. Maintain the filing system and all written communications received in a neat, orderly condition in accordance with Department policy. 16. Assure that bulletin boards contain only current and authorized material. 17. Maintain a station library which will include, but not be limited to, the following: a. Fire Department Policies & Procedures. b. Station log book. c. Fire Department Rules and Regulations. d. Fire Department Administrative Orders and General Orders. e. Fire Department Special Orders. f. Fire Department Memorandums. g. South Florida Fire Prevention Code. h. South Florida Building Code. i. International Fire Service Training Association (IFSTA) Manuals. j. A dictionary. k. Hydrant card file. l. Apparatus manual(s). m. Inspection file.  n. Metro-Dade County Procedures Manual. o. EMS Protocol Manual. p. A medical dictionary. q. Metro-Dade County Manager's Administrative Orders. r. Collective Bargaining Agreement. 18. Implement all orders, directives and memorandums distributed by the Department. 19. Maintain a thorough knowledge of Fire Department Policies and Procedures, Rules and Regulations, current Collective Bargaining Agreement and Dade County Personnel Rules. 20. Hold all subordinate officers responsible for enforcing Fire Department Policies and Procedures. 21. Prepare the annual station budget request for assigned station based on projected needs. 22. Provide input to the appropriate Battalion Chief on annual performance evaluations for Company Officers on each shift at his/her station. Date: December 27, 2013 To: All Stations and Offices From: Dave Downey Fire Chief Subject: Revisions to Policy and Procedures (P&P) I-A-7 - Rules and Regulations, I-A-8 - Rules and Regulations: MDFR Ocean Rescue Bureau and P&P I-A-9 Rules and Regulations: Air Rescue Bureau Memo #: 12-13-759 Effective immediately, Policy and Procedures (P&P) I-A-7 Rules and Regulations issued August 31, 2012, I-A-8 Rules and Regulations: MDFR Ocean Rescue Bureau issued August 7, 2012, and I-A-9 Rules and Regulations: Air Rescue Bureau issued August 1, 2013 are revised to read as follows: If any employee who acts in a manner that discredits the individual or the Department, or who fails to perform assigned duties or promptly obey all lawful orders and instructions issued by a supervisor, a higher authority, or as stated herein will be subject to coaching, counseling or disciplinary action. It is the responsibility of all supervisors to ensure this Policy and Procedures are reviewed and understood by all personnel. Questions concerning this P&P should be directed through your chain-of- command. DD/mlr Date: March 21, 2017 To: All Stations and Offices From: Dave Downey Fire Chief Subject: Revisions to Policy and Procedures (P&P) I-A-7 Rules and Regulations Memo #: 03-17-206 Effective immediately, Policy and Procedures (P&P) I-A-7 issued 8/31/12 is revised to comply with ASOM #02-16-052: Revision to Section 7.06 (I) (A) (4) (o) Maintain a valid Florida driver’s license and immediately report through the proper channels any traffic citation, suspension, revocation, and/or loss of license or driving privileges in accordance with P&P I-K- 8, Reporting of Arrest/Traffic Citation(s)/Criminal Actions. Except during authorized emergency operations as provided in State Statue 316.072, MDFR employees are not exempt from Red Light Camera violations and are responsible to operate County or Department vehicles in compliance with state traffic laws and Miami-Dade County ordinances. Employees who receive traffic citations and or parking tickets while on County business whether in a County vehicle or their own, are responsible for paying the fines. It is the responsibility of all supervisors to ensure this All Stations & Offices Memorandum is understood by all personnel. Any questions regarding this should be directed through your chain-of-command. DD/RMD/ae Date: December 7, 2018 To: All Stations and Offices From: Dave Downey Fire Chief Subject: Addendum to ASOM #07-16-347, Revisions to Policy and Procedure (P&P) I-A-7 Rules and Regulations, P&P I-A-8 Rules and Regulations: MDFR Ocean Rescue Bureau, and P&P I-A-9 Rules and Regulations: Air Rescue Bureau Memo #: 12-18-736 Effective immediately, Policy and Procedure (P&P) I-A-7 Rules and Regulations, published 8/31/12; P&P I-A-8 Rules and Regulations: MDFR Ocean Rescue Bureau, published 6/20/17; and P&P I-A-9 Rules and Regulations: Air Rescue Bureau, published 8/1/13 are revised to read as follows: The flag will be flown at half-staff at the direction of the Fire Chief and on the following days and any other as designated by the President of the United States, Governor, or Mayor of Miami-Dade County: May 15th Peace Officers Memorial Day Memorial Day (flown at half-staff until noon and raised) July 27th Korean War Veterans Armistice Day September 11th Patriot Day December 7th National Pearl Harbor Remembrance Day Station OICs and Facility Managers will ensure this is accomplished. It is the responsibility of all supervisors to ensure this All Stations & Offices Memorandum is understood by all personnel. Any questions regarding this should be directed through your chain-of-command. /dcd Date: February 21, 2020 To: All Stations and Offices From: Alan R. Cominsky Interim Fire Chief Subject: Parking at MDFR Stations and I-L-5 reminder Memo #: 02-20-138 Effective immediately, Policy and Procedure (P&P) I-A-7 Rules and Regulations, published 8/31/12 is revised to read as follows: 1. Private vehicles will not be parked at MDFR facilities unless the driver of the vehicle is working at or visiting the MDFR station/facility or has received permission from the appropriate Division Chief or otherwise approved according to policy. 2. MDFR County vehicles assigned to MDFR staff personnel may be parked at MDFR stations/facilities overnight contingent upon availability of parking spaces for the on-duty crew's private vehicles and approval of the Fire Chief or designee. 3. Personnel vehicles shall only be allowed in designated MDFR station and facility parking spaces. 4. On- 5. All non-MDFR County vehicle parking requests will be handled according to the current P&P I-G- 16, Intra-County Agency Station Parking. Additionally, MDFR employees will not under any circumstances accept or solicit any tips or gratuities or take or be a part of any personal or official action, that is, or appears to be, a conflict of interest. All MDFR employees are instructed to review P&P I-L-5 Gifts, Donations, and Conflicts of Interest.  MIAMI-DADE FIRE RESCUE DEPARTMENT Policy and Procedure Manual Volume: I ADMINISTRATIVE PRACTICES COUNTY GOVERNMENT, FIRE DEPARTMENT TABLE OF Chapter: B ORGANIZATION / MANPOWER MANNING Originated By: TECHNICAL AND SUPPORT SERVICES Subject: 25 OFF-REGULAR-DUTY HIRING PROCEDURES Published Date: 02/04/11 Herminio Lorenzo, Fire Chief Reviewed Date: 25.01 PURPOSE: To establish a written standard for the hiring and assigning eligible Miami-Dade Fire Rescue (MDFR) personnel to off-regular-duty assignments. 25.02 POLICY: Personnel requesting off-regular-duty assignment will be hired based on established hiring procedures to include least amount of hours worked, qualification/certification needed, and service level requirements. 25.03 AUTHORITY: The authority vested in the Fire Chief by Florida Statute 125.01, Sections 2 - 56.2, 2- 56.4, 2-181, 4.01, and 4.02 of the Code of Miami-Dade County, the South Florida Fire Prevention Code Sections 5.209 and 5.210, Miami-Dade County Administrative Order (AO) 7-33 and the current Collective Bargaining Agreement (CBA) between Miami-Dade County Association of Firefighters Local 1403 and Miami-Dade County. 25.04 RESPONSIBILITY: It is the responsibility of the appropriate Assistant Chief/Director or designee to review and update this policy. 25.05 DEFINITION(S): Calendar of Events - A calendar published by the Special Events Bureau on the second Tuesday of each month that contains a list of planned events for the following calendar month. (See Exhibit 1 Calendar of Events.) Emergency Hiring List - A listing of the names of employees who have requested to be considered for off-regular-duty assignments on short notice. (See Exhibit 2 Submit Request.) Off-Regular-Duty (also referred to as Fire Watch) - Work assigned to MDFR personnel that is performed outside of their normal duty hours and/or days and for which the costs are reimbursed to the Department by a non-County entity.  Volume: I ADMINISTRATIVE PRACTICES COUNTY GOVERNMENT/FIRE DEPARTMENT TABLE OF Chapter: B ORGANIZATION AND STAFFING Subject: 25 OFF-REGULAR-DUTY HIRING PROCEDURES Planned Events - Off-regular-duty assignments that are planned at least two (2) weeks in advance of the scheduled date. These events may be recurring or of long-term duration. Site Commander - Ranking officer who has been hired to direct and coordinate the operations of an event according to established Department standard operating procedures and protocols. Special Events Coordinator - A staff member of the Special Events Bureau (SEB) that is responsible for planning, organizing, and coordinating special event activities. Special Off-Regular-Duty Assignment Memorandum - An All Stations and Offices Memorandum (ASOM) requesting staffing for a major event that is outside of the normal monthly calendar publication cycle. Unplanned/Emergency Events An off-regular-duty assignment that is scheduled less than two (2) weeks prior to the event occurring. 5.06 PROCEDURE: I. All personnel working an off-regular-duty assignment will be considered to be on- duty, and all Miami-Dade County and MDFR rules, regulations, policies, and standard operating procedures will be applicable to personnel behavior and performance. II. A Calendar of Events will be published on the second Tuesday of each month. Eligible personnel will have ten (10) days to sign-up for any of the planned events via their staffing calendar. III. If a Special Off-Regular-Duty Assignment ASOM is published announcing an event, it will contain instructions specific to the event and will delineate the time allowed for sign-up via My Staffing Calendar. IV. Vendor requests for event staffing received after the Calendar of Events has been published that require seven or fewer positions will be considered an unplanned event and no special announcement will be published. V. Probationary personnel may not work an off-regular-duty assignment unless there is a supervisor assigned to the event. VI. Personnel who are on Temporary Restricted Duty are not eligible to work off- regular-duty assignments. VII. Personnel working off-regular-duty assignments are required to maintain their MDFR Identification Badge and access card in their possession at all times. MDFR ID and access card will be required for sign-in at the event and to gain access to the equipment lockers. 2 Rev. 02/04/11  Volume: I ADMINISTRATIVE PRACTICES COUNTY GOVERNMENT/FIRE DEPARTMENT TABLE OF Chapter: B ORGANIZATION AND STAFFING Subject: 25 OFF-REGULAR-DUTY HIRING PROCEDURES VIII. Personnel reporting to off-regular-duty assignments immediately before or immediately after their normal duty hours and/or days must make all required arrangements to make sure they arrive at the assigned work-site on time. Personnel arriving late will be subject to appropriate administrative action as per Policy and Procedure (P&P) I-L-6 Counseling & Disciplinary Action & Authority. IX. Personnel failing to report for an off-regular-duty assignment will be subject to appropriate administrative action as per P&P I-L-6. X. Sign-up Procedures A. Personnel who wish to sign-up for planned events must do so via My Staffing Calendar on MDFR.net. Detailed instructions can be found in Policy and Procedure (P&P) I-M-29 Overtime - Sworn Uniform, Attachment 1, Overtime (OT) Sign-up Instructions. B. Personnel who wish to sign-up for unplanned or emergency events must do so via My Staffing Calendar on MDFR.net. Detailed instructions can be found in (P&P) I-M-29 Attachment 1 as described above. XI. Hiring Procedure A. Hiring of personnel for off-regular-duty and unplanned/emergency events is performed by the Staffing Office. B. Personnel listed in the My Staffing Calendar application with the least amount of hours worked and possessing the required qualification/certification for a position will be hired first to fill planned event positions. C. If two people with the same qualifications/certifications have identical hours worked, the selection to work will be done alphabetically. D. In the event that the Staffing Office is unable to hire enough personnel to fill all the required positions for the event, the Special Events Bureau (SEB) reserves the right to call any qualified employee to work the assignment on an emergency basis. E. Planned event positions will be filled as per B and C above. F. Unplanned/Emergency event positions will be filled as per B and C above using the emergency hiring list in the My Staffing Calendar application. XII. Assignment and Verification to work A. Personnel hired for a planned event as per Section XI.E will receive an auto- generated e-mail. The e-mail will provide reporting and other details for the event. Personnel will not receive telephone notification of their selection. 3 Rev. 02/04/11  Volume: I ADMINISTRATIVE PRACTICES COUNTY GOVERNMENT/FIRE DEPARTMENT TABLE OF Chapter: B ORGANIZATION AND STAFFING Subject: 25 OFF-REGULAR-DUTY HIRING PROCEDURES B. Personnel hired for an unplanned/emergency event as per Section XI.F will receive telephone notification of their selection and an auto-generated e- mail. The e-mail will provide reporting and other details of the event. C. Staffing needs will be determined by the Special Events Bureau. Personnel hired will not be guaranteed any particular position. The filling of positions will be based on service level requirements and public safety needs. The SEB OIC or Coordinator in conjunction with the Operations Site Commander will make changes as necessary. XIII. Cancellation/No show A. Personnel hired to work a planned event can cancel their commitment to work the assignment forty- eight (48) hours prior to the event without penalty by calling the Staffing Office and sending an e-mail to the staffing group. B. In the event that a position becomes open because of sick or no-show , the Staffing Office will be immediately notified by the ranking/senior personnel at the event. Upon notification, the Staffing Office will: 1. Make every attempt to fill the position using the emergency hiring list in the My Staffing Calendar application. Once the position has been filled, e-mail the SEB OIC with the details. 2. Contact the SEB OIC if unable to fill the position within one (1) hour. The SEB OIC will fill the position as per XI.D. C. Personnel who fail to cancel in the prescribed period or fail to show on time for an assignment will be subject to appropriate administrative action as per Policy and Procedure I-L-6. At no time will any off-duty assignment be accepted by one (1) employee and exchanged with another. D. Personnel hired to work an off-regular-duty assignment will not cancel the assignment for the purpose of working voluntary overtime. XIV. Off-Regular Duty List Maintenance (database) A. All personnel will carry an off-regular-duty balance that records the off- regular-duty hours worked over a two (2) year period. These hours are used to determine which personnel are offered off-regular-duty opportunities according to rank, certifications, and/or specialties, sorted by least hours. This process is followed to instill equity, and allow all off-regular-duty active personnel the opportunity to work off-regular- duty. 4 Rev. 02/04/11  Volume: I ADMINISTRATIVE PRACTICES COUNTY GOVERNMENT/FIRE DEPARTMENT TABLE OF Chapter: B ORGANIZATION AND STAFFING Subject: 25 OFF-REGULAR-DUTY HIRING PROCEDURES B. Off-Regular Duty hours will be adjusted in the same manner as overtime hours and in accordance with Policy & Procedure I-M-29. 5.07 REVOCATION: Policy and Procedure I-B-25 (W ORKING DRAFT) dated 06/02/97 and all parts of previous orders, rules and regulations, operations memoranda, and administrative orders in conflict with this policy and procedure are revoked. 5.08 REVISION: Section-First Header: Fire Chief s name, signature, and date Section-25.03 Section-25.04 Section-25.05 Section-25.06 Section-25.07 Section-25.08 Section-25.09 Section-Footer: Rev. Date 5.09 Exhibit 1 Calendar of Events Exhibit 2 Submit Request 5 Rev. 02/04/11  MIAMI-DADE FIRE RESCUE DEPARTMENT Policy and Procedure Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Originated By: ADMINISTRATIVE SERVICES DIVISION Subject: 1 PROTECTED HEALTH INFORMATION Published Date: 1/5/21 Alan R. Cominsky, Fire Chief Review Date: 1/5/21 1.01 PURPOSE: To comply with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The primary intent of HIPAA is to give patients and consumers greater rights to privacy and limit how we use individually identifiable health information. To provide Miami-Dade Fire Rescue (MDFR) personnel guidelines for ensuring confidentiality and security in handling, maintaining, disseminating and sharing Protected Health Information (PHI) or Individually Identifiable Health Information (IIHI). To ensure all customers treated by MDFR are apprised of their rights with regards to PHI or IIHI and that MDFR provides the necessary tools to facilitate customer requests. 1.02 POLICY: It is the policy of MDFR to protect the privacy and confidentiality of all customers’/patients’ identifiable, personal, confidential information including, but not limited to, PHI or IIHI as required by federal, state, and local laws. 1.03 AUTHORITY: The authority vested in the Fire Chief by Florida Statutes 119, 125.01, and 395.3025(4)(7)(8); Miami-Dade County Charter Sections 5.01 and 5.02; Code of Miami-Dade County Section 2-181; Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191, Privacy Rule 45 CFR Parts 160, 162, and 164; Miami-Dade County Administrative Orders (AOs) 4-48, 7-3, and 10-11, and all other laws, rules, ordinances and administrative policies governing the production, duplication, review and exemption of PHI/IIHI documents. Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION 1.04 RESPONSIBILITY: It is the responsibility of the appropriate Assistant Chief/Director or designee to review and update this policy. 1.05 DEFINITION(S): Authorized Representative – is a person legally authorized to make health care decisions on a customer’s/patient’s behalf or to act for a deceased customer/patient or their estate. An authorized representative will be treated the same as the customer/patient, with respect to uses and disclosures of the customer’s/patient’s PHI, as well as the customer’s/patient’s rights under the Privacy Rule. Business Associate – is a person or entity performing a function or assisting a Covered Entity (e.g., MDFR) with a function or activity involving the use or disclosure of IIHI. Examples of functions include claims processing or administration; data analysis, processing or administration; utilization review; quality assurance; billing; benefit management; practice management; and repricing. Services include legal, actuarial, accounting, consulting, data aggregation, management, administrative, accreditation, and financial. Chief Privacy Officer – is the designated, Countywide-level individual responsible for the monitoring and enforcement of departmental privacy policies and procedures, providing assistance to departments regarding privacy issues, developing and implementing privacy complaint resolution process policies and procedures, receiving and handling privacy complaints, and who is able to provide further information about matters covered by the Notice of Privacy Practices (NOPP). Confidentiality – provides a means of protecting any customer’s identifiable and personal information that has been received by an entity (e.g., MDFR), by safeguarding it from unauthorized disclosure. Covered Entity – is one or more of the following: a Health Plan, a Healthcare Clearinghouse, or a Health Care Provider who transmits any health information in electronic form (i.e., e-mail, fax) in connection with a transaction covered by HIPAA. Customer – is any individual or group served either directly or indirectly (i.e., by contract, Memoranda of Understanding [MOUs], etc.) by MDFR, or employed by MDFR. The term customer will be used interchangeably with the term patient throughout this policy. Departmental Privacy Liaison – is the designated, department-level individual responsible for the development and implementation of the department’s privacy policies and procedures; and who is responsible for receiving and handling 2 Rev. 1/5/21 Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION complaints referred by the Chief Privacy Officer, and who is able to provide further information about matters covered by the provider’s Notice of Privacy Practices (NOPP). Designated Record Set (DRS) – under HIPAA Privacy Rule, DRS only include covered PHI, and should not include information used for the operational purposes of the organization, such as quality assurance data, accident reports, and incident reports. The type of information that should be included in the DRS is medical record (ePCR and Florida EMS Report). Under the Privacy Rule, the DRS include medical records that are created or used by MDFR to make decisions about the customer/patient. MDFR’s Designated Record Set may include, but is not limited to, the following records: Electronic Patient Care Report (ePCR) and/or Florida Emergency Medical Services (EMS) Report created by MDFR, photographs, monitor strips, Refusal of Care Forms, or other source data that is incorporated and/or attached to the ePCR and Florida EMS Report. The DRS may also include copies of records created by other MDFR response units (e.g., suppression, Air Rescue), amendments to PHI, or statements of disagreement by the patient requesting amendment when PHI is not amended upon request, or an accurate summary of the statement disagreement. Health Insurance Portability and Accountability Act of 1996 (Public Law 104-191) (HIPAA) – is designed to improve the efficiency and effectiveness of the healthcare system through: (1) security standards protecting the confidentiality and integrity of past, present or future Individually Identifiable Health Information; (2) standardization of electronic patient health, administrative and financial data; (3) unique health identifiers for individuals, employers, health plans, and healthcare providers. Health Plan – is the customer’s individual or group plan that provides, or pays the cost of, medical/social service care. A Health Plan includes the following, singly or in combination: a group health plan, a health insurance issuer, a Health Maintenance Organization (HMO), a high risk pool that is a mechanism established under State Law to provide health insurance coverage or comparable coverage to eligible individuals, and any other individual or group plan, a combination of individual or group plans, that provide or pay for the cost of medical care. A Health Plan excludes: small employee health plans (less than 50 participants that are self-administered), Workers’ Compensation Carriers, Government funded programs that incidentally provide or pay for the cost of health care, or the making of grants to fund health care, and Government funded programs that do not have as their principal purpose the provision of health care. 3 Rev. 1/5/21 Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION Healthcare Clearinghouse – is a private or public entity that processes or facilitates the process of health information received from another entity, either to or from the standard format that is required for electronic transactions. Healthcare Provider – is a provider of medical, mental health, substance abuse and/or social services including: institutional providers (e.g., hospitals, skilled nursing facilities, home health agencies, ambulance services, comprehensive outpatient rehabilitation facilities); facilities and practitioners (including clinics and centers, physicians, clinical laboratories, pharmacies, nursing homes, licensed/certified health care practitioners and suppliers of durable medical equipment); and any other person or organization who furnishes, bills, or is paid for health care in the normal course of business, related to the health of an individual. Identifiable, Personal, Confidential Information – includes, but is not limited to name, social security number, date of birth, marital status, address, phone number, demographic information, and diagnosis. Notice of Privacy Practices (NOPP) – describes the ways in which the Covered Entity (e.g., MFDR) may use and disclose PHI, including duties to protect privacy, provide a notice of privacy practices, and abide by the terms of the current notice (Attachment I). MDFR’s NOPP covers the customer’s/patient’s rights, including the right to complain to the U.S. Department of Health and Human Services (HHS), Miami- Dade County Chief Privacy Officer, and/or MDFR Privacy Liaison if they believe their privacy rights have been violated. Patient – is any individual or group served either directly or indirectly (i.e., by contract, MOUs, etc.) by MDFR, or employed by MDFR. The term patient will be used interchangeably with the term customer throughout this policy. Preemption – where State law is more stringent or affords an individual greater privacy rights. State law preempts HIPAA requirements. Under Florida state law, most customer identifiable, personal and confidential information is exempt from disclosure (Florida Statutes, Chapter 395.3025 (4), (7), (8). Privacy Rule – issued by the U.S. Department of Health and Human Services (HHS) to implement the requirement of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The Privacy Rule standards address the use and disclosure of individuals’ health information called protected health information by organizations subject to the Privacy Rule called covered entities, as well as standards for individuals’ privacy rights to understand and control how their health information is used. 4 Rev. 1/5/21 Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION Protected Health Information (PHI) or Individually Identifiable Health Information (IIHI) – is any information related to a customer’s health, health care, or payment for health care that identifies the individual. PHI and/or IIHI includes all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of its physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any covered entity. PHI/IIHI may be: Oral or recorded, in any form or medium (including information maintained on laptops, floppy disks, and at an employee’s home). Created or received by a Healthcare Provider, Health Plan, Public Health Authority, Employer, Life Insurer, School or University or Healthcare Clearinghouse. Related to the past, present, or future physical or mental health or other condition of any customer; the provision of healthcare to a customer; or the past, present, or future payment of healthcare to a customer. Personal, confidential and protected information may be disclosed under the following circumstances/exceptions: Use and disclosure required by law, for example, child abuse/neglect, elder abuse/neglect. Use and disclosure to avert a serious threat to health or safety, for example, in the event of a serious and imminent threat to the health and safety of a person or the public. The disclosure must be made to a person who is reasonably able to prevent or lessen the threat, or for identification and apprehension of an individual. Use and disclosure for public health activities, for example, birth records, death records, public health investigations, public health interventions. Use and disclosure for health oversight activities, for example, audits, criminal investigations, inspections, licensure or disciplinary actions, or other activities necessary for the oversight of the health care system, government benefit programs, compliance with governmental regulation or compliance with civil rights laws. Use and disclosure for law enforcement purposes, for example, to a law enforcement officer for certain law enforcement purposes. 5 Rev. 1/5/21 Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION Security – applies to the spectrum of physical, technical, and administrative safeguards, including physical storage and maintenance, transmission, and access to individual health information, which are put in place to protect the integrity, availability, and confidentiality of information. Trading Partner – is a person or organization that exchanges health information via electronic transmission with a Covered Entity (e.g., MDFR). 1.06 PROCEDURE: I. AUTHORIZED USES AND DISCLOSURES A. MDFR prohibits the release of any customer/patient information to anyone outside MDFR unless required for purposes of treatment, payment, or health care operations. PHI or IIHI discussions within MDFR should be limited to exchange of patient information needed for the treatment of the patient, billing, and other essential health care operations, peer review, internal audits, and quality assurance activities. B. Exceptions The following information should be handled in a private and confidential manner; however, it is not considered protected information pursuant to HIPAA and is exempt from HIPAA compliance: 1. Information obtained directly from an employee or other source(s) unrelated to the group/employment health plan. For example, sick leave and family medical leave. 2. Information for purposes of Workers’ Compensation Administration. Regulations allow the disclosure of PHI information between a healthcare provider and employer regarding evaluation of a work-related injury/illness/exposure and the findings of the evaluation of a work-related injury/illness/exposure. 3. Short and Long Term Disability Plans. 4. Employee records, including certain medical records of employees that are related to the job. Employment records not covered under HIPAA include, but are not limited to: 6 Rev. 1/5/21 Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION a. Information obtained to determine suitability to perform job duties, such as physical examination reports. b. Drug and alcohol tests obtained in the course of employment. c. Doctor’s excuses provided in accordance with attendance policies, work-related injury and occupational exposure reports. d. Medical and laboratory reports related to injuries or exposures. II. NOTICE AND OTHER INDIVIDUAL RIGHTS A. MDFR will furnish a copy of MDFR’s NOPP (Attachment I) to the patient at time of or prior to treatment in non-emergency situations and, as circumstances permit, after treatment in an emergency. Personnel should attempt to get a signed acknowledgement from patient or document why a signature was not obtained in the narrative section of the ePCR or Florida EMS Report. III. ACCESS, AMENDMENT OR RESTRICTION TO PHI A. Only information contained in the Designated Record Set (DRS) outlined in this policy will be provided to customers/patients who request access, amendment and restriction on the use of their PHI. B. Access 1. Requests for access to PHI will be accepted from customers/patients from 0800 hours to 1630 hours, Monday through Friday, excluding holidays, by the MDFR Records and Resources Bureau, 9300 NW 41st Street, Doral, Florida 33178. The Records and Resources Bureau is the sole source of distribution of copies of PHI. 2. The customer/patient or authorized representative may request access to PHI contained in the DRS by submitting a completed Request for Access to Protected Health Information Form (Attachment II) to the Records and Resources Bureau. 7 Rev. 1/5/21 Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION 3. Once the MDFR Privacy Liaison has authorized access, the customer/patient or authorized representative will have the right to review a copy of the PHI contained in the DRS. If the customer would like to retain copies of the DRS provided, MDFR will charge a reproduction fee in accordance with State Statute. UNDER NO CIRCUMSTANCES SHOULD ORIGINALS OF PHI LEAVE THE PREMISES. 4. Whenever a customer accesses a DRS, MDFR will record the request date, date access was provided, specific records provided for review, and log copies provided to the customer/patient or authorized representative in the Document Management System. C. Denial of Request for Access 1. Access may be denied and in some cases, the denial of access may be appealed to MDFR for review. The basis for denied access will be documented on the Denial of Request for Access to Protected Health Information (PHI) (Attachment III). 2. The patient may request a review of the denial of access by sending a written request to the MDFR Privacy Liaison. 3. MDFR will designate a licensed health professional, who was not directly involved in the denial, to review the decision denying the customer access. The review official will determine within thirty (30) business days whether the denial was appropriate. MDFR will provide the customer written notice of the determination of the designated reviewing official. 4. The customer/patient or authorized representative may also file a complaint as outlined in this policy if not satisfied with MDFR’s determination. D. Requests for Amendment of PHI 1. The customer/patient or authorized representative may request amendment to their PHI, and in some circumstances, request restriction on its use. 8 Rev. 1/5/21 Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION 2. The customer/patient or authorized representative may request amendment to PHI contained in the DRS by submitting a completed Request for Amendment of Protected Health Information Form (Attachment IV). 3. The MDFR Privacy Liaison will act upon a request for amendment to PHI within thirty (30) business days of receipt. If MDFR is unable to complete the request within thirty (30) business days, a written explanation of the reasons for the delay will be provided. If warranted, MDFR may extend the compliance period an additional thirty (30) business days. 4. If MDFR receives a notice from another covered entity, such as a hospital, that has amended its own PHI in relation to a particular customer, MDFR will amend the PHI affected by the amendments. E. Granting Requests for Amendment 1. MDFR will advise the customer/patient via the Approval of Request for Amendment of Protected Health Information (PHI) (Attachment V), that request for amendment was granted, and instruct them to sign and return a copy of the form authorizing MDFR to notify the persons with whom the amendments need to be shared. F. Denial of Request for Amendment 1. MDFR will provide the customer/patient or authorized representative a Denial of Request for Amendment of Protected Health Information (PHI) (Attachment VI) denoting in plain language the reason(s) for the denial. 2. If the individual submits a statement of disagreement, MDFR may prepare a written rebuttal statement to the customer’s statement of disagreement. The statement of disagreement will be appended to the PHI, or at MDFR’s option, a summary of the disagreement will be appended, along with MDFR’s rebuttal. G. Requests for Restriction 1. The customer/patient or authorized representative may request a restriction on the use and disclosure of their PHI 9 Rev. 1/5/21 Volume: I ADMINISTRATIVE PRACTICES Chapter: H MANAGEMENT/SUPERVISION Subject: 1 PROTECTED HEALTH INFORMATION