Palm Beach County Fire Rescue Employee Assistance Program Procedure PDF

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE ASSISTANCE PROGRAM...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE ASSISTANCE PROGRAM PROCEDURE PPM #: FR-H-401 ISSUE DATE EFFECTIVE DATE April 13, 2016 June 03, 2016 PURPOSE: The purpose of this policy is to establish a procedure for accessing the Employee Assistance Program and the process for referrals to the program and to analyze trends in EAP use through a database kept by the Fire Rescue EAP Coordinator. All Merit Rule employees refer to County PPM-CW-P-045. 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  PPM-CW-P-045  CBA-Article 45, Wellness Program: Section 5, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. ATTACHMENTS: Attachment A: EAP Management Referral Recommendation Statement POLICY: Fire Rescue recognizes that a wide range of personal circumstances can have an effect on an employee’s job performance and that most times these can be successfully dealt with when they are identified in an early stage. The key to this success is early intervention and referral to an appropriate professional resource. This applies to areas including job stress, mental or emotional situations, financial difficulties, marital or family stress, alcohol/substance abuse, legal problems, and others. PROCEDURE: While the general health and well being of its employees both on and off the job is of paramount interest to Fire Rescue, the primary concern as an employer is when job performance is adversely affected. The following referral methods may be employed to access the EAP: 1. Self Referral: a. Self-referral is the preferred method for employees to acquire assistance who have circumstances which are affecting their well-being, attendance, or job performance. FR-H-401/Page 1 of 3  b. A self-referral is when an employee recognizes the need to seek assistance, or a behavioral problem is noted by another individual(s) who is concerned about the employee and suggest that seeking professional assistance may be beneficial. This recommendation may come from a family member, friend, co-worker, supervisor, union representative, etc. c. The objective of a self-referral is for an employee to recognize that they are exhibiting behavioral changes that have the potential to affect their well-being and/or job performance and to seek assistance on their own through the EAP. d. Employees who wish to seek assistance through the EAP may contact the EAP Coordinator directly to schedule an appointment, or may contact the Wellness Coordinator if they have questions relating to the EAP. e. All counseling shall remain strictly confidential between the EAP Coordinator and the employee. It is not necessary that Fire Rescue or the employee’s supervisor be notified that the professional assistance is being utilized in a self-referral. f. All appointments should be scheduled during off duty time for shift personnel. Ordinarily, in a self-referral no Fire Rescue rules or policies have been broken; therefore, disciplinary action is usually not indicated. Additionally, refusal to seek assistance from the EAP when self-referral is suggested shall not result in any departmental action being taken. g. Recommendation for self-referral from a supervisor to a subordinate should be based strictly on behavioral changes affecting job performance. h. Appropriate documentation should be completed recognizing the employee’s confidentiality. 2. Management Referral: a. A management referral is a formal intervention between an employee and Fire Rescue when it is determined that an employee’s job performance is adversely impacted. b. An employee who agrees to intervention through a management referral shall not give up their right to confidentiality. However, a written report by the EAP Coordinator to the Fire Rescue Administrator or designee stating that the employee is attending counseling shall be required on a weekly basis. Additionally, the employee may be placed in a “non-high risk” position or on appropriate administrative leave. The employee must complete any treatment program(s) that is prescribed by the EAP Coordinator. c. Successful completion to the satisfaction of the EAP Coordinator shall be submitted in writing to Fire Rescue, prior to the employee being released to function in a high- risk position. 3. Management Referral Process: a. The EAP management referral process begins when a Battalion Chief or above has determined that an employee needs a management referral. A statement indicating the need for the referral shall be signed by the employee. b. The Wellness Coordinator is notified and given the name of the person receiving the referral and the contact person. c. The Wellness Coordinator faxes a Management Referral form to the EAP Coordinator and contacts the Deputy Chief of Operations about the referral. d. The employee contacts the EAP Coordinator for an appointment. FR-H-401/Page 2 of 3  e. The EAP Coordinator has the employee sign the Management Referral form and then a copy is faxed back to the Wellness Coordinator. f. The EAP Coordinator shall provide weekly updates on the employee to Fire Rescue. g. The employee must successfully complete the management referral process as indicated in a clearance letter from the EAP Coordinator. ______________________________ REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR VII-06, issued 03/01/2003 2. PPM#FR VII-06, issued 10/21/2015 3. PPM#FR VII-06, issued 04/13/2016 4. PPM#FR H-401, clerical 03/01/2018 5. PPM#FR H-401, attachment A added 10/24/2019 FR-H-401/Page 3 of 3