Palm Beach County Fire Rescue Work-Related Injuries/Returning to Work Policy PDF

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: WORK RELATED INJURIES/RETURNING TO WOR...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: WORK RELATED INJURIES/RETURNING TO WORK PPM #: FR-H-302 ISSUE DATE EFFECTIVE DATE October 21, 2015 October 30, 2018 PURPOSE: The purpose of this policy is to provide a standardized method for reporting and documenting work-related injuries to employees. The policy also describes the process by which employees may return to work after a work-related injury. This policy applies to Reservists while they are performing official duties, but does not apply to Cadets. UPDATES: Future updates to this PPM are the responsibility of the Wellness Coordinator, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY:  Fire Rescue Administrator  F.A.C. 69A-62.032(11) (a)  CW-P-021, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. ATTACHMENTS: Attachment A: Employee Injury/Illness/Exposure Report Attachment B: Injury Tracking Number Attachment C: Risk Management Report Guide Attachment D: Return to work Checklist POLICY: Each employee is expected to perform all work-related tasks in a safe and efficient manner. Each employee is expected to attend work only when their medical and health condition is such that it allows them to safely perform the function within their job classification. PROCEDURE: 1. General a. Each supervisor is responsible and shall be held accountable for their employee’s safe working performance and environment. b. Supervisors shall accurately document each employee’s ability to safely perform all work- related tasks on the Employee Performance Review (FR-A-104 Attachment A). c. All work-related injuries must be immediately reported and documented. FR-H-302/Page 1 of 5  d. Failure to comply with the reporting and documentation process may adversely affect benefits for which the employee may be eligible. e. All work-related injuries (no matter how minor) must be immediately reported by the employee to the immediate supervisor. f. The immediate supervisor shall document all facts related to any work related injury on the Employee Injury/Illness Report (FR-H-302 Attachment A). g. The Employee Injury/Illness Report (FR-H-302 Attachment A) can be filled out on a station computer and then printed for distribution. h. Anytime an employee reports to the OHC after a work related injury, they shall make a copy of the Employee Injury/Illness Report (FR-H-302 Attachment A) to take with them. The employee may not go to the OHC without a completed Employee Injury/Illness Report (FR-H-302 Attachment A). i. The immediate supervisor shall obtain an Injury Tracking Number (FR-H-302 Attachment B) request located on the Fire Rescue Intranet (SharePoint). j. Employee’s that have any work related injury that require further treatment or evaluation at an Emergency Room or OHC after they have been released from duty by an ER Physician or OHC nurse/doctor shall be coded in the payroll system as W/C by the Battalion Chief. If the leave meets any criteria in the CBA for sick leave use (Article 45-Wellness, Section D. Approved Sick Leave Use), the employee shall be coded as sick. The Payroll Section shall confirm with the Wellness Coordinator that the employee was approved by the OHC for Workers’ Compensation and shall adjust any leave types that were entered incorrectly (i.e., employee shall be credited back any sick leave after being approved for Workers’ Compensation). 2. Work related Injuries to Employees a. Injury on an emergency incident i. If a Fire Rescue employee is injured while operating at, enroute to, or returning from an emergency incident the immediate supervisor shall complete the Firefighter Casualty page in the FDM report. b. Personal Protective Equipment i. If an injury involves Personal Protective Equipment (PPE) (i.e., burn to the wrist while wearing firefighter gloves), the Battalion Chief shall secure the PPE and coordinate with the Training and Safety Division to inspect the PPE to determine if product failure was involved. ii. If an injury involves PPE a written report shall be completed by the Battalion Chief indicating the circumstances behind the injury, such as, but not limited to: 1. The call Type 2. The task being performed 3. The location and severity of the injury 4. Whether all appropriate PPE was being worn 5. Possible causation factors c. Minor injury with no treatment Required i. If an Injury occurs and no treatment is required, the employee’s immediate supervisor shall complete the Employee Injury/Illness Report (FR-H-302 Attachment A) and forward to the Battalion Chief/Supervisor. FR-H-302/Page 2 of 5  ii. The Battalion Chief/Supervisor shall review the form for accuracy and sign the form where indicated. The Battalion Chief/Supervisor shall then submit the form to the District Chief/Division Head. iii. The District Chief/Division Head shall review the form for accuracy and sign the form where indicated. The District Chief/Division Head shall forward the form to the Division Chief of Training and Safety via scanned copy and email for review and distribution. iv. When an employee has left work and later recognizes that they received a work-related injury: 1. The employee must report to any Palm Beach County Fire Rescue fire station and have the immediate supervisor on duty complete Employee Injury/Illness Report (FR-H-302 Attachment A). 2. The employee must notify their Battalion Chief. 3. The date of injury and the date the report was submitted shall be accurately reflected in the documentation. d. Minor injury with treatment i. When Fire Rescue employees have sustained an injury that requires further treatment, but the injury is not serious in nature: 1. The employees shall report to the OHC for further evaluation 2. The employee, immediate supervisor, and Battalion Chief/Supervisor are still responsible for completing all appropriate forms ii. When Fire Rescue employees have sustained an injury that requires further treatment, but the injury is not serious in nature and the OHC is closed, the Battalion Chief/Supervisor may have the employee go to the nearest hospital or wait until the OHC opens. e. Serious Injury i. When the employee has sustained a serious injury, the employee may go, or be taken, to the appropriate hospital. 1. The immediate supervisor is responsible for contacting the Battalion Chief/Supervisor to advise of the injury and to which hospital the employee was transported. 2. The Battalion Chief/Supervisor shall notify the Fire Operations Officer of the employee’s injury and to which hospital the employee was transported. 3. The Fire Operations Officer shall notify the appropriate District Chief, Deputy Chief, Wellness Coordinator and Risk Management. ii. When an employee requires transport to a hospital, the Battalion Chief shall ensure all paperwork is completed. In addition, the Battalion Chief shall investigate the incident and submit a written narrative detailing all facts associated with the injury. iii. The OHC shall be notified of the employee injury and the employee shall report to the OHC as soon as possible (within 48 hours if possible). iv. The OHC shall assist the employee in completing the appropriate Department of Labor forms necessary for processing any medical claims. If hospitalization is necessary, Risk Management shall arrange for completion of required forms. v. The Firefighter Safety and Health Section of the Bureau of Fire Standards and Training requires notification if: 1. One or more firefighters are hospitalized for more than 24 hours. FR-H-302/Page 3 of 5  2. Line of Duty Death (LODD). 3. Serious injury related to equipment failure. vi. If the Bureau of Fire Standards and Training requires notification, this shall be done within 4 hours at (352) 427-4401. This notification shall be made by the Fire Operations Officer with the authorization of the appropriate Deputy Chief. 3. Follow Up Care and Treatment a. Employees who have a work-related injury may be directed by the OHC to seek further care and/or treatment from a doctor or medical institution. It is the responsibility of the employee to keep doctor appointments. b. Employees who are required to visit a doctor or medical institution due to a work-related injury must report to the OHC after each visit. (This does not include visits for physical therapy). c. Employees unable to work due to a work-related injury must be cleared by the OHC prior to undertaking any travel away from the area. 4. Workers’ Compensation and Coverage a. Authorization and explanation of medical benefits as provided by the Florida Workers’ Compensation Law shall be given to the employee at the OHC. b. Unauthorized treatment shall not be paid. c. Payments of medical bills and other types of Workers’ Compensation benefits shall be administered through the Workers’ Compensation section of Risk Management. d. Compensation for mileage is allowed for employees who must visit the OHC or other treatment facilities, due to Workers’ Compensation or other work-related injuries. Compensation for mileage must be documented on the Mileage Reimbursement form (available at the OHC) and submitted to the employee’s Battalion Chief/Supervisor for processing to Risk Management. e. The OHC is responsible for determining if any injury is work-related and therefore eligible for Workers’ Compensation coverage. f. An injury occurring while the employee is at work, does NOT guarantee the injury or incident shall be covered by Workers’ Compensation. g. Treatment, referrals and lost time due to a work-related injury must be authorized by the OHC. h. If an employee has a pre-existing work-related injury that reoccurs off duty, and because of this injury the employee feels they are unable to report to work for their scheduled shift, the employee has two options: i. The employee may either report to work, at their designated starting time, and notify their Battalion Chief/Supervisor that they need to go to the OHC for evaluation; or ii. The employee must call their Battalion Chief/Supervisor and report that they are unable to work due to a work related injury and that they are going to the OHC for evaluation. The employee is then required to report directly to the OHC, if open. 5. Injury Tracking a. The Training and Safety Division shall enter injury tracking information into a computer database for tracking and analysis purposes. The analysis shall be compiled on a quarterly basis and forwarded to the Wellness Coordinator. FR-H-302/Page 4 of 5  b. The Wellness Coordinator, in conjunction with the Training and Safety Division, may utilize information from the Employee Injury/Illness Report (FR-H-302 Attachment A) to identify how the employee was injured in order to successfully plan injury prevention strategies. 6. Clearance to Return to Work (work related) a. An employee must receive clearance from the OHC prior to returning to work if they have any of the following: i. Received a work-related injury that resulted in the employee being off duty on Workers’ Compensation or Light Duty. ii. Received “outpatient” surgery or hospitalization (the OHC shall require a doctor’s release) b. It is the employee’s responsibility to notify their Battalion Chief/Supervisor that they have been cleared from the OHC before they return to work. c. Clearance from the OHC shall be obtained the day before the employee returns to work. If an employee is unable to obtain this clearance prior to their assigned workday, the employee shall report to the OHC prior to returning to duty. The employee is responsible for notifying their Battalion Chief/Supervisor that they are reporting to the OHC for a clearance to return to work. d. If the employee is unable to obtain clearance to return to work from the OHC due to a holiday or weekend, the Battalion Chief/Supervisor may allow the employee to return to work if the employee is no longer ill (or contagious) and without limitations. The employee must still receive clearance from the OHC before their NEXT work day. e. The OHC shall fax or email the clearance to return to work to the Wellness Coordinator. The Wellness Coordinator shall forward the clearance to return to work, via email, to the employee’s District Chief and Battalion Chief/Supervisor. f. Employees shall be required to complete a medical examination and a fitness assessment prior to returning to full duty from any injury or illness or other leave greater than six (6) months. g. Employees may be held, up to two weeks, or longer, should vacation or sick time be used, to complete Target Solutions and other identified training assessments and certifications. ______________________________ REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR I-08, issued 09/16/1985 2. PPM#FR I-08, issued 12/21/1991 3. PPM#FR I-08, issued 07/14/2014 4. PPM#FR I-08, issued 10/21/2015 5. PPM#FR H-302, clerical 03/01/2018 6. PPM#FR H-302, revised 9/27/2018 7. PPM#FR H-302, revised 10/30/2018 8. PPM#FR H-302, added attachment C 10/24/2019 9. PPM#FR H-302,revised attachment A 3/19/2020 10. PPM# FR H-302, clerical 9/21/2021 11. PPM# FR H-302, clerical 9/30/2021 FR-H-302/Page 5 of 5