Hanover Fire EMS Procedures-Guidelines Manual PDF

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)...

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 and receive subscription benefits only for the named Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Billing of Emergency Medical Transport (SOP) Published with permission by Hanover Fire EMS - 38  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Billing of Emergency Medical Transport (SOP) subscriber, unless they qualify for benefits as family members of residential applicants, as described above. 202.8 QUALITY AND ACCOUNTABILITY This policy will operate in accordance with all County Codes which will govern consistent decision making Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Billing of Emergency Medical Transport (SOP) Published with permission by Hanover Fire EMS - 39  Procedure Hanover Fire EMS 203 Procedures-Guidelines Manual Funded Travel and Business Expense (SOP) 203.1 PURPOSE The purpose of the Funded Travel and Business Expense Policy is to institutionalize a process in which personnel can request permission/approval for training and/or travel opportunities that directly benefit the department of Fire-EMS, its mission, and its personnel. This process will include proper approval mechanisms and a verification procedure to ensure that adequate funds are available to support the request. 203.2 SCOPE This policy shall govern any training and travel requested by personnel. 203.3 PREREQUISITES Before personnel request approval for any training and/or travel opportunity defined in the scope, they will need to completely fill out the department’s approval request for training and travel form. 203.4 RESPONSIBILITIES It is the responsibility of the personnel requesting training and travel to adequately and completely fill out the approval request for training and travel form.Should there be any changes or alterations that are necessary after the approval process is completed, the requesting personnel shall notify through their appropriate chain of command the supervising Assistant Chief and business manager of those changes so an accurate financial assessment can be made. It is the responsibility of the requesting personnel’s supervisor to ensure the legitimacy of the training and/or travel request and must support that the training and/or travel request directly benefits the department of Fire-EMS and its mission.Moreover, the supervising Assistant Chief must support that the scope and number of attendees is the best use of departmental and/or grant funds. 203.5 PROCEDURE Educational Leave with Reimbursement Requests- Seeking registration or tuition funding (Assistant Chief Approval Required) (a) Personnel shall select this option if they are requesting reimbursement for any conference, seminar, and/or training registration costs and/or if the training has a fee/ tuition to attend.Personnel shall also select this option if they are requesting for the department to pay for these expenses upfront. This selection can also be used to request the coverage of any books and/or reference material necessary for the training as outlined in the training curriculum. (b) Seeking funding for travel expenses (Assistant Chief Approval Required) 1. Personnel shall select this option if attendance to training requires airfare, car rental, hotel accommodations, etc. and personnel are requesting reimbursement for these expenses or request for the department to pay for these expenses upfront. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Funded Travel and Business Expense (SOP) - Published with permission by Hanover Fire EMS 40  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Funded Travel and Business Expense (SOP) 2. Chain of command signatures are required to demonstrate support of supervising officers. Subordinate signatures for officers requesting travel is not required. (c) Approval Request for training and travel form is then sent to business manager to ensure adequate funds are available to support the request. (d) The department’s accounts payable representative will maintain the completed approval request for training and travel form and when applicable the overnight travel and mileage reimbursement form for documentation and any potential future auditing purposes. (e) If those personnel traveling and/or attending training wish to receive reimbursement for any expenditures while on their trip or training attendance, they must fill out the finance and management services’ overnight travel and mileage reimbursement form.The overnight travel and mileage reimbursement form can also be found on the department of Fire-EMS’ SharePoint site, under documents library, administration documents, budget and payroll documents folder.Accessing the documents through the SharePoint site will allow you to utilize the fillable features of the document.For questions or support with the overnight travel and mileage reimbursement form, please contact the department of Fire-EMS’ business manager or department’s account payable representative. 203.6 REFERENCES Training and Travel Approval Request Hanover County Finance and Management Services Policies, Section 1 General Provisions, Sub- Section I. Hanover County Finance and Management Services Policies, Section 10 Travel and Business Expense Policy, Sub-Section 10-1 and 10-2. See attachment: Travel Reimbursement Form.xlsx 203.7 DEFINITIONS Legitimate Travel Requests- County business for the purpose of this policy includes conferences, seminars, workshops, hearings, educational programs, conventions and meetings and other activities which are directly related to or associated with the business of the county, and which provide a substantial benefit to the county. 203.8 QUALITY AND ACCOUNTABILITY (a) The procedure outlined in this policy helps ensure accountability for all department training and travel requests. (b) The procedure outlined helps ensure employee benefits while participating in training.If personnel attend off duty training and do not complete the Request for Training and Travel Form, then they participate in that training at their own risk without the umbrella of protection of the department and normal employee benefits. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Funded Travel and Business Expense (SOP) - Published with permission by Hanover Fire EMS 41  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Funded Travel and Business Expense (SOP) (c) No expense should be incurred for any training or travel request until final approval is confirmed from the appropriate supervising Assistant Chief. Expenses submitted without a signed approval form will not be reimbursed. (d) It is incumbent of the requesting personnel to provide specific information of the training and travel request and to completely fill out the Request Approval for Training and Travel Form. (e) The personnel’s supervisor will ensure that the request adheres to and is in line with the legitimate travel request definition as outlined in Section G of this policy and that the request is in the best use of department and/or grant funds. Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Funded Travel and Business Expense (SOP) - Published with permission by Hanover Fire EMS 42  Procedure Hanover Fire EMS 204 Procedures-Guidelines Manual Honor Guard (SOP) 204.1 PURPOSE The purpose of this procedure is to establish guidelines and procedures for the utilization and activation of the Honor Guard. It shall be the mission of this unit to maintain the highest standards of integrity, discipline, and professional appearance as representatives of the Fire EMS Department. 204.2 SCOPE The Fire EMS Department recognizes there are situations of a ceremonial nature that require a team Trained and Experienced in such. For those situations the Department has established an Honor Guard. The Honor Guard shall be organized within Administration and shall consist of selected members who are trained and equipped to perform ceremonial functions. Members of the Honor Guard shall display the professionalism, discipline, integrity, and appearance in all aspects of the operation and maintain the highest standards that have come to be the hallmark of the department. Assignment to the Honor Guard is considered an additional duty and the assignment is voluntary. 204.3 PREREQUISITES The Honor Guard is a Team of Specially Trained individuals designed to represent the department with a Professional Demeanor and Appearance at all time. The Honor Guard will be the Primary Focal Point for all Ceremonial Aspects for the Department. 204.4 RESPONSIBILITIES (a) The Fire Chief is the reporting authority over the Honor Guard (b) It shall be the responsibility of the Honor Guard to provide the following: 1. Perform other functions as deemed appropriate by the Fire Chief. 2. Maintain all ceremonial equipment used by the honor guard. 3. Represent the department as requested at events for outside agencies. 4. Act as a clearinghouse for the department regarding ceremonial protocol matters. 5. Coordinate the ceremonial requirements at designated department functions. 6. Plan, coordinate, and conduct all funerals at the Chief's Request. 204.5 PROCEDURE (a) The Fire Chief shall designate the Honor Guard Commander and 3 Assistants. (b) The Honor Guard Commander shall maintain a SOG for Honor Guard Operations (c) The Honor Guard Commander shall maintain the following selection process for Honor Guard Members: Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Honor Guard (SOP) - 43 Published with permission by Hanover Fire EMS  Hanover Fire EMS Procedures-Guidelines Manual Procedures-Guidelines Manual Honor Guard (SOP) 1. Assignment is available to any Non-Probationary members of the department in good standing. 2. Interested candidates submit written letter of interest to Honor Guard Commander 3. Candidates submit letter of approval/support from immediate supervisor 4. Honor Guard Commander will schedule interview with candidate 5. Commander will forward recommendation for approval to Fire Chief 6. Fire Chief will make final determination. (d) Honor Guard Commander will regularly review participation and commitment for each member. (e) Members may be removed from the Honor Guard upon recommendation of the Commander to the Fire Chief for just cause. 1. Lack of Participation 2. Inability or lack of ability to perform duties assigned 3. Lack of professional appearance outlined in Honor Guard Operations SOG 4. Violations of department policies or procedures can also cause removal of members from the Honor Guard. (f) Request for Honor Guard services shall be vetted by the Honor Guard Commander and Fire Chief. 204.6 REFERENCES Honor Guard Operations SOG Uniform Wear Guide Funeral Procedure 204.7 DEFINITIONS None 204.8 QUALITY & ACCOUNTABILITY As defined in the Honor Guard Operations SOG Copyright Lexipol, LLC 2024/05/01, All Rights Reserved. Honor Guard (SOP) - 44 Published with permission by Hanover Fire EMS