Hoffman Estates Fire Department Employee Wellness Program PDF

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: OPERATIONAL GUIDELINES – 024 January 1, 2022...

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: OPERATIONAL GUIDELINES – 024 January 1, 2022 NIMS COMPLIANT SOG Title: Employee Wellness Program Revision: 1 APPROVED BY: NUMBER OF PAGES: Re-evaluation Date: Alan Wax January 1, 2024 Fire Chief 3 PURPOSE This policy has been established to provide guidelines to work with employees to improve overall health through responding to common issues faced by employees including health problems, financial dilemmas and family conflicts. The Village has initiated the Employee Wellness Program (EWP) through the Health and Human Services Department (HHS) for Fire Department members to: Retain valued employees; Motivate employees to seek help with life management problems; and Restore productivity through early identification and resolution of personal problems. DEFINITIONS Employee Wellness Program: An assessment, short-term counseling, referral and follow-up service to assist employees in resolving personal problems which can impact their personal lives and job performance. POLICY Employees experiencing problems which are creating stress in their lives and may be affecting their work performance are encouraged to voluntarily seek assistance on a completely confidential basis by contacting the Employee Wellness Program directly. The Village will provide the employee with two initial counseling appointments at no cost; additional appointments will be available at a discounted rate and shall be the sole responsibility of the employee. The Peer Support Program is also available for members. OG-26, “Peer Support” All personal information shared in the EWP process remains confidential and is protected under the Illinois Confidentiality Act. (More information on that Act can be obtained through HHS) Individuals are required to provide written authorization prior to the release of any information. In such circumstances, the employee (or family member) will be made aware of what information will be disclosed, to whom and why. The Fire Department’s concern with life management problems is strictly limited to the employee’s job performance. Employees’ job security or advancement opportunities will not be jeopardized simply as a result of using the EWP. Conversely, however, special privileges or exceptions will not be made due to the use of the program. In cases where an Officer has initiated action (disciplinary in nature or not) with an employee and has 1 recommended the services of the EWP, the employee may refuse to take advantage of it. When an employee does take advantage of the EWP, whether it was recommended or volunteered, it still remains the responsibility of the employee to bring their job performance up to acceptable levels. In any case, applicable disciplinary action will still proceed when appropriate. Officers are encouraged to make the employee aware of the EWP whenever the disciplinary system is put into operation and it appears that the source of the unacceptable behavior or performance may stem from a personal problem. The Department also recognizes that an employee’s job performance may be affected when a family member is experiencing personal problems. For this reason, assistance may include members of an employee’s immediate family. Utilization of the Employee Wellness Program is expected to occur on the employee’s own time. Any exceptions to this would be at the approval of the Fire Chief. Key indications that referral to the EWP may be necessary: 1. Isolation – Becoming distant from the company around the firehouse. Does not actively participate with his/her crew anymore. 2. Loss of Confidence – States they have loss of confidence in their ability to perform their skills as an EMT/PM or as a firefighter. 3. Sleep Deprivation – Difficulties both at the station or on off days. Loss of sleep can be an early sign of anxiety and stress, as well. 4. Anger – Suppressed anger can be a dangerous sign. Displacement can take place where the firefighter takes out their anger at home instead of dealing with the issue at the firehouse. 5. Impulsive – Strange and irrational behavior can come on unexpectedly. Examples: Purchasing guns when they have always been against guns; riding a motorcycle recklessly; charging into a burning building against policy or procedure 6. Suicidal thoughts PROCEDURE Professional assistance provided by the Employee Wellness Program may be provided through either a self-referral or Officer/Department referral.  Self-Referral: The Department encourages those who suspect they may have a problem, even at an early stage, to seek help voluntarily. Employees may seek help by contacting the EWP directly through the Health and Human Services Department located in the Village Hall. The EWP will arrange a private appointment to discuss the problem.  Officer/Department Referral: Officer/Department referrals are key to a successful, ongoing program. Officers can assist employees in accessing the EWP through formal and informal referrals. 2   Informal Referral: When an officer becomes aware that an employee is experiencing a personal problem, such as an employee seeking advice of an Officer relating to a personal problem, the Officer should immediately make the employee aware of the professional assistance through the EWP.  Formal Referral: When the Officer notes a decline in job performance on the part of an employee and has reason to believe that a personal problem may be causing the change in behavior, a formal referral should be made to the EWP. Referring a troubled employee eliminates the need for an Officer to become involved with diagnosing or counseling the employee on personal matters in which the Officer may have little or no expertise. With a formal referral, the use of the EWP may be mandatory under a disciplinary action or voluntary if under a job performance issue. Whether it is mandatory or voluntary, the Officer should point out that these professional services are available to assist the employee in resolving his or her problem so that satisfactory job performance may be restored. Information regarding an employee’s attendance and degree of cooperation with the EWP related to a mandatory referral will be provided to the Fire Chief. It is still the responsibility of the employee to bring their job performance back to an acceptable/satisfactory level whether or not they are/have been involved with the EWP. It is essential for the Officer to follow the Fire Department’s policies and procedures for dealing with substandard job performance.  Referrals to Other Service Providers: Referrals will be made to other agencies and individuals when the EWP staff deems it necessary because of a specialized need. Those employees will be responsible for payment of all fees not covered under their health insurance program. In making referrals, the need, location, cost and available resources will be taken into consideration and explained to the employee beforehand. The Fire Chief and Deputy Chief of Operations should be notified whenever an employee is referred to the EWP. The Supervisor’s Wellness Referral form can be located on the J:Drive under the Common Directory, VOHE Forms (EWP Sup Referral-current) or by contacting the Health and Human Services Department. RESOURCES There are several resources available to members outside of the Village’s Employee Wellness Program. The listed resources have been made available as outside counseling agencies dedicated to assist with Firefighter behavioral health, suicide prevention and family counseling services. Using any of these services is at the total responsibility of the employee. Firefighter Behavioral Health Alliance 847-485-8953 www.ffbha.org Counseling Services for Firefighters 847-209-8208 www.csff.info National Suicide Hotline 800-273-TALK (8255) www.suicidepreventionlifeline.org Safe Call Now 206-459-3020 www.safecallnow.org EXCEPTIONS REFERENCES End of Document 3