Hanover Fire EMS Procedures-Guidelines Manual PDF

Hanover Fire EMS Procedures-Guidelines Manual COUNTY ORDINANCE The County Ordinances that govern public safety are located in Chapter 9 - Public Safety located : CLICK HERE Copyright Lexipo...

Hanover Fire EMS Procedures-Guidelines Manual COUNTY ORDINANCE The County Ordinances that govern public safety are located in Chapter 9 - Public Safety located : CLICK HERE Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. County Ordinance - 1 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Table of Contents County Ordinance........................ 1 Chapter 1 - Fire-EMS Policies.................... 7 100 - General Provisions (POLICY).................. 8 101 - Orders (POLICY)...................... 9 102 - Standard Operating Procedures (POLICY)............. 10 103 - Standard Operating Guidelines (POLICY).............. 11 104 - Patient Care Protocols and Guidelines (POLICY)........... 12 105 - Privacy and Security Compliance Plan (POLICY)........... 13 106 - Organization (POLICY).................... 14 107 - Membership (POLICY).................... 16 108 - Conduct & Workforce Relations (POLICY)............. 20 109 - Disciplinary Procedures and Review Process............. 27 Chapter 2 - Organization and Administration.............. 28 200 - SOP and SOG Development (SOP)............... 29 201 - Executive Officer (SOP)................... 31 202 - Billing of Emergency Medical Transport (SOP)............ 34 203 - Funded Travel and Business Expense (SOP)............ 40 204 - Honor Guard (SOP)..................... 43 Chapter 3 - General Operations................... 45 300 - Apparatus Minimum Staffing (SOG)................ 46 301 - Incident Command (SOG)................... 49 302 - Tactical Priorities (SOG)................... 51 303 - Structural Fire Tactical Guidelines (SOG).............. 53 304 - Emergency Recall (SOP)................... 93 305 - High Incident Response & Extreme Weather Operations (SOG)....... 95 306 - Station Duties (SOG).................... 99 307 - Community Emergency Response Team (SOP)........... 103 308 - Ride-Along Procedures (SOP)................. 106 309 - Knox Box Operations (SOP)................. 110 310 - Confined Space Entry (SOG)................. 112 311 - Signal Blue Response (SOG)................. 120 312 - Incident Quality Review and Quality Improvement (SOG)........ 122 313 - Public Service Calls (SOG).................. 126 314 - Mutual Aid (SOG)..................... 130 315 - Aircraft Incidents (SOG)................... 132 316 - Railroad Emergencies (SOG)................. 137 317 - Mass Casualty Incidents (SOG)................ 141 318 - Big Box Response (Regional) (SOG)............... 143 319 - High Rise Reponse (Regional) (SOG).............. 150 Chapter 4 - Fire Prevention.................... 170 Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Table of Contents - 2 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual 400 - Use of Force - FMO (SOP).................. 171 401 - Fire Code Inspections - FMO (SOP)............... 177 402 - Smoke Alarm Assistance Program (SOG)............. 183 403 - Explosive and Weapons Detection Canine (SOG)........... 186 404 - Arrest Procedures (SOP)................... 189 405 - Firearms and Weapons (SOP)................. 207 406 - Fire Investigations (SOP).................. 219 407 - Fire Watch (SOP)..................... 223 408 - Fire Lane and Apparatus Access................ 226 410 - Property and Evidence................... 231 Chapter 5 - Emergency Medical Services............... 235 500 - Patient Care Documentation (SOG)............... 236 501 - Patient Refusals (SOG)................... 241 502 - Paper Patient Care Report (SOG)................ 244 503 - Patient Destination (SOG).................. 246 504 - EMS Report Quality Review and Quality Improvement (SOP)....... 249 505 - Medication Storage and Recordkeeping (SOP)............ 252 506 - Gum Elastic Bougie as Endotracheal Tube Introducer (SOG)....... 254 507 - Cyanokit (SOG)...................... 256 508 - Continuous Positive Airway Pressure (CPAP) (SOG).......... 261 509 - Tourniquet Therapy (SOG).................. 263 510 - Adults and Pediatrics EZ IO (SOG)............... 266 511 - Rapid Sequence Intubation (RSI) (SOG).............. 271 511 - King LT-D (SOG)..................... 280 512 - Pain Management and Sedation (SOG).............. 282 513 - Vaccines (SOG)..................... 287 513 - Possible Epidemic Protocol (SOG)............... 291 514 - 12 Lead ECG (SOG).................... 299 515 - Pediatric Nebulized Epinephrine for Croup or Epiglottis (SOG)....... 303 Chapter 6 - Training...................... 305 600 - General Training Standards (SOP)............... 306 601 - Driver-Operator Standards (SOP)................ 311 602 - Technical Rescue Team Standards (SOG)............. 313 603 - EMS Academic Funding (SOP)................. 315 604 - JSRCC and OEMS Departmental Reimbursement (SOP)........ 321 605 - Request for Training (SOP).................. 324 606 - Burn Team Procedure (SOP)................. 327 Chapter 7 - Equipment and Technology................ 328 700 - Lost, Stolen or Damaged Equipment (SOP)............. 329 701 - Hydrants (SOG)..................... 330 702 - Hose Testing, Maintenance, and Repair (SOG)........... 332 703 - Standardized Apparatus Equipment (SOG)............. 335 706 - Mobile Data Terminal (SOP)................. 343 Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Table of Contents - 3 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Chapter 9 - Safety....................... 348 900 - General Safety (SOG)................... 349 901 - Personnel Accountability System (Regional) (SOG).......... 351 902 - Respiratory Protection (SOP)................. 363 903 - Cancer Prevention (SOG).................. 370 904 - Driving (SOP)...................... 373 905 - Accident/Incident Reporting Program............... 378 906 - Vehicle Accident Reporting (SOP)................ 384 907 - Vehicle Accident Review (SOP)................ 386 908 - Infectious Disease Control (SOP)................ 390 909 - Isolation of Dangerous Energy (SOG).............. 413 910 - Highway Safety (Regional) (SOG)................ 417 911 - Personal Protective Equipment (SOP).............. 430 912 - Mayday Procedure (Regional) (SOG)............... 437 913 - Rehabilitation (SOG).................... 446 914 - Air Monitoring (SOG).................... 449 Chapter 10 - Personnel..................... 454 1000 - Uniforms (SOP)..................... 455 1001 - Use of Alcohol (SOP)................... 460 1002 - Physical Fitness (SOP)................... 462 1003 - Work Performance Evaluation (SOP).............. 465 1004 - Social Media (SOP).................... 473 1005 - Media Communications (SOP)................ 478 1006 - Volunteer Restrictions for Employees (SOP)............ 480 1007 - Visitors (SOP)...................... 482 1008 - Chaplain Program (SOP).................. 484 1009 - Awards and Commendations (SOP)............... 487 1010 - Grooming (SOP)..................... 491 1011 - Prohibited Retaliation (SOP)................. 493 1012 - Outside Employment (SOP)................. 496 1013 - Promotional Process (SOP)................. 498 1014 - Disciplinary Actions and Investigations (SOP)............ 503 1015 - Volunteer Review Process (SOP)............... 510 1016 - Reporting for Duty (SOP).................. 515 1017 - Leaves of Absence (SOP).................. 519 1018 - Work Substitution (SOP).................. 522 1019 - Restricted Duty (SOP)................... 524 1020 - ALS Incentive (SOP)................... 526 1021 - Department Seniority List (SOP)................ 529 1022 - On Call Duty (SOP).................... 530 1023 - Volunteer Personnel Classifications and Requirements (SOP)...... 532 1024 - Timecard (SOP)..................... 537 1025 - Department Funerals (SOG)................. 539 1026 - Personnel Change of Status (SOP)............... 544 1027 - Department Photos & Videos at Emergency Scenes......... 547 Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Table of Contents - 4 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Chapter 12 - Directives..................... 549 1200 - Mutual Aid Directive May 19, 2023............... 550 1201 - Accessing Image Trend from a Personal Device........... 551 1202 - MOT Scheduling Directive – March 2024............. 552 1203 - IT Triage Process March 2023................ 553 1205 - Uniform Modification - May 1st, 2024.............. 554 Attachments......................... 555 Volunteer Physical Capabilites Form.pdf................ 556 Release of Property To Owner.pdf................. 557 Property Destruction Form.pdf................... 558 ALS Incentive Request Form 2022.pdf................ 559 Chain of Custody Tracking Form.pdf................. 560 Property Report.pdf...................... 561 Fire Lane and Apparatus Access Guideline.pdf............. 562 Physicians Panel.pdf...................... 563 Cleaning and Housekeeping.pdf.................. 564 HFEMS Infection Control Plan.pdf.................. 565 PPE Approval Form.pdf..................... 566 Evidence Recovery Log.pdf.................... 567 Testing and Screening.pdf.................... 568 Parking_Citation_Example.pdf................... 569 Vaccination_Immunization Records.pdf................ 570 Hanover Ambulance-Medic Driver Operations Guide.pdf.......... 571 EMEX Fire Training.pdf..................... 572 Event Definitions and Classifications.pdf................ 573 Exposure_Quick Reference.pdf.................. 574 Off Duty Weapon Approval Form v1.pdf................ 575 Evidence_Recovery_Log.pdf................... 576 Property Damage Incident Report Rev 1 10.31.2021.pdf.......... 577 Volunteer Injury Packet_Revised 032822.pdf.............. 578 IT Steps to Triage.pdf..................... 579 ASSIGNMENT OF COUNTY VEHICLE Form Final Nov. 16 2022 Version 4.pdf... 580 TakeHomeAuthForm.pdf..................... 581 Volunteer Review Form 2022.pdf.................. 582 Incident Event Reporting Checklist (09.01.22).pdf............. 583 UniformModificationsMay2024.pdf.................. 584 Hanover MIVT 2023.pdf..................... 585 Incident Event Definitions and Classifications (09.01.22).pdf......... 586 HFE Privacy and Security Plan 2020.pdf............... 587 HFE Privacy and Security Plan 2020 (1).pdf.............. 588 HFE Privacy and Security Plan.pdf................. 589 Incident Event Flowchart (09.01.22).pdf................ 590 Volunteer Physical Capabilities-Revised3.2022.pdf............ 591 Career Physical Capabilities Form_Revised3.25.22.pdf........... 592 Medical Waste.pdf....................... 593 Work Restrictions Guidelines.pdf.................. 594 Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Table of Contents - 5 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Career-Recruit-PhysicalCapabilities.pdf................ 595 Career Injury Packet _Revised 032822.pdf............... 596 Career Recruit Injury Packet_Revised 032822.pdf............ 597 Employee Basic Injury Report Rev 1 10.30.2021.pdf............ 598 Visitor and Witness Injury Report Rev 1. 10.30.2021.pdf.......... 599 Vehicle Accident Report Rev 1 10.30.2021.pdf.............. 600 Incident Reporting Quick Guide Hanover County.pdf............ 601 Engineering Controls and Work Practices.pdf.............. 602 Post Exposure Protocols.pdf................... 603 Incident Reporting Contact Sheet.pdf................. 604 Incident Report Checklist Hanover County 12.15.2021.pdf.......... 605 Chesterfield Insurers.pdf.................... 606 Recruit Physical Capabilities Form.pdf................ 607 Infectous Disease Plan Final.pdf.................. 608 EMS Scholarship Reimbursement Course List.pdf............ 609 Peformance Evaluation Guidebook.pdf................ 610 Burn Team Manual.pdf..................... 611 Acting Officer Program.pdf.................... 612 Peer Support Team Program.pdf.................. 613 ALS Field Training Manual.pdf................... 614 Probationary Firefighter Program.pdf................. 615 Travel Reimbursement Form.xlsx.................. 616 Rescue Operations Training Program.pdf............... 617 Privacy and Security Plan.pdf................... 618 Career Physical Capabilities Form.pdf................ 619 Motor Vehicle Safety Policy.pdf.................. 620 Volunteer Review Request Form.pdf................. 621 Ridealong Form.pdf...................... 622 EMS Semester Continuation Request.pdf............... 623 BLS Field Training Manual.pdf................... 624 Truck Company Operations Training Program.pdf............. 625 Career Development Program.pdf.................. 626 Railroad Emergencies Reponse Plan.pdf............... 627 EMS Academic Funding Request Form.pdf............... 628 Volunteer Review Form 2020.pdf.................. 629 Volunteer Review Form.pdf.................... 630 Hose Test Record.xlsx..................... 631 Training and Travel Approval Request-2020.pdf............. 632 EPM General Order DEC2015 - Performance Documentation.pdf........ 633 Exposure Quick Reference Guide.pdf................ 634 Overnight Travel Reimbursement Form 2023.xls............. 635 Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Table of Contents - 6 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Chapter 1 - Fire-EMS Policies Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Fire-EMS Policies - 7 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 100 Procedures-Guidelines Manual General Provisions (POLICY) 100.1 PRECEDENCE OF AUTHORITIES Members who are employees of Hanover County are governed by the Human Resources Policies of Hanover County in addition to this Policy Manual. Any provision of the Human Resources Policies of Hanover County that conflicts with any provision of the Department Policy Manual shall supersede such provision of the Department Policy Manual, as applied to employees. All Department regulations, orders, procedures, guidelines, protocols or other authority shall supersede any volunteer fire company or volunteer rescue squad constitution and by-laws, general operating rules or other individual organization authority. Where such volunteer fire company or volunteer rescue squad authority conflicts with a Department policy or other authority, the Department policy or authority shall apply. All Department authorities shall be minimum standards unless specifically defined otherwise. When one Department authority conflicts with another applicable Department authority, the more stringent authority or the higher standard or requirement shall apply. In no event shall Department authorities be interpreted to waive or supersede federal, State or local laws and regulations. In all Department matters and operations, the conduct of all members shall be in conformance with federal, State and local laws and regulations. References in this Policy Manual to the Chief of the Department shall include designees of the Chief. 100.2 APPLICABILITY This Policy Manual shall apply to all members and to all Department operations and functions. The Policy Manual may be supplemented by regulations, orders, procedures, guidelines and protocols. 100.3 ENFORCEMENT Failure to comply with any part of this Policy Manual or with Department regulations, orders, procedures, guidelines or protocols shall be deemed insubordination and may result in disciplinary action, up to and including dismissal. Every member is required to establish and maintain a working knowledge of this Policy Manual and all Department regulations, orders, procedures, guidelines and protocols. In the event of improper action or breach of discipline, it will be presumed that the offending member was familiar with the authority in question. If any part of this Policy Manual is held to be unconstitutional, illegal or otherwise unenforceable, that part shall be deemed severable and the holding shall not affect the validity and enforceability of the remainder. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. General Provisions (POLICY) - 8 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 101 Procedures-Guidelines Manual Orders (POLICY) 101.1 SPECIAL ORDERS The Chief or any Assistant Chief may issue a special order for the general management of the Department. Special orders shall be made in writing. These orders shall carry the same weight as regulations. Special orders shall be compiled by the Department administration, distributed to all members and made available at the Department’s administrative office. It is the duty of each member to carry out any valid special order. Failure to comply shall be deemed insubordination and may result in disciplinary action, up to and including dismissal. 101.2 GENERAL ORDERS Any officer of the Department may issue a general order, either verbally or in writing. General orders shall be related to the goals of the Department and to the completion of work or assignments. It is the duty of each member to carry out any valid general order given by a superior officer. Failure to comply shall be deemed insubordination and may result in disciplinary action, up to and including dismissal. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Orders (POLICY) - 9 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 102 Procedures-Guidelines Manual Standard Operating Procedures (POLICY) 102.1 STANDARD OPERATING PROCEDURES Standard Operating Procedures are general orders issued by the Chief in writing that provide direction for normally encountered situations and assist members in meeting the intent of the policies and regulations of the Department and Hanover County. Failure to comply with a Standard Operating Procedure shall be deemed insubordination and may result in disciplinary action, up to and including dismissal. Standard Operating Procedures are included in this procedures manual. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Standard Operating Procedures (POLICY) - 10 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 103 Procedures-Guidelines Manual Standard Operating Guidelines (POLICY) 103.1 STANDARD OPERATING GUIDELINES Standard Operating Guidelines are issued in writing by any officer at or above the battalion level and serve as a management tool to outline expectations and provide guidance to members. Standard Operating Guidelines do not constitute orders; they are intended to provide guidance and advice. If, in the judgment of the member, a Standard Operating Guideline is not applicable to a particular situation, the member is not bound to comply with such Guideline. Standard Operating Guidelines are included as Appendix B of this Policy Manual. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Standard Operating Guidelines (POLICY) - 11 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 104 Procedures-Guidelines Manual Patient Care Protocols and Guidelines (POLICY) 104.1 PATIENT CARE PROTOCOLS AND GUIDELINES The Department conducts EMS functions under the coordination of the Old Dominion EMS Alliance (“ODEMSA”) and the guidance of the Hanover County Operational Medical Director, Assistant Medical Directors and the Hanover County Medical Control Board. All medical treatment provided by the Department shall be defined and governed by the Standard of Care and patient care protocols established by the ODEMSA Medical Direction Committee and any guidelines issued by the Hanover County Operational Medical Director, Assistant Medical Directors or the Hanover County Medical Control Board. The regional patient care protocols ofthe ODEMSA Medical Direction Committee, derived from frequent enhancement of the Standard of Care, can be found at http://odemsa.vaems.org. The rules, policies and guidelines of the Hanover County Medical Director, Assistant Medical Directors and the Hanover County Medical Control Board are published in the form of Patient Care Guidelines and are included as Appendix C this Policy Manual. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Patient Care Protocols and Guidelines Published with permission by Hanover Fire EMS (POLICY) - 12  Procedure Hanover Fire EMS 105 Procedures-Guidelines Manual Privacy and Security Compliance Plan (POLICY) 105.1 PRIVACY AND SECURITY COMPLIANCE PLAN In the course of providing services, the Department creates and receives confidential information about individuals, such as their life history, physical or mental health and financial information. Members of the Department have an obligation to safeguard the privacy of that confidential information. The Department has adopted a Privacy and Security Compliance Plan, which contains policies governing the privacy of health information and the security of its information systems. The Hanover County Department of Fire-EMS Privacy and Security Compliance Plan is available here: See attachment: Privacy and Security Plan.pdf. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Privacy and Security Compliance Plan Published with permission by Hanover Fire EMS (POLICY) - 13  Procedure Hanover Fire EMS 106 Procedures-Guidelines Manual Organization (POLICY) 106.1 CHAIN OF COMMAND The Department is organized as a paramilitary organization. Good order requires adherence to the chain of command. The unbroken line of authority extends from the County Administrator to the Chief, and through a single subordinate at each level of command, down to the level of execution. The chain of command is the proper route for vertical communication among Department members. While all officers have an “open door policy,” it is the responsibility of each member to inform his or her immediate supervisor when he or she wishes to breach the normal chain of command by utilizing the “open door policy.” This includes the use of carbon copies and blind copies on standard or electronic correspondence. The style of management of the Department shall be participatory. This style necessitates standard exceptions to chain of command communications. Such standard exceptions include open meetings (e.g. Chief’s Staff, Steering Committee, Fire or Rescue Squad Associations, town hall meetings or committee or task force meetings). Additionally, the chain of command may be breached to report infractions committed by superior officers of this Policy Manual, Department regulations, orders, procedures, guidelines or protocols, or federal, State or local law and/or misconduct of superior officers. Requests for interpretation of this Policy Manual shall be directed through the chain of command to the member’s supervisory officer, who may consult with the Chief. The authority of the Chief pursuant to Title 27 of the Code of Virginia and Chapter 9 the Hanover County Code shall be automatically delegated, as permitted by law, to the highest ranking officer on the scene of an emergency incident following the chain of command. Each of the Department’s Assistant Chiefs, Battalion Chiefs, District Chiefs, Assistant District Chiefs, Captains, Lieutenants and any staff or volunteer member appointed by the Chief shall hereby be designated an authorized officer of the Department and is granted the authority of an “authorized officer,” as defined by Title 27 of the Code of Virginia. Operational officers’ delegated authority to operate at an emergency incident is at the discretion of the Chief. Officers may be removed or their authority limited as deemed appropriate by the Chief. 106.2 CONTACT WITH ELECTED OFFICIALS This regulation is intended to prescribe on-duty conduct related to contact with elected officials. Nothing in this regulation shall be construed to limit a member’s rights to free speech and expression. No member shall breach the chain of command to discuss departmental issues with elected officials without providing the courtesy of notifying his or her supervisory officer, except in the case of reporting wrong#doing, a legal infraction or a complaint that is federally protected. It is the policy Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Organization (POLICY) - 14 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Organization (POLICY) of the Department to provide adequate opportunity for input and to air grievances and therefore, all members should utilize these opportunities prior to breaching the chain of command. When contacting an elected official, members shall emphasize that they represent themselves as individuals, noting that they do not speak on behalf of the Department or its recognized advisory groups. Only those members authorized by the Chief shall have the authority to speak on behalf of the Department. Only the Chairman of the Chief’s Staff and the presidents of the respective associations shall have the authority to speak on behalf of the recognized advisory groups. Political activities while on duty are prohibited. Uniforms shall not be worn while conducting political activities unless approved by the Chief. If a member is contacted by an elected official while on duty, the member shall meet the individual’s request if it is within the scope of his or her authority and report the contact as soon as practical to his or her immediate supervisory officer. If the request is not within the member’s scope of authority, he or she shall contact the appropriate superior officer and refer the request. Any member contact with elected officials shall meet the same standards for courteous and dignified discourse as is required for contact with any citizen. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Organization (POLICY) - 15 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 107 Procedures-Guidelines Manual Membership (POLICY) 107.1 GENERAL MEMBERSHIP Membership in the Department is a privilege that is extended on the condition of the individual’s adherence to applicable regulations, orders, procedures, guidelines and protocol of the Department. To be an unrestricted member of the Department, an individual must be a minimum of 18 years of age and a legal citizen of or legally present in the United States of America. 107.2 CATEGORIES OF MEMBERSHIP 107.2.1 VOLUNTEER MEMBER - OPERATIONAL Volunteer operational members fall within one of two sub-categories: entry qualified and non- entry qualified. Entry qualified members are volunteer firefighters who have met all necessary conditions to operate fully and are therefore permitted to enter burning structures and other hazardous environments. Non-entry qualified members include volunteer firefighters who have not met the conditions necessary to enter burning structures or other hazardous environments and EMS volunteer members who respond to emergency incidents and render patient care. Non-entry qualified volunteers may operate as driver/operators or in other capacities as training and policy allow. All operational volunteer members, both entry and non-entry qualified, must undergo a background investigation conducted by Department administration and be approved for membership by the Chief. All operational volunteer members serve at the discretion of the Chief. 107.2.2 VOLUNTEER MEMBER - NON-OPERATIONAL Volunteer non-operational members do not respond to emergency incidents or render patient care. Such membership classifications include auxiliary, associate, life member and any other classification as determined by an individual fire company or rescue squad. All non-operational members must undergo a background investigation conducted by Department administration. Non-operational members must be approved for membership by and serve at the discretion of their individual fire company or rescue squad. 107.2.3 VOLUNTEER MEMBER - OFFICER Volunteer officers are appointed by the Chief as officers of the Department, in accordance with the selection and appointment practices defined by the Department’s Standard Operating Procedures. They are within the chain of command and are authorized to give orders and exercise authority consistent with their appointed rank. All officers of the Department serve at the discretion of the Chief. This category of membership does not include corporate officers of the individual volunteer fire companies and rescue squads – corporate officers are not officers of the Department. Corporate officers serve at the discretion of their individual fire company or rescue squad and in accordance with that fire company or rescue squad’s constitution and by-laws. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Membership (POLICY) - 16 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Membership (POLICY) 107.2.4 VOLUNTEER MEMBER - CHAPLAIN Chaplains are uniformed volunteer members who provide spiritual and emotional guidance to members of the Department and victims at the scene of an emergency incident. All chaplains must undergo a background investigation conducted by Department administration and be approved for membership by the Chief. All chaplains serve at the discretion of the Chief. 107.2.5 VOLUNTEER MEMBER - INTERNATIONAL STUDENTS Firefighters and EMS personnel from a foreign government may be invited to participate in Department training and education at the discretion of the Chief. Individuals participating in an academy format or a long-term program shall become volunteer members of the Department. International students shall be defined as those with an A-2 visa (diplomats and foreign government officials) approved by the United States Department of State, who have received a formal letter of invitation from the Chief. International students shall be at least 18 years old. All international students must undergo a background investigation conducted by Department administration, a physical examination, including a drug screen, and a fitness evaluation, if deemed necessary. International students shall be subject to all Departmental policies, regulations, orders, procedures, guidelines, protocols and memorandums of understandings. 107.2.6 COMMUNITY EMERGENCY RESPONSE TEAM The Community Emergency Response Team (“CERT”) is a group of specially trained, non- operational civilians who provide support to the Department’s response team during times of disaster relief. All CERT members must undergo a background investigation conducted by Department administration and be approved for membership by the Chief. All CERT members serve at the discretion of the Chief. 107.2.7 EMPLOYEE This category of membership includes all members of the Department, including administrative staff, who are full or part-time employees of Hanover County. Employees may be uniformed or non-uniformed and are governed by all Department, as well as all Hanover County policies and procedures. 107.2.8 EMPLOYEE - OFFICER Uniformed employees who are promoted or appointed to rank may serve as officers of the Department. These officers are within the chain of command and are authorized to give orders and exercise authority consistent with their appointed rank. All officers of the Department serve at the discretion of the Chief. 107.2.9 HONORARY Retired employees, volunteers and citizens of Hanover County may be granted honorary membership by the Chief in recognition of outstanding contributions made to the Department. Individual volunteer fire companies and rescue squads may also grant honorary membership to their organizations as allowed by their individual constitutions and bylaws. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Membership (POLICY) - 17 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Membership (POLICY) 107.2.10 MINORS - RESTRICTED MEMBERSHIP Minors between the ages of 16 and 18 may join the Department as junior volunteer members with a restricted membership. The Department’s junior volunteer program includes the High School Program and any junior program within an individual fire company or rescue squad. Prior to a minor’s participation in any Department activities, written parental permission must be obtained and filed with Department administration on forms provided by the Department. All junior members serve at the discretion of the Chief. Special Rules Relating to Minors The following rules shall govern the conduct of minors and of responsible adult members in addition to all applicable provisions of this Policy Manual, all other Department authorities, the policies and regulations of Hanover County and Hanover County Code § 9-9. Responsible adult member shall be defined as an individual over the age of 21. No one under 18 years of age is permitted in any Department building at any time without the presence and supervision of two responsible adults. This requirement does not apply if a minor’s parent is on the premises. No one under 18 years of age is permitted in any Department building while public schools are in session after 10:00 p.m. on Sunday through Thursday and after 11:00 p.m. on Friday and Saturday. No one under 18 years of age is permitted in any Department building during holidays and other times when public school is not in session after 11:00 p.m. on Sunday through Thursday and after 12:00 p.m. on Friday and Saturday. If a junior member is on a call and does not return to a Department building until after the above-stated curfews, the individual must leave the premises within 15 minutes of returning from the call. It shall be the responsibility of all responsible adult members, regardless of rank, to properly supervise any junior member in their presence. It shall be the responsibility of all responsible adult members to enforce this regulation. Junior members shall be enrolled in high school or junior high school, as required, and shall maintain a minimum grade of “C” in each class taken, as evidenced by copies of grade reports submitted in accordance with prescribed Standard Operating Procedures. Failure to maintain a “C” grade in each class shall result in suspension from the Department until the next scholastic grading period or receipt by Department administration of an interim report to provide proof the grade has been improved. Junior members may not participate in any firefighting or support activities unless certified under the National Fire Protection Association Standard 1001, Firefighter Level 1. Training for this certification must be through an approved class with all the proper documentation complete and on file with the Hanover County Training Division and the Virginia Department of Fire Programs. Junior members must undergo an NFPA 1582 Medical Examination prior to participating in an approved certification training class. Junior members shall not drive Department Fire/EMS apparatus. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Membership (POLICY) - 18 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Membership (POLICY) Junior members shall not serve in a command role at an emergency scene. Junior EMS members shall not serve as the attendant in charge on an ambulance. Junior members are prohibited from responding to an emergency incident in a personal vehicle. Junior members are prohibited from the use of alcohol and tobacco products in the station or during any function related to the Department or Hanover County. No waiver of the requirements of this regulation shall be permitted. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Membership (POLICY) - 19 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 108 Procedures-Guidelines Manual Conduct & Workforce Relations (POLICY) 108.1 EMPLOYEES Employees of the Department shall be governed by the Human Resources Policies of Hanover County and all other policies and regulations applicable to Hanover County employees, in addition to the applicable sections of this Policy Manual and all other Department authorities. 108.2 VOLUNTEERS Volunteer members of the Department shall be governed by the following regulations and standards of conduct: 108.2.1 NON DISCRIMINATION Hanover County and the Department are committed to the maintenance and promotion of a policy of nondiscrimination by incorporating sound merit principles in all aspects of personnel management affecting the Department. All buildings and premises owned by the Department and each individual fire company and rescue squad shall be free from such prohibited personnel practices as discrimination, sexual harassment, bullying or any other conduct inconsistent with sound merit principles. Hanover County and the Department do not discriminate on the basis of race, color, religion, national origin, political affiliation, disability, sex or age. Any volunteer member who has a complaint relating to discrimination is encouraged to report the complaint to his or her supervising officer or the Department’s Human Resources Analyst, or to use the Volunteer Review Process found in the Department’s Standard Operating Procedures. Hanover County and the Department prohibit any form of retaliation for bringing bona fide complaints relating to discrimination, sexual harassment or other prohibited practices or for providing information about such practices. 108.2.2 ETHICAL OBLIGATIONS OF VOLUNTEER MEMBERS All volunteer members are expected to: (a) Represent Hanover County and the Department and to carry out their work with professionalism at all times. (b) Fulfill the responsibilities of their membership with honesty and integrity and make serving the needs of the citizens of Hanover County their primary goal. (c) Serve with respect, concern, courtesy and responsiveness while carrying out the mission, vision and goals of Hanover County and the Department. (d) Avoid using their positions for personal gain. (e) Adhere to federal, State and local laws. (f) Engage in off-duty conduct that does not tarnish the reputation of Hanover County or the Department. (g) Refrain from engaging in a private business enterprise and soliciting sales of goods or services while on property owned by the Department and/or Hanover County. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Conduct & Workforce Relations (POLICY) - 20 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Conduct & Workforce Relations (POLICY) (h) Refrain from accepting services, tickets to amusement places or other material benefits at a discounted rate or at a rate lower than offered to the general public while on duty or by virtue of their position with the Department, unless previously approved by the Chief, or necessary for the performance of duties. 108.2.3 USE OF COUNTY VEHICLES AND PROPERTY Hanover County vehicles, material, equipment and supplies used by or assigned to a volunteer member shall only be used for official Department or Hanover County business. Any unauthorized usage is strictly prohibited and will be handled as the Human Resources Policies and the law provide. Hanover County’s Motor Vehicle Safety Policy contains additional details regarding the use of County vehicles. 108.2.4 WORKPLACE HARASSMENT It is the policy of Hanover County and the Department that all members have the right to work in an environment free of discrimination, which includes freedom from harassment, whether that harassment is based on sex, age, race, national origin, religion, sexual orientation, marital status, disability or membership in other protected groups. Hanover County and the Department prohibit harassment and bullying of its members in any form by supervisory officers, co#workers, customers, citizens or suppliers. Conduct of members in violation of this regulation may result in disciplinary action, as provided in this Policy Manual, for both the member who harasses others and any supervisory officer who tolerates such conduct. Persons who are not employees or volunteer members who engage in offensive and/or harassing behaviors or language will be asked by a supervisory officer or the Chief to leave the premises. No supervisory officer shall threaten, insinuate or imply that any member’s submission to or rejection of sexual advances will in any way influence any decision regarding that member’s employment, performance appraisal, wages, advancement, assigned duties, shifts or any other condition of employment, membership or career development, as applicable. Other harassing conduct in the workplace, whether physical or verbal, committed by members, including supervisory officers, is also prohibited. This includes: slurs, jokes or degrading comments concerning sex, age, race, national origin, religion, sexual orientation, marital status, disability or membership in other protected groups; repeated offensive sexual flirtation, advances or propositions; continual or repeated abuse of a sexual nature; graphic verbal comments about an individual’s body; and the display in the workplace of sexually suggestive objects or pictures. 108.2.5 WORKPLACE VIOLENCE Violence, threatened violence and inappropriate behavior conducive to violence are prohibited. Prohibited acts include aggression or threatened aggression, which may be verbal or physical, and which may include harassment, name-calling, swearing, inappropriate or excessive displays of anger, verbal or physical intimidation and physical attack toward persons or property. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Conduct & Workforce Relations (POLICY) - 21 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Conduct & Workforce Relations (POLICY) Hanover County and the Department will not tolerate violence or threatened violence in the work place in any form, whether directed at another person or displayed at random. Volunteer members shall immediately report any behavior or language which threatens the safety of themselves or others to their supervisory officer and the Department’s Human Resources Analyst. Any supervisory officer who receives a complaint or has knowledge of violence or threatened violence occurring in the work place shall ensure that the matter is investigated appropriately. In instances where criminal laws may have been violated, the Hanover County Sheriff’s Office shall be notified. 108.2.6 EMPLOYEE DRESS While on duty, volunteer members are considered to be representatives of Hanover County and are required to dress and groom themselves in a manner that portrays a professional image. The Chief shall determine what constitutes appropriate appearance and apparel, and such standards shall be included in the Department’s Standard Operating Procedures. Any manner of dress or personal hygiene that is disruptive to the work of the Department or to those being served by the Department shall be considered inappropriate. Volunteer members issued uniforms or protective clothing are required to wear them while on duty and are expected to maintain them in a neat, clean and operational state. Position descriptions shall specify those volunteer positions where there are special grooming and/or dress requirements imposed to insure the safety of the volunteer members. 108.2.7 CONFIDENTIALITY Volunteer members having access to personal information or data in the course of providing services to citizens shall maintain the confidentiality of that information and shall release that information only in accordance with the Government Data Collection and Dissemination Practices Act, the Health Insurance Portability and Accountability Act and any other applicable laws or regulations. Non#Department members may observe Department operations only in accordance with procedures established by the Chief, and shall not have access to personal information. 108.2.8 WORKPLACE HEALTH SERVICE Due to the nature of their positions, volunteer members may be required to undergo certain medical examinations and/or tests. Such examinations and/or tests shall be directly related to the safe performance of their duties and to maintaining the general health and well-being of such members as well as employees and other volunteer members and the public with whom they are or may have been in contact. The costs for such examination and/or tests will be borne in full by Hanover County. Should the volunteer member choose another medical resource outside of the referral made by the Department, such costs will then be his or her responsibility. Failure of a member to submit to such required examination and/or test may provide just cause for disciplinary action to be taken against that volunteer. Medical examinations and tests required of volunteer members shall be addressed in greater detail in the Department’s Standard Operating Procedures. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Conduct & Workforce Relations (POLICY) - 22 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Conduct & Workforce Relations (POLICY) 108.2.9 OCCUPATIONAL HEALTH AND SAFETY Volunteer members shall comply with all regulations issued by the Hanover County Administrator pursuant to Policy 13.14 of the Human Resources Policies of Hanover County. Such regulations may require the reporting of possible exposure to communicable diseases and hazardous materials, identification and education of volunteer members who may be exposed to communicable diseases or hazardous materials and precautionary measures to be required of those members. 108.3 GENERAL CONDUCT - ALL MEMBERS 108.3.1 PERFORMANCE OF DUTY Members shall perform their duties as required or directed by law, this Policy Manual and Departmental regulations, orders, procedures, guidelines and protocols. All lawful duties required by competent authority shall be performed promptly as directed, notwithstanding the general assignment of duties and responsibilities. Uniformed members assigned to special duties are not relieved from taking proper action outside the scope of their specialized assignment when necessary. Members shall report for duty at the time and place required by assignment or orders and shall be properly uniformed, equipped and prepared to assume duty. 108.3.2 HUMAN RELATIONS Members are expected to perform their duties in an efficient, courteous and orderly manner, employing patience and good judgment at all times. Members shall refrain from harsh, profane or insolent language or acts, and shall be respectful and civil in their dealings with others. Displays of bias toward any person are prohibited. Members shall coordinate their efforts with all other members of the Department, Hanover County and other public and private agencies with the objective of ensuring maximum achievement and continuity of purpose through teamwork. All members are charged with the responsibility of fostering and maintaining a high degree of cooperation both within the Department and with all other agencies. Members shall conduct themselves in a manner which will best accomplish the Department’s mission and in accordance with this Policy Manual and the Human Resources Policies of Hanover County, as applicable. 108.3.3 PERSONAL ACCOUNTABILITY Members shall be held personally accountable for their actions. It is incumbent upon each member to fulfill his or her respective duties and advance the goals, mission, vision and values of the Department. Respect for and fulfillment of each individual’s responsibility is a basic condition of membership within the Department. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Conduct & Workforce Relations (POLICY) - 23 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Conduct & Workforce Relations (POLICY) 108.3.4 TRUTHFULNESS Members shall supply complete and truthful information when questioned by any authority in the chain of command about matters related to the performance of the member’s official duty and/or fitness to perform such duty. Members reporting infractions or violations or submitting complaints shall report only information that they know to be factual. Misrepresentation of facts and spreading of rumors is prohibited. 108.3.5 UNBECOMING CONDUCT Members shall conduct themselves at all times, both on and off duty, in such a manner as to reflect most favorably on the Department. Conduct shall be deemed to fail to meet that standard if it brings the Department into disrepute or reflects discredit upon the member or impairs the operation or efficiency of the Department or member. 108.3.6 FIREARMS Firearms shall not be carried by members while on#duty or while on any Department or Hanover County equipment. Firearms shall not be permitted or stored in any Department facility or vehicle unless approved by the Chief. Firearms on the person of a sworn officer of the Hanover County Fire Marshal’s Office, Hanover County Sheriff’s Office, Virginia State Police, ATF or FBI are permitted on/in any Department or Hanover County facility or equipment at the discretion of the officer. 108.3.7 GAMBLING Members shall not indulge in gambling while on duty or while wearing a Department uniform or parts thereof, or any clothing bearing the Department’s identification. 108.3.8 DRUG AND ALCOHOL USE Members shall not have their ability to perform the duties of their position impaired by any alcohol or drugs, either legal or illegal, while on active duty or on call, while on Department property or Hanover County property in an official capacity, or at any time while operating a Department or Hanover County vehicle or equipment. Members shall not be under the influence of illegal drugs or alcohol while on active duty or on call, while on Department property or Hanover County property in an official capacity, or at any time while operating a Department or Hanover County vehicle or equipment. Members shall not use alcohol at all while on duty or report for duty with the odor of alcohol on their breath. Members shall not transport drugs or alcohol in any Department or Hanover County vehicle. Members shall not wear the Department uniform or parts thereof, or any clothing bearing the Department’s identification while consuming or purchasing alcohol. Members shall not use, possess, sell, distribute or manufacture illegal drugs at any time, or assist another in such acts at any time. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Conduct & Workforce Relations (POLICY) - 24 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Conduct & Workforce Relations (POLICY) Members shall not bring onto, store or possess drugs or alcohol on Department premises, except for approved fund raising or other functions approved by the Chief and consistent with requirements of the Alcoholic Beverage Control Board. Members shall submit to alcohol or drug testing when requested to do so by a supervisory officer, as required under Section 15 of the Human Resources Policies of Hanover County. For purposes of this regulation, “drug” is defined as any substance, including any controlled substance, but excluding alcohol, taken into the body, which may impair one’s mental faculties and/or physical performance. 108.3.9 TOBACCO FREE POLICY Facilities, buildings and vehicles owned and operated by the Department and/or Hanover County shall be tobacco free. As such, smoking, e-cigarettes and all other tobacco products are prohibited in the interior of all facilities, buildings and vehicles owned and operated by the Department and/ or Hanover County. 108.3.10 MALINGERING Members shall be absent from duty because of sickness only when suffering from an illness or injury which would prevent the proper performance of duty or as otherwise provided for in Section 8 of the Human Resources Policies of Hanover County. Members shall not feign sickness or disability, or attempt to deceive a supervisory officer concerning a physical or medical condition. Notification of an absence due to sickness shall be made to the member’s supervisory officer prior to his or her scheduled reporting time as required in the Department’s Standard Operating Procedures. 108.3.11 CRIMINAL CHARGES AND CONVICTIONS Members, regardless of position title or status, are required to report all criminal charges and convictions against them through the chain of command to Assistant Chief of Administration immediately. Failure to report criminal charges and convictions may result in disciplinary action in accordance with the provisions of Section 13.3 of the Human Resources Policies of Hanover County. 108.3.12 REPORTING VIOLATIONS Members shall be alert to possible violations of this Policy Manual, applicable Hanover County or Department orders, regulations, procedures, guidelines and protocols, and applicable federal, State and local laws, and are expected to report such violations promptly. Such violations shall be reported to a superior officer, the Department’s Human Resources Analyst, Hanover County’s Internal Audit Department and/or Hanover County’s Human Resources Department, as appropriate. The chain of command may be bypassed for purposes of reporting a violation. The Fraud, Waste and Abuse Hotline is a means for reporting suspected wrongdoing involving fraud, waste and abuse of Hanover County and Hanover County Public Schools assets or Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Conduct & Workforce Relations (POLICY) - 25 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Conduct & Workforce Relations (POLICY) resources. The Hotline phone number is 365-6813. More information is available at https:// www.hanovercounty.gov/342/Reporting-Fraud-Waste-or-Abuse. Failure to report a violation shall be deemed complicity in the act and that member may be punished as a party to the infraction. 108.4 HONOR CODE Members shall subscribe to the following commitment throughout their tenure within the Department: I will not lie, cheat, steal, nor tolerate those who do. 108.5 DEPARTMENT VALUES 108.5.1 PRIDE Pride: The quality or state of being proud of one's own achievements or the achievements of those with whom he or she is closely associated. Members shall be held to high standards with attention to detail, accuracy, professional appearance, treatment of citizens, customers and coworkers, accountability, growth, willingness to learn and work ethic, and will be expected to behave in a manner that represents a strict adherence to moral and ethical values. 108.5.2 ACCOUNTABILITY Accountability: An obligation or willingness to accept responsibility or to account for one's actions. Members shall display self-respect. They shall treat others as they wish to be treated. They shall hold great regard for all whom they serve, and protect their dignity by admitting to mistakes, using time wisely, knowing their position, apologizing when necessary and taking ownership by being honest, as well as having strong ethics and character. 108.5.3 COURAGE Courage: Mental or moral strength to venture, persevere and withstand danger, fear or difficulty. Members shall hold others accountable, ask questions when appropriate and speak succinctly and with candor. Members shall take the initiative to stand up for these values, combat complacency and act as strategic advisors. 108.5.4 TEAMWORK Teamwork: The combined action of a group of people, especially when effective and efficient. Members shall help others, be trustworthy and support and embrace the goals of the Department. They shall be committed to the team and open to accept and give constructive criticism. While participating in activities as active listeners, members shall make suggestions in a positive manner which will improve the team. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Conduct & Workforce Relations (POLICY) - 26 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 109 Procedures-Guidelines Manual Disciplinary Procedures and Review Process 109.1 EMPLOYEE DISCIPLINARY PROCEDURES Employee members are subject to the Human Resources Policies of Hanover County, including those policies related to discipline and the Employee Grievance Procedure. The questioning of an employee member in relation to potential disciplinary action shall comply with the requirements outlined by the Firefighters and Emergency Medical Medical Technicians Procedural Guarantee Act in Title 9.1 Chapter 3 of the Code of Virginia. 109.2 VOLUNTEER DISCIPLINARY PROCEDURES AND REVIEW PROCESS Volunteer members are subject to the Department’s Standard Operating Procedures relating to discipline and the volunteer review process for disciplinary issues that are not successfully resolved through informal methods. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Disciplinary Procedures and Review Process - Published with permission by Hanover Fire EMS 27  Hanover Fire EMS Procedures-Guidelines Manual Chapter 2 - Organization and Administration Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Organization and Administration - 28 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 200 Procedures-Guidelines Manual SOP and SOG Development (SOP) 200.1 PURPOSE Establish a Department procedure to create and revise standard operating procedures (SOPs) and guidelines (SOGs). 200.2 SCOPE Policies and procedures apply to all members of Hanover Fire-EMS. 200.3 PREREQUISITES All policies and procedures must be approved by the Chief of Fire & EMS and applies to all personnel affliliated with Hanover County Fire-EMS Department. New policies and procedures or ammendments to existing policies and procedures may be proposed by any member and submitted through the chain of command. 200.4 RESPONSIBILITIES All members are responsible to review and remain current on all policies and procedures via the Lexipol platform. 200.5 PROCEDURE (a) Draft is submitted using the chain of command to the respective Assistant Chief. The Assistant Chief or designee shall load draft content into Lexipol platform under draft status. (b) When the Assistant Chief has approved a draft, they shall change the Lexipol Status to "In Approval," status. This signals their approval of the draft and the the policy/ procedure is now ready for review by the Chief of Fire-EMS. (c) Workflows may be assigned to notify users or policies/procedures to review or approve. (d) Department#wide procedures are submitted through channels to the Chief’s Staff for consultation. Final disposition is decided by the Chief of Fire-EMS. (e) For revisions, the Chief of Fire-EMS may accept or reject changes as appropriate. For rejections, the procedure/policy may be returned to the author for revision. (f) As the Chief of Fire-EMS reviews policies/procedures, the Chief signals his final approval by changing the Lexipol status to "Approved." (g) (h) Current procedures are reviewed and modified to integrate the new procedure. (i) (j) As policies/procedures reach, "Approved," status, the Chief of Fire-EMS or their designee shall publish new and revised content on Lexipol. (k) Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. SOP and SOG Development (SOP) - 29 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual SOP and SOG Development (SOP) (l) Associated forms will be listed as attachment or reference in the SOP. (m) SOP revisions will be submitted, reviewed, approved, and published as described within this SOP. 200.6 DEFINITIONS Standard Operating Guideline (SOG): Issue guidance and advice and does not constitute an order. Officers and members use guidelines in their decision making process. Standard Operating Procedure (SOP): General orders issued in writing providing the Department with efficient and safe daily operations. Draft Status: Policy or procedure in it's initial form. This status requires approval of the Assistant Chief to move forward. In Approval: Policy or procedure that has been approved and ready for review by the Chief of Fire_EMS. Approved: Policy or procedure that has completed all reviews and ready for publication. Publication: Distribution of a policy or procedure that indicates the policy or procedure is now active. 200.7 QUALITY AND ACCOUNTABILITY Each Division will review and revise SOPs annually ensuring accurate and applicable policies and procedures. SOGs may be issued by any Battalion level officer and above to clarify direction in the officer’s absence. Responsible party must be prepared to justify action when SOPs are not followed. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. SOP and SOG Development (SOP) - 30 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 201 Procedures-Guidelines Manual Executive Officer (SOP) 201.1 PURPOSE Describe the role and responsibilities of the on-duty Executive Officer (XO). 201.2 SCOPE Expectations for officers participating in the Executive Officer Program. 201.3 PREREQUISITES Executive Staff of the Department and/or the designee of the Fire Chief. 201.4 RESPONSIBILITIES Once notified of a need, the XO will forthwith begin the process to remedy the need, using any resources available to him. This may include, but is not limited to; responding, phone work, contacting others in the department, contacting other agencies, etc. Executive Officers are expected to respond on certain incidents in the county and will do so. XO’s are encouraged to perform duty, when their schedule allows it during times other than normal duty times. If the XO is not in the county when assistance is requested, he shall be in the county in no more than 30 minutes. The XO is authorized to utilize the county staff vehicle when on-call, but good judgment shall be used. Should the situation require more assistance than the XO can handle in a timely fashion he is authorized to enlist what help is necessary. The XO schedule will be posted and shall be followed. If a Chief is unable to meet his schedule he shall contact another administrative chief to cover for him and notify all concerned. A high percentage of the time, Battalion Chiefs of the Operations Assistant Chief will utilize the Executive Officer program the most. However, any member of the Fire-EMS Department is authorized to contact the XO when he/she deems it necessary. 201.5 PROCEDURE (a) Respond to confirmed working incidents involving residential structures to assist the Incident Commander in any role necessary to mitigate the incident. 1. One (1) Operations Battalion Chief (BC) is dispatched to working residential incidents. 2. If no assistance is needed, the XO will handle emergency response to incidents in the affected BC’s district. 3. If available, the in-service BC will facilitate transfers as he/she is familiar with current resources and adequate staffing. (b) Respond to confirmed working incidents involving commercial structures to assist the Incident Commander in any role necessary to mitigate the incident. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Executive Officer (SOP) - 31 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Executive Officer (SOP) 1. Two (2) Operations BC’s are dispatched on working commercial incidents which leaves the county without top level management until the incident is under control or mitigated. 2. If no assistance is needed, the XO will handle emergency response to incidents in the affected BC’s district(s). 3. If available, the BC will facilitate transfers as he/she is familiar with current resources and adequate staffing. 4. If not, The XO will facilitate transfers with a focus on the suburban service area maintaining resources when possible.These areas include: Mechanicsville, Chickahominy, Ashland, Henry, Doswell, Montpelier and Farrington. (c) Respond to any incident where it potentially may be a newsworthy event.Some examples are fatality accidents, mass casualty incidents, infection control exposures, shootings, etc. 1. Assist the Incident Commander in any role necessary to mitigate the incident and provide support from an administration role. 2. The BC can handle most situations and making notifications to the XO due to newsworthy situations or information for an Incident Brief. (d) The XO shall notify the Fire-EMS Chief on all major incidents and personnel injuries.When in doubt, notify the Fire-EMS Chief.Many calls can be handled by phone and a response is not necessary. (e) All working incidents, or newsworthy calls shall be followed up with an “Incident Brief.”The Incident Brief is located on SharePoint on the left column of main HFEMS page titled “Incident Briefs for County Leadership” (f) On mutual aid requests, one (1) Operations BC responds with companies out of the county. 1. The XO will handle emergency response to incidents in the affected BC’s district. 2. If available, the in-service BC will facilitate transfers as he/she is familiar with current resources and adequate staffing. (g) Adverse weather conditions often place resources and staffing in critical need and “High Incident Response” may be necessary. 1. During adverse weather or high call volumes the XO shall assist the Operations BC(s) in any role necessary to mitigate incidents, manage resources, or assist in obtaining adequate staffing and provide support from an administration role. 2. This may include on-shifting as BC3 to manage incidents and county resources. (h) The XO shall document his actions when necessary. When conditions dictate; adverse weather conditions, unusual conditions; such as a security level issue and others the XO shall be on the radio and in his staff vehicle in the county to monitor situations. (i) Each week the XO will be responsible for complete the County Administrator’s Weekly Brief on SharePoint. The brief can be located on the left side of the department’s main page titled “Department Heads” then “Weekly Brief." Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Executive Officer (SOP) - 32 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Executive Officer (SOP) 201.6 REFERENCES XO Schedule according to the Fire-EMS Chief. 201.7 DEFINITIONS Executive Officer is an appointed officer to the Senior Executive Staff of the Department of Fire- EMS holding the rank of Battalion Chief or higher, or at the designation/appointment of the Fire Chief. 201.8 QUALITY AND ACCOUNTABILITY The Executive Officer ensures consistency of management on departmental practices and issues and serves as the position of authority as delegated by the Fire Chief when on call and/or working unless a person of higher rank with the Department of Fire-EMS is present. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Executive Officer (SOP) - 33 Published with permission by Hanover Fire EMS  Procedure Hanover Fire EMS 202 Procedures-Guidelines Manual Billing of Emergency Medical Transport (SOP) 202.1 PURPOSE To establish policies for implementation of billing pursuant to Chapter 9 of the Hanover County Code, for emergency medical transport services. 202.2 SCOPE (a) In order to ensure that the internal control structure surrounding the billing process, Hanover County has contracted with an approved billing contractor to file claims with the applicable insurance company. (b) It will be necessary for Hanover County Fire-EMS to share the patient records with the billing agency. Hanover County Fire-EMS takes the sharing of such personal information very seriously and is a compliance with federal standards set forth by the Health Insurance Portability and Accountability Act (HIPAA) that was established in 1996. 202.3 PREREQUISITES (a) All personnel affiliated with Hanover Fire-EMS 202.4 RESPONSIBILITIES (a) It is the responsibility of the Business Manager to oversee the billing process and report any inconsistencies directly to the Assistant Chief of Administration. (b) All providers shall adhere to applicable laws, policies and directives, complete necessary forms and provide information relating to patient care, in order that a bill may be generated for any transport provided by the Fire-EMS Department. The Department shall bill for all services in accordance with this Policy. 202.5 PROCEDURE Billing Process Patients shall be classified in one of the following categories for billing purposes, and billing shall be conducted as described: Insured through Health Insurance, Medicare, or Medicaid(Subscription Member) - The appropriate insurer will be billed.A member of the subscription program will be sent a statement showing a zero balance. Insured through Health Insurance, Medicare, or Medicaid (non-Subscription Member) - The appropriate insurer will be billed.Any applicable co-payments or deductibles will be billed to the patient. No Insurance, optional Subscription Program – The Subscription Program eliminates EMS transport costs for participating patients.A member of the subscription program will be sent a statement showing a zero balance. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Billing of Emergency Medical Transport (SOP) Published with permission by Hanover Fire EMS - 34  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Billing of Emergency Medical Transport (SOP) No insurance, non-Subscription Member - A bill will be sent to the patient transported.If the individual has the ability to pay, payment is due in full.If the patient can demonstrate financial hardship in accordance with this Policy, the patient may request to be considered for the financial hardship program. Bill generated/No Collection – In some cases a bill is generated which would result in the County transferring funds from one department’s budget to another to satisfy the bill.For example, when an on-duty County employee is transported for a compensable workers’ compensation injury, the employee’s department is responsible for payment of those expenses.For accounting purposes, inter-departmental transfers (IDTs) will not be required when an internal bill is generated. Fire- EMS staff will notify the County’s billing contractor that the bill generated is internal to the County in those circumstances to ensure proper record keeping, and the billing contractor will make an appropriate adjustment. (Note: If the workers’ compensation claim is denied, the employee will be billed in accordance with this Policy.) Contractual Write offs – The bills that insurers pay on behalf of an insured individual are sometimes adjusted to pay only a portion of the billed amount.This “contractual write off” is usually the result of laws governing the payment amount or agreements between the insurers and the billing entity.The contractual write offs are not considered unpaid balances that would require pursuit of the amount from the insured individual.Some insurers prohibit balance billing.The billing contractor will adjust individual bills when write offs are required.The County will not pursue individuals for payment of contractual write offs and contractual write offs will be excluded from the County’s debt collection process.Co#payment and deductible amounts will still be billed and collected as permitted or required by applicable laws and regulations. Responsible Parties other than Patient – EMS transport provided to patients who are jail inmates or for whom another entity has responsibility, will be billed to the responsible party. Volunteer Member Transport – When a volunteer/life member is transported, the provider shall mark “volunteer” in the insurance field of the PCR and there will be no bill generated.This courtesy is extended to the spouse or dependent(s) of the volunteer residing in the household with the volunteer. Billing Contractor Hanover County will contract with a billing contractor for EMS billing services. Submitting Payments for Services Payments for services rendered will be sent to a P.O. Box established by the Billing Contractor, the billing company contracted by Hanover County Fire-EMS.The Billing Contractor will retrieve the P.O. Box contents on a daily basis.At least twice a week the Billing Contractor will deposit the funds into Hanover County’s SunTrust bank account.Once the deposit is made, the Billing Contractor will forward the validated deposit slip and detail to the Treasurer of Hanover County and supply a copy to the Business Manager.All deposits should be made within three (3) business days.Checks should be made payable to Hanover County and mailed to the P.O. Box established by the Billing Contractor. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Billing of Emergency Medical Transport (SOP) Published with permission by Hanover Fire EMS - 35  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Billing of Emergency Medical Transport (SOP) Financial Hardship The Department will accept applications for adjustments to provide relief to persons who may suffer a financial hardship due to the cost of EMS transport.The scale of adjustments shall be modeled on Chapter 22 of the Hanover County Code utilizing the tax exemption model approved by the Board of Supervisors to address financial hardships posed by real estate taxes and shall be as follows: Adjustments to amounts due for EMS transport charges shall be granted only if the applicant meets the conditions listed below. (a) The total combined income in the preceding calendar year, received from all sources, of the household which received service, shall not exceed fifty thousand dollars ($50,000.00).Income of relatives (other than the spouse) living in the house over and above $10,000 must be included in the gross income. (b) This adjustment shall apply only to the individual user of the service, and shall be based on household income levels listed below. (c) If the patient receiving service is a resident of an assisted living or similar facility, the asset and income levels of the individual only shall be the basis of the financial hardship determination. Schedule of EMS Transport Fee Adjustments (Net worth $0 to $100,000) Range of Household Income Amount of Reduction $0 - $20,000 Annually 100% $20,001 - $30,000 75% $30,001 - $40,000 50% $40,000 - $50,000 25% This financial hardship policy shall be interpreted in accordance with the criteria applicable to tax exemptions. Adjustment Process for Financial Hardship (a) The adjustment process is as follows: (b) The billing contractor will send the initial bill. (c) If the bill is not paid, a maximum of two additional follow-up bills are sent by the billing contractor.After such attempts the account will be designated as delinquent and forwarded to the Department for review. (d) The billing contractor may work out a payment plan consisting of installments for the requesting individual. (e) If at any time during the billing process the individual claims a financial hardship that prevents full payment of the bill, the billing contractor will either arrange with the Commissioner of Revenue for verification of eligibility for tax relief, or will send a Financial Hardship Certification Form directly to the individual.The individual must Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Billing of Emergency Medical Transport (SOP) Published with permission by Hanover Fire EMS - 36  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Billing of Emergency Medical Transport (SOP) complete the form, attach required documentation and mail to the Department to appeal for a reduction in the amount due. (f) If the individual demonstrates that the payment of the bill would create a financial hardship, and if the individual meets all other conditions set out above, for an adjustment, the Department establishes the amount to be paid by applying the adjustment schedule to the individual circumstances of the request. (g) The billing contractor is then contacted by the Department to adjust the amount to be collected.The billing contractor will resume collection of the adjusted amount. Collections Billing and initial collection services will be provided by a billing contractor.No County personnel will accept or receive payment on behalf of a patient.Any inquiries regarding billing or collection procedure will be referred to designated personnel of Hanover Fire-EMS, or the billing contractor. Delinquent account collection will be administered by the Treasurer’s Office. Delinquent Debt Collection Policy Collection efforts for local fees are described in the Board's existing Revenue policy and the Department shall utilize the most current Revenue Policy of the Hanover County Board of Supervisors. The Department will review accounts and determine whether additional collection efforts are warranted.Hanover County will write off debt that is uncollectible for EMS transport billing as permitted by applicable law and policy.Any Board or other County policy requiring denial of service for delinquent accounts shall not apply to EMS transport. Subscription Program The subscription program is designed to decrease any financial hardship on the citizens of Hanover County.This program defrays out-of-pocket expense associated with EMS transports for citizens enrolled in the program.The charge for an annual subscription shall be set by resolution of the Board of Supervisors along with all applicable rates; the annual subscription period shall be from July 1 of the year of application to July 1 of the following year, regardless of the date of application.There shall be no proration or refunds of subscription payments, or transfers of subscriptions from the subscribers to others. Requested Copies of Patient Care Reports Copies of patient care reports can be obtained by the patient by completing a Hanover County authorization form. The form should be completed in person at Hanover Fire-EMS Administration.If the patient is being represented by a law office requesting the reports, a faxed completed copy of Hanover’s authorization form will be accepted. Identity Theft Protection Measures Hanover Fire-EMS obtains personal identifying information for various purposes as documented on the Forms contained in the Forms Appendix to the Hanover Fire-EMS Privacy and Security Compliance Plan.The “Red Flag Rules” require that steps be taken to identify possible identity theft and take appropriate action. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Billing of Emergency Medical Transport (SOP) Published with permission by Hanover Fire EMS - 37  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Billing of Emergency Medical Transport (SOP) With respect to new accounts the Department will take the following steps to verify the identity of the individual served: (a) If patient is able to provide, request insurance card and driver’s license for documentation in EMS Pro. (b) An additional information request form verifying personal identifying information will be mailed to the patient from the billing contractor. (c) Billing contractor will contact each new patient by phone to verify the information contained in the form. With respect to existing accounts, the Department will take the following steps to verify the identity of the individual submitting a form to request a copy of the Pre-Hospital Patient Care Report (PPCR) as documented during transport: (a) Provide a copy of the PPCR only to the patient or appointed person in person only.The appropriate form and photo identification is required. (b) Release forms from attorneys’ offices are accepted. (c) Verify the identification of customers if they request information by telephone.No personal information will be given over the phone. (d) The Chief of Fire-EMS and Business Manager will be notified if there are any inappropriate actions detected. 202.6 REFERENCES (a) Chapter 9 of the Hanover County Code (b) Chapter 22 of the Hanover County Code (c) Hanover Fire-EMS Privacy and Security Compliance Plan 202.7 DEFINTITIONS Definition of Household (a) For residents of Hanover County, a household is defined as the physical address of the subscribing member and includes the subscriber and all persons residing at that address and listed on the enrollment form, all of whom will receive subscription benefits.Members of the family of the residential applicant, who are living in a nursing home or assisted living facility, may be included in the subscription, if listed on the application. (b) For employees of businesses and organizations located in Hanover County, only the individual subscriber may be listed on the application form and receive subscription benefits. (c) For students attending colleges and universities that are located in Hanover County; only the subscriber may be listed on the enrollment form and receive subscription benefits. (d) Residents of an assisted living or similar facility may participate in the subscription program on an individual basis a