SOP24.pdf

St. Johns County Fire Rescue Standard Operating Policies Opening Statement January 1, 2013 St. Johns County Fire Rescue is a professional, full service agency entrusted by the citizens and visitors to respond to all levels of fire, emergency medical, and other public safety emergencies. Policies are...

St. Johns County Fire Rescue Standard Operating Policies Opening Statement January 1, 2013 St. Johns County Fire Rescue is a professional, full service agency entrusted by the citizens and visitors to respond to all levels of fire, emergency medical, and other public safety emergencies. Policies are necessary in addressing our daily work in a safe, organized, fair and professional manner. An effective policy manual helps to ensure all personnel are operating and performing their duties in a consistent and expected approach. These policies have been developed to guide and protect our Department, our mission, and our personnel. A variety of tools, resources, agreements, ordinances, standards, statutes, etc., have been used throughout this manual in developing these policies. County Administrative Code, Collective Bargaining Agreement, Florida Administrative Code and Statutes, National Fire Protection Association standards, and many others have been utilized as resources. As well, many of you have participated in the development of policy, whether through direct research and writing or through review and implementation. It must be stressed that the most important policy or guide is that of individual common sense. Policy development should normally be for the “many” employees and not the few exceptions. There is no way to incorporate every possibility that may be considered a policy infraction or need for a new policy, as there is no way to address every conceivable circumstance you may encounter as a public safety professional at an emergency event. As individuals, we are different. But together we are joined in the common cause of providing valued and exceptional public safety services to St. Johns County. Our personal work performance, appearances, conduct and behaviors reflect on our Department as a whole; it may only take one thoughtless or careless act outside the bounds of good common sense or Department policy to risk safety or tear down public confidence. In this regard, a solid policy manual is a necessary component to a developed, respected and trusted public safety agency. As of January 1, 2013, this policy manual has been reviewed and approved for implementation. Once released, any identified issues with the policies contained in regards to content, clarity, wording, grammar, etc. should be reported to Fire Rescue Administration. Determinations can then be made for an immediate update to the identified policy or waiting for general updates. ______________________________________ Carl A. Shank Fire Rescue Chief January 1, 2013 Date St. Johns County Fire Rescue SOP Table of Contents POLICIES Opening Statement General Policy Title 1 Mission Statement (1/13) 2 Core Values (1/13) 3 Department Organization (9/23) 4 Policy Guidance (1/13) 5 Chain of Command/Supervisor Notification (1/13) 6 Press Releases-PIO (1/13) 7 Social Media Policy (1/13) 8 Report Security-Patient Information Release (1/13) 9 IMS Policy (11/13) 10 Automatic/Mutual Aid/Deployments (10/21) 11 Computer Usage (10/16) 12 General Communications (06/15) 13 Vehicle Operation Requirement (1/13) 14 Vehicle Operations (1/13) 15 Code Response (1/13) 16 SJFR Vehicle/Equipment Incidents-OTJ Injury (1/13) 17 Commendations and Awards (04/19) Personnel Rules Policy Title 30 General Conduct (1/13) 31 Harassment Policy (1/13) 32 Drug and Alcohol (1/13) 33 Supervisory Counseling/Disciplinary Actions (1/13) 34 Grievance/Right of Appeal (1/13) 35 Station Visitors/Safe Haven (1/13) 36 Supplementary Personnel (1/13) 37 Probationary Period (1/13) 38 Evaluations (1/13) 39 Promotion (1/13) 40 Uniform Policy (2/18) 41 Fire Station/Bunk Room Usage (1/13) 42 Department Phones and Cellular Phones (1/13) 43 Tobacco Use (10/15) 44 Schedules (1/13) 45 Time Sheets (11/14) 46 Leave Requests (5/20) 47 Shift Exchange Requests (1/13) 48 Overtime (5/20) 49 Temporary Upgrade/Out of Position (1/13) 50 District Assignments (1/13) 51 Auxiliary Firefighter Program (11/13) 52 Therapy K9 Program (12/21) Health and Safety Policy Title 70 Safety Sector/Safety Officer (1/13) 71 Workplace Safety Committee (10/15) 72 Personal Protective Equipment (10/15) 73 Blood Borne Pathogens/Infection Control (10/15) 74 Respiratory Protection (9/23) 75 Tuberculosis Exposure Plan (1/13) 76 Right to Know and Hazcom (1/13) 77 Emergency Plans (1/13) 78 Firefighter Physicals (1/13) Revised: October 2023 Emergency Response Policy Title 90 Treat/Transport Decision/Hospital Destination (1/13) 91 DNRO-DOA Policy (1/13) 92 EMS Variance (1/13) 93 Response Documentation (1/13) 94 Blood Alcohol Draw (10/23) 95 On Scene Health Care Professionals (1/13) 96 Trauma Transport Protocols (1/13) 97 Air Transport Units (1/13) 98 MCI/START (1/21) 99 Response to Terrorism (1/13) 100 Special Operations Response (1/13) 101 Accountability (01/19) 102 Mayday (6/23) 103 RIT (6/23) 104 Fire Ground Decontamination (01/19) 105 UAS (01/19) Training Policy Title 110 Training Guidelines/Reporting (1/13) 111 Certifications and Re-certifications (1/13) 112 Training Sponsorships (11/14) 113 Field Training and Evaluation Programs (1/13) 114 Quality Improvement (1/19) 115 FF Re-Entry Policy (10/21) Equipment and Supplies Policy Title 130 Property, Equipment and Supplies (1/13) 131 Reporting Apparatus, Equipment, Station Needs (1/13) 132 Power Equipment-Routine Operations (1/13) 133 Cardiac Monitor-Battery Maintenance (1/13) 134 Controlled Substances (1/13) 135 Fire Department Access Systems (1/13) Non-Emergency Activities Policy Title 150 Daily, Weekly, Monthly Duties (1/13) 151 Daily Vehicle Inspection (1/19) 152 Fire Inspections (1/13) 153 Preplanning (1/13) 154 Hydrant Inspection (10/15) 155 Hose Testing Policy (1/13) Pump Testing (1/13) 156 157 Special Event Coverage (11/14) 158 Aquatic Facility Use (06/15) 159 Post Incident Analysis (03/19) St. Johns County Fire Rescue SOP Chapter 1 Mission Statement (1 page) Issued: July 1, 2001 Revised: January 1, 2013 St. Johns County Fire Rescue SOP Chapter 2 Core Values (1 page) Issued: January 1, 2013 St. Johns County Fire Rescue SOP Chapter 3 Department Organization Issued: September 6, 2001 Revised: September 11, 2023 Fire Rescue Chief Scott Bullard Medical Director Dr. Kerry Bachista Fire Rescue Assistant Chief Jeremy Robshaw Deputy Chief Health/Wellness Stephanie Whaley Administrative Coordinator Rosemarie Frey Business Manager Katie Sapp Fire Rescue Chaplain Curtis Taylor Section Chief Operations Patrick Welch Section Chief Logistics and Planning Dusty Wilson Section Chief Finance and Support Eric Hellstrom Project Specialist Deputy Chief EMS Robert Snell Deputy Chief Fire Heath Steen EMS Training Captain Fire Training Captain Captain QI Fire Training Lieutenant EMS Training Lieutenant Fire Training Engineer Deputy Chief Fire Marshal Robert Dowling Deputy Chief Spec OPS TBD Logistics Coordinator Battalion Chief Battalion Chief Marine Rescue Captain USAR HAZMAT Seasonal Lifeguards Lieutenant Mechanic Logistics Technicians Warehouse Coordinator Asst Comm Manager Warehouse Technicians Engineer Firefighter Comm Manager PPE/SCBA Tech Finance Coordinator PIO Comm Supervisors Comm Officers Admin Assistant (2) Special Projects Captain EMS Billing Manager IT/MIS Technicians EMS Billing Techs Radio System Manager Fire Inspection Supervisor Fire Plans Supervisor Fire Plans Reviewers Fire Inspectors Animal Control Division Division Manager Paul Studivant Assistant Manager Admin Coordinator Office Specialist Animal Control Officer Senior Animal Care Tech Veterinary Tech Animal Care Tech St. Johns County Fire Rescue SOP Chapter 4 Policy Guidance Issued: January 1, 2013 (1 page) 1) Purpose: To provide guidance over the documents utilized within the Department concerning policies, procedures, rules, directives, etc., when determining most applicable and accurate document. 2) Scope: Personnel in positions covered under collective bargaining have the County Administrative Code, St. Johns County Fire Rescue policy manuals and guides (SJCFR), and the most current Collective Bargaining Agreement (CBA) that outlines rules, responsibilities, benefits, etc. Personnel in positions not covered by collective bargaining have the County Administrative Code and SJCFR policy manuals to reference. Questions related to your specific position can be directed to Fire Rescue Administration. County Administrative Code 3) The Board of County Commissioners of St. Johns County is organized under Article III of the State of Florida Constitution, which empowers the creation of counties as a political subdivision of the State. St. Johns County is a non-chartered County and has the power of self government as provided by general law and through County ordinances. There are five commission members elected at large serving four-year terms of office. 4) The Board of County Commissioners of St. Johns County enacted Ordinance No. 90-10, later repealed by 96-70, which established the office of the County Administrator, who serves as the Chief Administrative Officer of the County, in accordance with F.S. 125.74. The ordinance outlines the duties and responsibilities of the Administrator. St. Johns County provides numerous and various services to the public as a general-purpose local government. 5) The policies and procedures in the St. Johns County Administrative Codes cover all employees of St. Johns County Board of County Commissioners. The wages, hours, and working conditions of all employees in a certified bargaining unit are governed by the terms of the applicable collective bargaining unit agreement. To the extent that any provision in the general procedures in bargaining unit agreements conflicts with provisions in the County Administrative Code, the collective bargaining agreement will govern. 6) St. Johns County Resolution number 2006-128 authorizes the County Administrator to make all administrative changes to the Administrative Code established by the Board of County Commissioners. Collective Bargaining Agreement 7) The intent and purpose of a collective bargaining agreement is to agree to rates of pay, wages, hours of employment, terms, and other conditions of employment; to increase the efficiency and productivity of employees in the bargaining unit; to ensure the County retains the right to operate the County government effectively in a responsible and efficient manner; and to provide prompt and fair settlement of grievances. 8) Except as otherwise specifically limited in the collective bargaining agreement, the County has the sole and exclusive right to exercise all rights and functions of management. 9) The exercise of such rights shall not preclude employees or their representatives from raising grievances, should decisions on the above matters have the practical consequence of violating the terms and conditions of the collective bargaining agreement in force, with the exception of such provisions suspended during a declared emergency. SJCFR Policy Manuals/supporting manuals 10) The SJCFR Policy Manual and other supporting internal Department manuals, directives, guides, etc., are meant to provide relative direction to all SJCFR Department personnel in the performance of their job duties. 11) To the extent possible, the SJCFR Policy Manual will follow applicable County Administrative Code and current collective bargaining agreement for covered positions. 12) To achieve this, the policy or guide may only refer back to or reference the County Administrative Code and/or collective bargaining agreement, in order to try and achieve consistency and long term effectiveness of the SJCFR policy. 13) Where conflict exists between SJCFR policy or guide in relation to the County Administrative Code or collective bargaining agreement, the County Administrative Code and/or collective bargaining agreement will govern, whichever is most applicable. 14) The use of the identifying terms of “personnel”, “members”, and “employees” throughout the policy manual recognizes all persons inclusive of paid (employees), auxiliary, or volunteer. St. Johns County Fire Rescue SOP Chapter 5 Chain of Command Supervisory Notifications (1 page) 1) Purpose: Identification of the chain of command for the Department, circumstances or conditions that requires notification of an officer, and to identify the appropriate level of administration or officers that must be notified, as well as the time frame in which such notification should be made. 2) Scope: This policy applies to all personnel of St. Johns County Fire Rescue. 3) Definitions: “Fire Company” - a piece of equipment (Fire or EMS apparatus), and the personnel assigned to that unit for a duty shift, one of whom functions as a supervisor. Personnel assigned include any personnel who are riding on the apparatus. Chain of Command/Administrative 4) Personnel shall follow the Administrative Chain of Command for all occasions other than while serving at a fire, medical or other emergency scene. When a specific supervisor is unavailable, another individual may be designated to serve in an “acting” capacity. Such “acting” supervisors shall have the same authority as the person they are acting in place of. Personnel will report to the position immediately above them in the list below. In the event that immediate supervisor cannot be contacted, the employee shall be supervised by, and report to, the next available supervisor, moving upwards on the chain of command list. 5) Administrative Chain of Command A. County Administrator B. Fire Rescue Chief C. Assistant Chief D. Appropriate Section Chief or Deputy Chief E. Battalion Chief F. Captain or Lieutenant in assigned district G. Engineer H. Firefighter/EMT/Paramedic 6) It is desired this chain of command is effectively utilized by all, but it is understandable that some situations (personal, private, or otherwise) whereby the administrative chain of command is utilized by a personnel, may necessitate the passing over of the position immediately above them. Any Department member has the ability to seek the most appropriate person to seek advice or direction for their situation without anxiety or apprehension. Chain of Command/Tactical 7) Incident Command System – St. Johns County Fire Rescue operates under an “Incident Command” policy for management of operations at all emergency incidents. Under this type of system, all activities are under the direction of a single individual, the “Incident Commander.” Refer to SOP-IMS Policy for specifics. This section provides the seniority ranking solely for the purposes of assumption of command. Revised: October 1, 2002 Revised: January 1, 2013 8) Seniority - For purposes of assuming command, if needed or as part of the Department’s IMS policy of an incident, the following priority shall apply (refer to SOP IMS Policy-line #20): A. Fire Rescue Chief B. Section Chief or Deputy Chief C. Battalion Chief D. Captain/Lieutenant E. Engineer F. Firefighter/EMT/Paramedic 9) Emergency Medical Incidents/Seniority- Paramedics and EMT’s are authorized by the Fire Rescue Medical Director to provide treatment and make patient care decisions under the SJCFR Medical Standard Operating Procedures (MSOP), and once on scene bear the responsibility for making these decisions in accordance with MSOP, Florida Administrative Code and Florida Statute. The Paramedic or EMT shall have the final decision authority on patient treatment issues. 10) Company Integrity - Personnel assigned to a fire company are expected to operate together as a company. Incidents Requiring Supervisor Notification 11) Any of the following incidents shall be reported to the Battalion Chief (or designee) as soon as possible. The Battalion Chief (or designee) shall notify the Administrator-On-Call (AOC) and Fire Rescue Chief as needed. After hours notifications shall be made through Fire Rescue Communications. A. Accidents / Injuries, Personnel - Any accident or other incident resulting in injury to yourself or any other personnel. B. Accidents / Injuries, Civilians - Any injury or death of a civilian which involves any County personnel, property, vehicle or equipment. C. Fire Injuries / Deaths - Any civilian injuries or death which is fire related. D. Damage or Theft of Equipment - Any damage or burglary of a County building or vehicle, or any theft of County equipment. E. Citizen Complaint - Any incident which has or is likely to result in a citizen complaint against the County or the Department. F. Exposure - Any actual or potential exposure to a blood borne or airborne pathogen. G. Major Incident - Any incident which: involves units from more than three (3) stations requires mutual aid from other counties is expected to last more than four hours requires evacuation of residents or shutdown of major roadways incidents that involve “special operations” type responses of County and/or other agencies St. Johns County Fire Rescue SOP Chapter 6 Press Releases - PIO (1 page) 1) Purpose: To ensure information provided to the public, especially through the news media, is provided in a timely and accurate manner. To ensure that information released is consistent with applicable confidentiality and privacy regulations, and does not adversely affect any possible criminal investigations. 2) Scope: All fire rescue personnel. General information requests 3) All media requests for information, except those occurring at a response incident, will be referred to Fire Rescue Administration. After hour requests will be forwarded to the department Public Information Officer (PIO), or in his /her absence or unavailability an on-duty Battalion Chief. Media requests for “ride-alongs” or other access to Department facilities, events or activities (at a level beyond that available to the general public) will be directed to Fire Rescue Administration for approval. 4) All requests for information by the media at the scene of an incident will be directed to an on-duty Battalion Chief or a Chief Officer. The Battalion Chief or Chief Officer, in coordination with a department PIO, may assume the role of PIO at the incident until he/she determines the need for the department PIO to respond. Public Information Officer (PIO) functions 5) “PIO” is a position with defined duties and responsibilities established in the ICS system. The Fire Rescue PIO will perform those duties and responsibilities in a manner consistent with the NIMS ICS system procedures. The PIO reports directly to the Incident Commander, and the Incident Commander remains responsible for approving the content of all information to be released. 6) In the case of multi-agency events, the PIO position may be assigned to a member of another agency. (The SJSO, SAPD, FHP, and Florida Forest Service all have members who are routinely assigned the PIO role.) 7) Chief officers may request the response of a PIO at their discretion for any major, prolonged or unusual incidents that will attract significant media attention. 8) Incident PIO’s will limit the release of information in accordance with the following general restrictions and principles: A. No information will be released that will violate patient confidentiality laws as provided in Florida Statutes or HIPAA. (See HIPAA Policy) B. For “medical emergencies” (that do not involve a vehicle accident, fire or similar event) only basic information such as: units responding, general area of incident, and to confirm the call is a medical emergency will be released by the PIO. C. For multiple patient incidents, especially MCI events, the PIO may release the number and general condition of patients, as long as the information Revised: December 1, 2005 Revised: January 1, 2013 does not identify the condition of any individual. (For example: “Fire / Rescue transported 3 critical patients and 10 patients with minor injuries.”) D. For calls other than “medical emergency” incidents, the PIO may provide the following: location of the call, the alarm time and date, the type of the call, the number and type of apparatus responding and the nature of department activities performed once on scene. E. The PIO may release any information designed to inform the public of the need to take protective actions or to avoid disruption of emergency response activities. Examples include information about the size of a wildfire, type and extent of a hazardous materials release, whether or not homes are threatened, any recommended evacuations and similar information. F. The PIO will not release the cause of a fire unless confirmed by the fire investigator, law enforcement investigator, or incident commander, and the information has been approved for release. If a cause has not been determined or has not been approved for release, the incident will be reported as “under investigation.” Causes will not be reported as “suspicious”. G. No information will be released that identifies a minor involved in a crime or involved in causing an accidental fire. 9) All Department personnel, whether functioning as the PIO or not, will ensure that no preferential treatment or privileges are given to any media personnel. Access to controlled areas will be provided consistent with operational safety of all personnel involved, on an equal basis to all media present. 10) The Incident Commanders and the PIO will be aware that media representatives do not have the right to enter private property in all cases, and should not escort or allow media personnel to enter private property when such entry would violate the privacy rights of the property owner/occupant. St. Johns County Fire Rescue SOP Chapter 7 Social Media Policy Issued: January 1, 2013 (2 pages) 1) Purpose-The Department endorses the secure use of social media as approved by County Administration to enhance communication, collaboration, and information exchange; streamline processes; and foster productivity. This policy establishes this Department’s position on the utility and management of social media and provides guidance on its management, administration, and oversight. This policy is not meant to address one particular form of social media; rather social media in general, as advances in technology will occur and new tools will emerge. 2) Policy-Social media provides a new and potentially valuable means of assisting the Department and its personnel in meeting community outreach, problemsolving, investigative, fire prevention, and related objectives. This policy identifies potential uses that may be explored or expanded upon as deemed reasonable by administrative and supervisory personnel. The Department also recognizes the role that these tools play in the personal lives of some Department personnel. The personal use of social media can have bearing on personnel in their official capacity. As such, this policy provides information of a precautionary nature as well as prohibitions on the use of social media by personnel. Definitions 3) Blog: A self-published diary or commentary on a particular topic that may allow visitors to post responses, reactions, or comments. The term is short for “Web log.” 4) Page: The specific portion of a social media website where content is displayed, and managed by an individual or individuals with administrative rights. 5) Post: Content an individual shares on a social media site or the act of publishing content on a site. 6) Profile: Information a user provides about himself or herself on a social networking site. 7) Social Media: A category of Internet-based resources that integrate user-generated content and user participation. This includes, but is not limited to, social networking sites (Facebook, MySpace); microblogging sites (Twitter, Nixle); photo- and video-sharing sites (Flickr, YouTube); wikis (Wikipedia), blogs, and news sites (Digg, Reddit). 8) Social Networks: Online platforms where users can create profiles, share information, and socialize with others using a range of technologies. 9) Speech: Expression or communication of thoughts or opinions in spoken words, in writing, by expressive conduct, symbolism, photographs, videotape, or related forms of communication. 10) Web 2.0: The second generation of the World Wide Web focused on shareable, user-generated content, rather than static web pages. Some use this term interchangeably with social media. 11) Wiki: Web page(s) that can be edited collaboratively. Potential Uses 12) Social media can be used for community outreach and Departmental promotions by: A. providing fire prevention tips; B. offering online-reporting opportunities; C. sharing fire zone maps and data; and D. soliciting potential fire rescue staff personnel through recruitment promotional programs. 13) Social media can be used to make time-sensitive notifications related to: A. road closures B. special events C. weather emergencies D. evacuations Department-Sanctioned Presence 14) Where possible, each social media page will include an introductory statement that clearly specifies the purpose and scope of the Department’s presence on the website. 15) Where possible, the page(s) should link to the Department’s official website. 16) Social media page(s) will be designed for the target audience(s) such as youth or potential Department recruits. 17) All Department social media sites or pages will be approved by the Fire Rescue Chief or their designee, and will be administered by a Department Public Information Officer, or as otherwise determined by the Fire Rescue Chief. 18) Where possible, social media pages will clearly indicate they are maintained by the Department and will have contact information prominently displayed. 19) Social media content will adhere to applicable laws, regulations, and policies, including all information technology and records management policies. Content is subject to public records laws. Relevant records retention schedules apply to social media content. 20) Content must be managed, stored, and retrieved to comply with open records laws and e-discovery laws and policies. 21) Pages will be set up as view only “fan” pages which prohibit visitors from commenting on the postings. 22) If approved by Fire Rescue Administration and County Communications Manager, pages which allow comments will clearly indicate posted comments will be monitored and the Department reserves the right to remove obscenities, off-topic comments, and personal attacks. 23) Pages will clearly indicate that any content posted or submitted for posting is subject to public disclosure. Department-Sanctioned Use 24) Personnel representing Department social media outlets will do the following: A. Conduct themselves at all times as representatives of the Department and, accordingly, will adhere to all Department standards of conduct and observe conventionally accepted protocols and proper St. Johns County Fire Rescue SOP Chapter 7 Social Media Policy Issued: January 1, 2013 (2 pages) decorum. B. Not make statements, post, transmit, or otherwise disseminate confidential information, including photographs or videos, related to Department training, activities, or work-related assignments without Fire Rescue Administration permission. C. Not conduct political activities or private business. 25) The use of Department computers by personnel to access social media sites on a personal level is prohibited without authorization. 26) Personnel use of personally owned devices to manage the Department’s social media activities or in the course of official duties is prohibited without express written permission. 27) Employees will observe and abide by all copyright, trademark, and service mark restrictions in posting materials to electronic media. Personal Use 28) Social media is a great way to connect with others, exchange knowledge, share information and promote cooperation. However, there are also possible risks for both personnel and the Department related to the various forms of social media. 29) Personnel are free to express themselves as private citizens on social media sites to the degree that their post/speech clearly indentifies that they are speaking for themselves and not the Department. Loyalty and confidentiality are important, and to impede the performance of duties and/or impair discipline, discord and harmony among coworkers, or negatively affect the public perception of the Department is improper. 30) As public employees, personnel are cautioned speech, onor off-duty, made pursuant to their official duties—that is, that owes its existence to the employee’s professional duties and responsibilities—may not be protected speech under the First Amendment and may form the basis for counseling or discipline if deemed detrimental to the Department. 31) Personnel may not divulge or disseminate information on personal social media sites that is gained by reason of their employment or authority, make any statements, speeches, appearances, and endorsements, or publish materials that could reasonably be considered to represent the views or positions of this Department without authorization. 32) For safety and security reasons, personnel are cautioned concerning disclosing on personal social media sites their employment with this Department. As such, personnel are expected to use good judgment and will not post anything that would reflect negatively on the Department. 33) When using social media, personnel should be mindful that what is posted/published becomes part of the worldwide electronic domain---think about your privacy. Personnel are to be mindful of the Department’s core values and conduct policies, even when conducting personal use of social media, in order to maintain our 34) 35) 36) 37) 38) professional image and community creditability. In particular, personnel are strongly cautioned to refrain from the following: A. Speech containing obscene or sexually explicit language, images, or acts and statements or other forms of speech that ridicule, malign, disparage, or otherwise express bias against any race, any religion, or any protected class of individuals. B. Speech involving themselves or other Department personnel reflecting behavior that would reasonably be considered reckless or irresponsible. Personnel should be aware that they may be subject to personal civil litigation for: A. Publishing or posting false information that harms the reputation of another person, group, or organization (defamation); B. Publishing or posting private facts and personal information about someone without their permission that has not been previously revealed to the public, is not of legitimate public concern, and would be offensive to a reasonable person; C. Using someone else’s name, likeness, or other personal attributes without that person’s permission for an exploitative purpose; or D. Publishing the creative work of another, trademarks, or certain confidential business information without the permission of the owner. Personnel should be aware that privacy settings and social media sites are constantly in flux, and they should never assume that personal information posted on such sites is sheltered. Personnel should expect that any information created, transmitted, downloaded, exchanged, or discussed in a public online forum could be viewed by the Department. Department members having tangible knowledge of a posting or of any website or web page that may adversely impact the Department will notify his or her supervisor. Any Department member that has questions related to social media can be directed to a member of the Public Information Officer (PIO) team or their Battalion Chief. St. Johns County Fire Rescue 1) 2) SOP Chapter 8 Report Security (HIPAA) Patient Information Release (3 pages) Purpose- To provide a policy and procedure on limiting access, disclosure, and use of Protected Health Information (PHI); to provide policies outlining patient rights and St. Johns County Fire Rescue’s (SJCFR) responsibilities in fulfilling patient requests; and to establish an acceptable format and consistent procedure to enable SJFR to become compliant with The Health Insurance Portability and Accountability Act of 1996 (HIPAA). Security of PHI is everyone’s responsibility. Scope- All Department personnel. Policy and Responsibility 3) SJCFR retains strict requirements on the security, access, disclosure and use of PHI. When PHI is accessed, disclosed and used, the individuals involved will make every effort, except in patient care situations, to only access, disclose and use PHI to the extent that only the minimum necessary information is used to accomplish the intended purpose. 4) Patients may exercise their rights to access, amend, restrict, and request an accounting, as well as lodge a complaint with either SJCFR or the Secretary of the Department of Health and Human Services. 5) It shall be the policy and responsibility of all personnel who may have or had access to PHI to understand and follow all policies and procedures related to HIPAA. Procedure 6) As a health care provider, the group must be compliant with the HIPAA Privacy Rule by April 14, 2003. Therefore, beginning on that date, the following must be adhered to: Administrative Personnel: Under HIPAA, individuals have the right to access and to request amendment or restriction on the use of their PHI, and restrictions on its use that is maintained in Designated Record Sets (DRS). Patient Access 7) Upon presentation to the Privacy Officer or his/her designee, the patient or appropriate representative (a parent of a minor, a person with power of attorney for the patient, a court appointed guardian or family member of a deceased patient) will complete a Request for Access Form. A valid driver’s license or military identification (a Social Security card will not be accepted) will be used to verify the identity of the patient or appropriate representative. 8) The privacy officer or his/her designee will act upon the request immediately if the records are stored at the main office. If the records are stored off site, the request will be made within fourteen (14) working days. 9) The privacy officer or his/her designee will act upon the request immediately to retrieve stored records from SJCFR storage area. Revised: October 1, 2002 Revised: January 1, 2013 Amendment to PHI 10) The patient or appropriate representative may request an amendment to their PHI. This request will be done through the privacy officer or his/her designee. The patient will do this by completing a Request for Amendment of PHI form provided by the privacy officer or his/her designee. The only PHI that can be amended are: name, address, current medical condition, past medical condition, current medications, allergies, or insurance information. Restriction of PHI use 11) SJCFR is not required to agree to any restrictions, and given the nature of our operation, we will not agree to a restriction without advice from legal counsel. Designated Record Sets 12) Under the Privacy Rule, the Designated Records Set (DRS) includes medical records that are created by SJCFR to make decisions about the patient. Items that are considered part of a DRS are: A. The Patient Care Report (PCR) created by EMS field personnel (this includes photographs, monitor strips, Physician Certification Statements, Refusal of Care forms), or any other source of data that is incorporated and/or attached to the Abbreviated EMS Report. B. The claims records or other paper records of submission of actual claims to Medicare or other insurance companies. C. Any patient specific claim information, including responses from insurance payers, such as remittance advice statements, Explanation of Medicare Benefits (EMOBs), charge screens, patient account statements, and signature authorization and agreement to pay documents. D. Amendments to PHI, or statements of disagreement by the patient requesting the amendment, or an accurate summary of the statement of disagreement. 13) The DRS also includes copies of records created by other service providers and other health care providers such as first responder units, assisting ambulance services, air medical services, nursing homes, hospitals, police departments, coroner’s office, etc. that are used by SJCFR as part of treatment and payment purposes related to the patient. Incidental Disclosures 14) SJCFR understands there will be times when there are incidental disclosures of PHI in the context of caring for a patient. The privacy laws were not intended to impede common health care practices that are essential in providing health care to the individual. Incidental disclosures are inevitable, but these will typically occur in radio, face-to-face conversation between health care providers, or when patient care information in written or St. Johns County Fire Rescue SOP Chapter 8 Report Security (HIPAA) Patient Information Release (3 pages) computer form is left out in the open for others to access or see. 15) The fundamental principle is all staff needs to be sensitive about the importance of maintaining the confidence and security of all material we create or use that contains patient care information. Coworkers and other staff personnel should not have access to information that is not necessary for the staff personnel to complete his or her job. For example, it is generally not appropriate for field personnel to have access to billing records of the patient. 16) However, all personnel must be sensitive to avoiding incidental disclosures to other health care providers and others who do not have a need to know the information. Pay attention to who is within earshot when you make verbal statements about a patient’s health information, and follow some of these common sense procedures for avoiding accidental or inadvertent disclosures: Verbal Security 17) Waiting or Public Areas: If patients are in waiting areas to discuss the service provided to them or to have billing questions answered, make sure there are no other persons in the waiting area, or if so, bring the patient into a screened area before engaging in discussion. 18) Bay Areas: Staff personnel should be sensitive to the fact that members of the public and other agencies may be present in the bay and other easily accessible areas. Conversations about patients and their health care should not take place in areas where those without a need to know are present. 19) Other Areas: Personnel should only discuss patient care information with those who are involved in the care of the patient, regardless of your physical location. You should be sensitive to your level of voice and to the fact others may be in the area when you are speaking. This approach is not meant to impede anyone’s ability to speak with other health care providers freely when engaged in the care of the patient. When it comes to treatment of the patient, you should be free to discuss all aspects of the patient’s medical condition, treatment provided, and any of their health information you may have in your possession with others involved in the care of the patient. Physical Security 20) Patient Care and Other Patient or Billing Records: Patient care reports should be stored in safe and secure areas. When any paper records concerning a patient are completed, they should not be left in open bins or on desktops or other surfaces. Only those with a need to have the information for the completion of their job duties should have access to any paper records. 21) Billing records, including all notes, remittance advices, charge slips or claim forms should not be left out in the open and should be stored in files or boxes that are secure and in an area with access limited to those who Revised: October 1, 2002 Revised: January 1, 2013 need access to the information for the completion of their job duties. 22) Computers and Entry Devices: Computer access terminals and other remote entry devices such as laptops should be kept secure. Access to any computer device should be by password only. Personnel should be sensitive to who may be in viewing range of the monitor screen and take simple steps to shield viewing of the screen by unauthorized persons. All remote devices such as laptops and PDAs should remain in the physical possession of the individual to whom it is assigned at all times. See Department policy concerning computer use. 23) Additionally: A. No copy of a report is to be thrown in the trash; it must be shredded. Any report that has been copied must be returned to Support Services office after use so that it may be shredded. B. No copy of a report is to be left lying out around the station. C. No report or copy of a report is to be removed from the station, unless it is being transported to the Support Services or Battalion Chief’s office. D. Students are not allowed to make copies of reports for any reason. E. The Department is allowed to give the Medical Examiner’s office a copy of a patient’s rescue report when pursuing an investigation relative to the cause of a patient’s death. Guidelines for releasing patient information to the Medical Examiner’s Office are as follows: Request must be in writing and signed by Medical Examiner. Written request must go through Fire Rescue Administration. Only office personnel are authorized to release a patient’s record. No patient information will be given over the phone by any Department personnel. Penalties for Violation 24) SJCFR takes its responsibility to safeguard patient information very seriously. There are significant legal penalties against companies and individuals that do not adhere to the laws that protect patient privacy. 25) Personnel who do not follow our policies on patient privacy will be subject to disciplinary action, up to and including verbal, written warnings, suspension and/or termination from the Department. SJCFR shall make every effort to provide remedial education and training as to our policies and procedures when there is a first time violation of our policies. Questions About This Policy or Any Privacy Issues 26) SJCFR has appointed a privacy officer to oversee our policies and procedures on patient privacy and to monitor compliance. The privacy officer is also available to you for consultation on any issues or concerns you have about how SJCFR deals with St. Johns County Fire Rescue SOP Chapter 8 Report Security (HIPAA) Patient Information Release (3 pages) protected health information. You should feel free to contact the privacy officer at any time with your questions or concerns. 27) SJCFR welcomes the ideas of any staff personnel who expresses a legitimate concern or complaint about any policy or practice related to the safeguarding of patient information and SJCFR‘s legal obligations to protect patient privacy. Medical Records of Personnel 28) SJCFR will, to the extent required by law, protect medical records it receives about personnel or other staff in a confidential manner. Generally, only those with a need to know the information will have access to it, and, even then, will only have access to as much information as is minimally necessary for the legitimate use of the medical records. In accordance with laws concerning disability discrimination, all medical records of staff will be kept in separate files apart from the member’s general employment file. These records will be secured with limited access by management. 29) Employment records are not considered to be protected health information, or PHI, subject to HIPAA safeguards, including certain medical records of personnel that are related to the job. These employment records not covered under HIPAA include, but are not limited to: information obtained to determine my suitability to perform the job duties (such as physical examination reports), drug and alcohol tests obtained in the course of employment, doctor’s excuses provided in accordance with the attendance policy, work-related injury and occupational exposure reports, and medical and laboratory reports related to such injuries or exposures, especially to the extent necessary to determine workers’ compensation coverage. 30) Nonetheless, despite the fact such records are not considered HIPAA protected, SJCFR will limit the use and disclosure of these records to only those with a need to have access to them, such as certain management staff, SJCFR designated physician, and state agencies pursuant to state law. 31) With respect to staff personnel of SJCFR, only health information that is obtained about staff in the course of providing medical services directly to them is considered PHI under HIPAA. In other words, if SJCFR provides medical service to a member, the protections typically given to such information of our EMS service patients applies to the member. These protections are subject to HIPAA exceptions, such as in the situation in which the staff member who used SJCFR was involved in a work-related injury while on duty. 32) As another example, if we receive a staff member's medical record in the course of providing the member with treatment and/or transport, it does not matter that SJCFR happens to be the employer – that record is PHI. If, however, the member submits a doctor's statement to a supervisor to document an absence or tardiness from Revised: October 1, 2002 Revised: January 1, 2013 work, SJCFR does not need to treat that statement as PHI. 33) Any questions regarding application of the foregoing policies and procedures should be directed to the privacy officer, who may consult with legal counsel regarding the issue(s) if needed. Fire Reports 34) Copies of fire reports requested by the public or media will be released through the Fire Prevention division. Station personnel are directed to refer these requests to Fire Prevention. Computer Aided Dispatch (CAD) 35) All information provided through CAD is private information that is not to be released in any fashion, i.e. screen prints, screen pictures, etc. 36) Personnel that are provided CAD access away from duty are not to share information displayed on the CAD screen with non-departmental personnel. Sharing information in this fashion will result in disciplinary action. St. Johns County Fire Rescue SOP Chapter 9 IMS Policy (5 pages) 1) Purpose: To provide for the safety of personnel operating at emergency incidents through improved command and control, and to improve the use of resources and tactical effectiveness. The policy is also intended to comply with Federal OSHA/EPA regulations requiring the use of an incident management system at hazardous materials incidents (29 CFR 1910.120 and 40 CFR). 2) Scope: This policy applies to all personnel of St. Johns County Fire Rescue operating in the field. 3) Definitions: A number of terms and titles have specific meanings and definitions under the nationally recognized incident management system (NIMS) or incident command system (ICS). Standardized definitions are necessary to avoid confusion created when jurisdictions use the same term for two different resources or positions. Basic Requirements 4) ICS System Adopted: The basic system adopted for use by St. Johns County Fire Rescue shall be the Incident Command System (ICS) as established by the National Fire Academy and the National Wildfire Coordinating Group, except as modified herein. This policy describes the basic positions and implementation of the system. For incidents requiring a more complex system than described in this chapter, the ICS system, overhead positions, and procedures as taught in NIMS courses shall be utilized. 5) Incident Commander Required: An Incident Commander (IC) will be established for every applicable incident, regardless of size or complexity. All other ICS positions will be established and filled only as directed by the IC based on the size and complexity of the incident. 6) Mass Casualty Plan incorporated: The Department participates in a standardized regional plan for management of mass casualty incidents. It is intended this plan complement rather than replace the mass casualty plan. Command Responsibilities 7) Command Priorities – The IC is responsible for the completion of the strategic and tactical priorities. The three priorities in order are: A. Life Safety (Search/rescue; citizen safety; firefighter safety) B. Incident Stabilization (Exposure protections; water supply; ventilation; fire attack) C. Property Conservation (Salvage; overhaul; etc.) 8) Safety, Accountability, and Welfare – The Incident Commander has a fourth tactical priority ongoing Revised: September 1, 2004 Revised: January 1, 2013 Revised: November 1, 2013 throughout an incident to provide for the safety, accountability, and welfare of personnel assigned to the incident and ensure that civilian responder safety has been addressed. The IC serves as the ultimate incident safety officer and is responsible for preventing firefighter injuries and/or death. Functions of Command 9) Functions of Command include: A. Assume and announce Command, and establish an effective operations position (Command Post). B. Rapidly evaluate the situation (size up/risk benefit determination/360 walk around/control utilities). C. Initiate, maintain, and control the communications process. D. Identify the overall strategy (strategic goals), develop an incident action plan, and assign companies and personnel consistent with the plan standard operating procedures (SOP), and standard operating guides (SOG). E. Develop an effective Incident Management Organization. F. Provide tactical objectives. G. Review, evaluate, and revise (as needed) the incident action plan (IAP). H. Provide for the continuity, transfer, and termination of Command. 10) Strategic Goals and Tactical Objectives: The IC is responsible for determining the strategic goals and tactical objectives that will be necessary to complete the incident priorities. 11) Incident Command Structure: The IC develops an incident command structure appropriate for the incident. Positions including “Safety Officer,” “Division Supervisor,” or “Planning Section Chief,” are filled only at the direction of the IC. If a staff or command position is not filled, the IC is responsible for carrying out the functions of that position. 12) Resources: The IC assesses resource needs for the incident and orders as needed, deploys resources at the incident, and releases unneeded resources. 13) Coordination: The IC coordinates overall emergency activities, and also coordinates the activities of outside agencies. 14) Information Release: Only the Fire Rescue Chief (or designee) may release information to the media. Refer to SOP Chapter 6- Press Releases for further information. Establishing Command 15) First arriving units to emergency events many times are faced with overwhelming needs. The purpose of first-in units establishing “Command” is to begin a St. Johns County Fire Rescue SOP Chapter 9 IMS Policy (5 pages) 16) 17) 18) 19) systematic method of prioritizing and effectively communicating assignments. Arrival: For incidents that require the commitment of multiple companies or units, the first unit or personnel on the scene must establish and announce “Command,” and develop an incident command structure appropriate for the incident. The first St. Johns County Fire Rescue personnel or unit to arrive at the scene shall establish Command of the incident unless: A. A single company incident (trash fires, single patient EMS incidents, etc.) may only require the Company or unit acknowledge their arrival on scene. There is no need to formally announce who is in Command if only one unit will be on scene; the assumption is made that the ranking officer/personnel on that unit is the IC. B. Incidents involving an eminent rescue situation whereby the first arriving must commit all personnel to the rescue effort. This strategy/tactic must be communicated to the remaining responding units who will be responsible for establishing Command. The initial Incident Commander shall remain in Command until Command is transferred (preferably face to face) and/or the incident is stabilized and terminated. Arrival Report/Initial Communications: The first arriving unit or personnel activates the Command process by giving an arrival report and initial communications which includes: A. Unit arriving on the scene and Command name B. A brief description of the incident situation i.e. building size, occupancy, hazmat release, multivehicle accident, etc. Note: This should be what you can see from inside your vehicle. Never delay an arrival report while you investigate. If you see “nothing showing” at a reported fire, then say so. C. Obvious conditions (working fire, hazmat spill, multiple patients, etc) D. Size-up, risk benefit determination, declaration of command mode and strategy E. Brief description of the action that will be taken F. Any obvious safety concerns G. Assumption, identification, and location of Command H. Directs and/or requests resources; release resources as required. Radio Designation: The radio designation “Command” will be used along with the geographical location of the incident (i.e., “7th Street Command,” “Courthouse Command”). This designation will not change throughout the duration of the incident. The designation of “Command” remains with the officer currently in Command of the incident. All radio traffic to and from the IC shall use the full designation Revised: September 1, 2004 Revised: January 1, 2013 Revised: November 1, 2013 (“Courthouse Command” and not just “Command”), to avoid any possible confusion when multiple incidents are using the same frequencies. For multiple incidents in the same general location (i.e. multiple MVC’s on I-95), area command should be utilized with each subsequent MVC becoming a “division” and a division lead identified. Example: “I-95 North Command” established; as a result two subsequent MVC’s occur in close location; “I-95 North Command” is notified and identifies new MVC’s and first in unit as “Division A” and “Division B”. Command Options, Structure Fires 20) Command Modes: If a Chief Officer or unit without tactical capabilities (i.e., staff vehicle, private vehicle, no equipment, etc.) initiates Command, the establishment of a Command Post should be a top priority. However, at many incidents the initial Incident Commander will be a Company Officer. The following Command options define the Company Officer’s roles and responsibilities in the command process. A. Investigation Mode--(“Nothing Showing”): Situations generally require investigation by the initial arriving company while other units remain in a staged mode. The officer should go with the company to investigate while utilizing a portable radio to Command the incident. B. Offensive Mode--(Working Command): Situations which require the company officers direct involvement in tactical or task oriented situations, however, it does not relieve them of the responsibility of Command. The company officer should declare an overall offensive strategy (i.e. “search in progress”, “setting up for interior attack”, etc.) and work tactically with assigned crew. Command must relay tactical information to the next arriving units to support the overall strategy prior to committing to the structure. Company officers must be mindful that situations without a life safety hazard, the two intwo out rule shall be followed. C. Defensive Mode: (Formal/Defensive Ops) Certain incidents, by virtue of their size, complexity, or potential for rapid expansion, require immediate strong, direct, overall Command. In such cases, the Company Officer will initially assume an exterior, safe, and effective Command position and maintain that position until relieved by a more senior officer. Transfer of Command 21) If a unit has two or more personnel on board, or if two units arrive at the same time, then the highest-ranking officer will establish Command. St. Johns County Fire Rescue SOP Chapter 9 IMS Policy Revised: September 1, 2004 Revised: January 1, 2013 Revised: November 1, 2013 (5 pages) 22) Once an officer is in Command, assumption of Command is discretionary for higher seniority personnel arriving on scene, depending on the situation and magnitude of the incident. Other options include participation as a crewmember, filling an ICS position under the current IC, or assume advisor positions. For complex, large, or escalating incidents, such as working structure fires, technical rescues, etc., Chief officers shall assume Command. 23) SOP 5-Chain of Command establishes the seniority of St. Johns County Fire Rescue personnel for purposes of authority to assume Command from an existing IC. 24) Multiple transfers of Command can result in inefficient operations and possible safety problems. Personnel are encouraged not to automatically assume Command when the current IC is adequately performing the duties and the incident is not expanding. Personnel are not required or expected to assume Command when a higher-ranking officer is expected to arrive within minutes and assume Command from the current IC. Example: A Lieutenant has established Command of a rapidly growing incident. A Captain assigned to a unit has arrived on scene and a Battalion Chief or Section Chief will arrive on scene within three minutes. The Captain would normally remain in charge of his/her assigned unit, and allow the Chief Officer to assume Command directly from the initial IC, thus reducing the number of Command transfers. 25) The person assuming Command will communicate with the person being relieved by radio or face-toface. 'Face to face' is the preferred method to transfer Command. 26) The person being relieved will brief the person assuming Command indicating the following: A. Incident conditions (fire location and extent, hazmat spill or release, number of patients, etc.) B. Incident Action Plan. C. Progress toward completion of the strategic/tactical objectives. D. Safety considerations. E. Deployment and assignment of operating companies and personnel. F. Appraisal of need for additional resources. G. Review of any tactical worksheets or other documentation. H. Any specialty needs. IC, General Considerations 27) Transfer not automatic: The arrival of a more senior officer on the scene does not mean Command has been transferred to that officer. Command is only transferred when the outlined Transfer-of-Command process has been completed. Once the process is 28) 29) 30) 31) 32) complete the new IC should announce they are “assuming command” over the radio. F/R Dispatch will then notify all units of the change in command. Authority and responsibility: The IC has the overall responsibility for managing an incident. The IC has complete authority and responsibility for the incident, within the limitations of County and Department policy. If a higher-ranking officer wants to effect a change in the management of an incident, they must relay information through the IC; to assume command the higher ranking officer must first be on the scene of the incident, and then utilize the Transfer-ofCommand procedure. Dispatch/Allocation of Resources: The IC’s responsibility is to request the type and amount of resources needed to safely and effectively resolve the incident in accordance with the Incident Action Plan (IAP) and Department policies and guidelines. If the number or type of resources needed for the IAP is not assigned or available, then the IC is responsible for revising the IAP to make the best use of available resources. Example: The IC requests three tankers to provide water supply for an interior attack at a structure fire. If the requested tankers are not available or assigned (dispatched), the IC may need to revise the IAP and call for a defensive (exterior) attack. Most resource requests from an IC will be honored by Fire Rescue Communications as a routine function. However, the on-duty Battalion Chief, Section/Deputy Chief, or Fire Rescue Chief has the authority to substitute other resources or to limit the number of resources assigned to an incident. Limiting the number of assigned resources is normally done when a large incident or multiple smaller incidents have made the remaining resources scarce. Coverage/Move-ups: The IC is not responsible for maintaining coverage of all areas of the County or the district in which the incident is occurring. This function, including assignment of units to move-up or fill-in for committed units, is the responsibility of an on-duty Battalion Chief not committed to the incident or other person designated by the Fire Rescue Chief. Fire Rescue Communications monitors the need for staging and move-ups, and will coordinate any need with the appropriate officers. Limitations to Incident Commander’s Authority: In natural or widespread disasters there may be a need to exercise direction and control of multiple incidents from a single point. In such cases an “Area Command” may be established, or all units may be placed into a single incident command structure with one or more individual incidents assigned to a Division Supervisor. In this case the new Incident Commander does not need to be “on scene” to relieve any existing IC. St. Johns County Fire Rescue SOP Chapter 9 IMS Policy (5 pages) 33) When there are multiple pending calls for service, the circumstances may require that units on a fire or other incident leave the scene before the situation is fully resolved. Such action may also be required when weather conditions do not permit safe continuation of emergency activities. The Battalion Chief, Section/Deputy Chief, or the Fire Rescue Chief will have the authority to direct the withdrawal of some or all resources allocated to an incident. In no case will an individual IC have the authority to overrule such an order. Company Officers 34) Common Responsibilities: Common command related responsibilities for all Company Officers include the following: A. Verify dispatch information before response. B. Verify that nametags for all personnel have been placed on vehicle passport. C. Upon arrival, either initiate Command or check-in as described in SOP Chapter 101Accountability. D. Obtain assignment briefing from IC (or Division/Group Supervisor when assigned). E. Review assignments with subordinates and assign tasks. F. Coordinate activities with adjacent single resources, strike teams, or task forces. G. Keep supervisor advised of situation and resource status. H. Retain control of assigned resources (personnel and equipment), including while in rehab, staging or other non-incident areas. I. Brief subordinates on safety considerations, including escape routes and safety zones where appropriate. Provide for their welfare. J. Maintain communications discipline. K. Maintain appropriate documentation, including ICS 214 form when required. L. Maintain company integrity. Stay aware of the location and condition of all company personnel. M. Ensure company safety. Consideration needs to be given early to response of an Incident Safety Officer (ISO) and rehab unit. Radio Designations 35) The IC’s ability to succinctly and clearly communicate orders eliminates confusion and gives subordinates’ defined boundaries in which to operate. 36) On an emergency scene, teams who move from assignment to assignment and from place to place, changing their radio designators repeatedly, will generate unnecessary communication confusion. For this reason, team-level tactical resources will be called by their correct apparatus name (i.e. Engine 15, Rescue 10, Ladder 6, etc.) Revised: September 1, 2004 Revised: January 1, 2013 Revised: November 1, 2013 37) Personnel arriving POV and not already part of a “team” should be assigned to either an established team (i.e. Engine 14) or a leader designated by command as a “manpower” resource. Two examples: A. A Lieutenant and two firefighters arrive POV. The IC can elect to assign each of these to a teamlevel tactical resource (i.e. Engine 14 and Rescue 10). Individual resources, such as a Section Chief or training officer, may also have personnel assigned, using their individual radio designators (i.e. County 2, Training 3, etc.). B. The IC may also elect to keep them together with the designation of the team leader’s rank and name (i.e. Engineer Smith, Firefighter Jones). 38) As the incident expands, the IC may elect to establish Division or Group Supervisors, or other formal command staff positions as described in the NIMS Incident Command System. When such positions are formally established, the individual assigned to that role will normally fill that function for the remainder of the incident. The individual will use the appropriate radio designation, usually related to a strategic assignment or geographic location, for that position. Some examples would be the designation of a Division/Group Supervisor for “Ventilation”, “Division A”, “North Division” or “Interior”. 39) When an individual is assigned to a formal position in the ICS structure (other than that of single resource supervisor), that person may be assigned to fill that new position only, or may have the formal position in addition to their normal assignment. Examples: The Lieutenant in charge of Engine 12 arrives at a working brush fire and the IC directs that Lieutenant to assume the position of “Division A” supervisor. The Lieutenant would use the radio call sign “Division A” when communicating on the radio. The Lieutenant also remains in direct supervision of the firefighters on Engine 12, and will answer calls to that unit. A Captain in charge of Engine 8 arrives at a working structure fire. The IC directs the Captain to assume the position of “Interior Division” supervisor. The Captain delegates the responsibility of Engine 8 and crew to the senior firefighter, who then assumes the radio call sign “Engine 8”. The Captain then supervises whatever units are assigned to his/her division, usually for the duration of the incident. Note: the Division Supervisor need not remain physically present inside the building at all times. They must simply by able to direct and maintain accountability of all assigned resources. Rescue 7 arrives at a structure fire. The IC directs the unit to begin an interior search of the building. Since no formal ICS assignment/designation has been made, Rescue 7’s officer/engineer will St. Johns County Fire Rescue SOP Chapter 9 IMS Policy (5 pages) continue to use the radio call sign “Rescue 7”, and remains responsible for that crew only. If other companies are assigned to the interior at the same time, the company officers should coordinate their actions with each other, but will report directly to the IC. 40) In referencing the geographic boundaries of an incident (i.e. building, residence, etc.), the terminology used will be the letters A, B, C, D, etc., starting clockwise from a focal point (most often the address side of the building). Buildings with more than one floor will be addressed as the floor first, followed by the assigned letter (i.e. 2-B, 4-C, etc). Fourth Floor 4-A Third Floor 3-A Second Floor 2-A First Floor 1-A Firefighter Responsibilities 41) Whenever assigned to an apparatus, ensure that nametag is placed on vehicle passport board at the beginning of assigned shift or special detail. Calledback personnel or reassigned personnel manning a unit will place nametags on the passport before leaving the station. 42) Determine who the Company Officer is for the shift or incident. 43) Ensure that instructions are clear and understood. 44) Perform all work safely (to protect self and other workers). 45) Report accidents, injuries, or unsafe conditions to your assigned officer or supervisor. Revised: September 1, 2004 Revised: January 1, 2013 Revised: November 1, 2013 46) Keep your assigned officer or supervisor informed on progress of assignment or changing incident conditions. 47) Notify your assigned officer or supervisor when assignment is complete so that next assignment may be made. St. Johns County Fire Rescue SOP Chapter 10 Automatic Aid/Mutual Aid Deployments (3 pages) 1) Purpose: To define the response of St. Johns County Fire Rescue to requests for automatic and mutual aid. To establish the proper use of automatic and mutual aid by St. Johns County Fire Rescue, and address response or deployment for out of county requests through the State Emergency Response Plan (SERP) and a Emergency Management Assistance Compact (EMAC). 2) Scope: This policy is to be followed by: A. Battalion Chiefs (or designee) who receives an automatic or mutual aid request. B. Incident Commanders who need automatic or mutual aid assistance. C. Fire Rescue Communications officers in processing these types of requests. D. Personnel responding to automatic or mutual aid calls. Definitions 3) Automatic Aid: An automatic predetermined response from a neighboring fire department for assistance at structure fires, explosions, and building collapse as determined by the interlocal agreement. 4) Mutual Aid: A request for assistance by neighboring fire departments for immediate assistance of personnel and equipment. The requesting jurisdiction will identify the need and relay that information to the responding jurisdiction communications center. 5) Talk Groups: A talkgroup is an assigned group on a trunked radio system. Unlike a conventional radio which assigns users a certain frequency, a trunk system takes a number of frequencies allocated to the system, then the control channel coordinates the system so talkgroups can share these frequencies seamlessly. When directed to a talk group on SJCFR radios, the selector dials on the radio are used; the radio display will only identify the name of the talk group (i.e. radio dials on “A” and “1”; radio display is “Talk Group” FireDisp. Background 6) No fire rescue department can be totally prepared for all emergencies. Automatic or Mutual aid agreements provide for the shared use of resources to properly manage large or multiple incidents where the local fire rescue department is overtaxed. Policy 7) St. Johns County Fire Rescue will normally: A. Assist neighboring jurisdictions upon request. B. Use automatic and mutual aid for immediate assistance at major emergencies. C. Use automatic and mutual aid to assist with simultaneous alarms. D. Utilize off-shift recall of personnel to man reserve apparatus to protect the County when the on-duty shift is overly committed. Revised: March 1, 2005 Revised: January 1, 2013 Revised: March 1, 2013 Revised: June 1, 2021 Requests for Automatic/Mutual Aid from other Jurisdictions 8) Automatic and Mutual Aid requests are immediately answered through Fire Rescue Communications by response of requested apparatus under the following circumstances: A. A single resource is requested (i.e. {1} engine company or {1} rescue unit). B. The single resource requested that would normally receive the assignment is available. 9) Unless there are response concerns identified by the Communications Shift Leader, the Battalion Chief will be notified after response is initiated. For all other requests not covered in number 7, the Battalion Chief will assess the resources available to determine a response for aiding other jurisdictions. 10) Automatic Aid is answered by Fire Rescue Communications to the designated department automatically when the criteria as outlined of this policy is met. This means that many times units are responding simultaneously, with limited information available. 11) Mutual Aid requests by other jurisdictions shall be immediately answered and the Battalion Chief (or designee) notified, when the criteria as outlined in number 4 and number 7 of this policy are met. Frequently, these requests are the result of direct communications from the Incident Commander or a responding fire rescue officer requesting aid. A Battalion Chief will respond with a request of 2 or more mutual aid units. 12) The Battalion Chief will reposition units as needed to cover the response area of the responding Automatic/Mutual Aid apparatus. If units dispatched on automatic/mutual aid will be committed for a significant period of time, the Administrator On Call may consider reinforcing the shift with off-shift recall or manning reserve apparatus through shift redistribution. 13) It is understood no obligation exists to provide Automatic/Mutual Aid if doing so seriously jeopardizes St. Johns County Fire Rescue’s ability to provide fire protection or emergency medical services within the response areas. The requesting agency will be notified of the decision and reason for deferring the request. 14) Should there be some doubt regarding the legitimacy of a Mutual Aid request, apparatus will begin response while the alarm is clarified by the Battalion Chief and Fire Rescue Communications. Requesting Automatic/Mutual Aid 15) Automatic Aid will be requested by Fire Rescue Communications to the designated department automatically when the criteria for structure fire, explosion, and/or building collapse exists in the designated response area. St. Johns County Fire Rescue SOP Chapter 10 Automatic Aid/Mutual Aid Deployments (3 pages) 16) The Incident Commander and/or officer may request Mutual Aid whenever the incident is beyond the capability of the on-scene and responding crews to control. 17) The Battalion Chief (or designee) may request mutual aid whenever multiple incidents overtax the resources of the on-duty shift. 18) A request for Mutual Aid to Fire Rescue Communications should include the type of apparatus or equipment needed. 19) Mutual Aid may be requested based on the following guidelines: A. The fire will require two or more hose lines to control. B. People are reported trapped by fire. C. Large-scale evacuations are required. D. Hazardous materials are present that requires specialized assistance. E. MCI (see also SOP 99- MCI/START) F. Any other alarm when the Incident Commander or Battalion Chief feels mutual aid is needed. 20) Mutual Aid shall be requested as early in the incident as possible, usually as part of the initial size-up. Rules for Automatic/Mutual Aid Operations 21) All units should follow model ICS guidelines and general IFSTA/NFPA guidelines for emergency operations. St. Johns County Fire Rescue units responding to Automatic/Mutual Aid will follow standard policies/procedures/guidelines unless given specific assignments by the Incident Commander. Likewise, Automatic/Mutual Aid companies responding into St. Johns County will follow their normal procedures unless given specific assignments by the Incident Commander. 22) The person in charge of the incident will usually be the designated Incident Commander of the jurisdiction involved. Automatic/Mutual Aid units, under most circumstances, will not assume command outside their jurisdictional area. If units outside their jurisdiction arrive first on the scene, command should be passed and standard operating polices/procedures/guidelines followed. First on-scene units, whether jurisdictional or through Automatic/Mutual Aid, should give a size-up and planned action. 23) Communications should be handled over the assigned frequencies or talk groups of the requesting jurisdiction, if possible. If units responding do not have this capability, the arriving unit(s) will check in with the Incident Commander and receive a radio and assignment. Responding Automatic/Mutual Aid companies from this Department will inform Fire-Rescue Communications when changing from a St. Johns County Fire Rescue channel. 24) Upon arriving near the scene and effective radio communications established, the incoming Automatic/Mutual Aid unit should notify the Incident Revised: March 1, 2005 Revised: January 1, 2013 Revised: March 1, 2013 Revised: June 1, 2021 Commander on the designated operating channel their unit is on-scene and staged (usually one block from the scene). In the absence of effective radio communications, the incoming apparatus company officer should position apparatus appropriately and report to command in full PPE (if applicable), present accountability PASSPORT, and be ready for assignment. 25) Responding crews will be kept intact if possible. Personnel of automatic/mutual aid companies should be kept together as a work unit. 26) Problems or issues that occur between agencies or departments while on scene will not be addressed while the emergency is on-going. The incident will be documented and forwarded to the Fire Rescue Chief for review. 27) Automatic/Mutual Aid companies should be returned to service as soon as practical. Training 28) All involved fire rescue departments should schedule training on a periodic basis to maintain operational effectiveness. Exercises may include daily joint training, tabletop exercises, or joint major disaster exercises. 29) Any significant changes in operating procedures or guidelines should be shared with all of the involved agencies where Automatic/Mutual Aid is given/received. Other Deployments 30) In addition to Automatic/Mutual Aid responses that may be requested by surrounding fire departments, SJCFR may also deploy as part of the Florida Fire Chief’s Association (FFCA) Statewide Emergency Response Plan (SERP), or an Emergency Management Assistance Compact (EMAC) as requested by the Florida Department of Emergency Management (FDEM). 31) Deployed personnel are based on a voluntary selection, but the personnel must have the credentials and qualifications to meet the mission request. 32) Long-term deployments may require an adjustment of return to duty date and will be based on the rehabilitation timeframe listed in the mission orders. 33) A SERP/EMAC compensation package shall be in effect for the St Johns County Fire Rescue personnel who are approved by the Department and deployed:  In accordance with the FFCA SERP during an event which has been assigned a Mission Number through the State Emergency Operations Center, ESF 4/9 Section.  During an EMAC deployment when authorized by the State of Florida and an EMAC mission number is assigned, accepted by the State and issued. 34) It is understood that personnel deploying on these authorized missions are expected to be on call 24 hours a day and may endure hostile environments with limited St. Johns County Fire Rescue SOP Chapter 10 Automatic Aid/Mutual Aid Deployments (3 pages) access to resources. It is also understood that these personnel are held to the utmost expectations and shall represent the agency and the State of Florida with the highest level of professionalism and capabilities. All mission requirements shall be fulfilled to the highest extent possible to include all State and SJCFR required documentation. 35) During these approved deployments, the authorized personnel will be compensated in accordance with following portal to portal procedure and rate: Non Exempt Employees  The employee will be considered on duty when he/she checks in on the selected date and time at the designated staging deployment area as identified by a SJCFR Chief Officer or designee.  The employee will be considered off duty when he/she checks out on the selected date and time at the designated home base staging area and is released by a SJCFR Chief Officer or designee.  The employee will be compensated at their hourly rate in accordance with the current Collective Bargaining Agreement for all deployed hours. Exempt Employees  The employee will be considered on duty when he/she checks in on the selected date and time at the designated staging deployment area as identified by a SJCFR Chief Officer or designee.  The employee will be considered off duty when he/she checks out on the selected date and time at the designated home base staging area and is released by a SJCFR Chief Officer or designee.  The employee will be compensated at their normal hourly rate (straight time) for all deployed hours. Automatic Aid Agreements 36) St. Johns County Fire Rescue currently has Automatic Aid Agreements with the following agencies/counties:  City of St. Augustine  Clay County Fire Rescue  Flagler County  Jacksonville Fire Rescue Communications-City of St. Augustine 37) Automatic and Mutual Aid response is built into the CAD response matrix for all events, whether located within the City limits or in the County. St. Johns County Fire Rescue and the St. Augustine Fire Department are dispatched and operate on the same 800 MHz radio system. Revised: March 1, 2005 Revised: January 1, 2013 Revised: March 1, 2013 Revised: June 1, 2021 38) Automatic Aid apparatus dispatched at the onset of the event are directly assigned Talk Groups by Fire Rescue Communications. Communications-Clay County– Flagler County 39) Clay County Fire Rescue, and Flagler County Fire Rescue operate on 800MHz communications systems. The Federal Communications Commission (FCC) has assigned specific talk groups to be used exclusively for interoperable communications between radio users on different 800MHz radio systems. 40) The St. Johns County 800MHz communications system provides access at the console level to the ‘calling channel’ Talk Group C-3 (8CALL90) and ‘tactical channel’ Talk Group C-5 (8TAC92), where units providing automatic or mutual aid to St. Johns County can be “patched” into the working talk group being used for the incident. Both interoperability talk groups are also programmed into all mobile and portable radios in CZone (Talk Groups C-4, C-5, C-6, C-7). 41) These two FCC interoperability talk groups will be utilized by St. Johns County Fire Rescue when automatic or mutual aid is given to or received from any county or agency with incompatible 800MHz communications systems. Jacksonville Fire Rescue 42) The Jacksonville Fire Rescue Department (JFRD) operates on an 800 MHz system that is Project 25 (P25) compliant, meaning that St. Johns County radios and JFRD radios are completely compatible for interoperability without the need for a “patch”. 43) Under normal circumstances, 800MHz talk group assignments will be provided at the time of initial dispatch to apparatus responding into Duval County for automatic or mutual aid. If not initially provided by Fire Rescue Communications, apparatus responding into Duval County will be directed to Talk Group B-13 for initial contact with Jacksonville Fire Rescue Communications, which will provide further instructions for talk group assignment. 44) For all events located within Duval County where St. Johns County Fire Rescue has been dispatched without Jacksonville Fire Rescue response, Fire Rescue Communications may keep the responding apparatus on the primary Talk Group A-1 or opt to assign an alternate talk group for the duration of the event. Putnam County 45) All Putnam County Fire Rescue communications are operated on VHF frequencies. For responses into Putnam County, St. Johns County Fire Rescue units will continue to communicate with Putnam County via VHF communications. St. Johns County Fire Rescue SOP Chapter 11 Computer Usage (2 pages) 1) Purpose: The purpose of this policy is to provide for the safety and integrity of all County hardware, software, and data files. 2) Scope: This policy applies to any Fire-Rescue personnel who has access to computer equipment utilized by the Department. This policy applies to all computer equipment, software, and records owned or licensed to St. Johns County. Computer Use 3) Any personnel using a St. Johns County computer is considered a user, and is obliged to comply with this policy. The County computer system may only be used for the purpose of conducting County business and may only be accessed by authorized users. All personnel are required to read, understand and comply with this policy. A Policy Acknowledgement form must be completed by every user and shall be maintained in the personnel file. User Rights and Responsibilities 4) Users consent to having their activities on the system/network monitored and recorded. If such monitoring or recordings reveal suspected criminal activity or any other violation of these policies and procedures the information will be forwarded to the appropriate authorities and/or supervisors. 5) Personnel gaining access to any account not assigned to them is prohibited and may be subject to disciplinary action. 6) Personnel may not use an assigned computer to interrupt, destroy or limit the functionality of any software or hardware, telecommunications equipment, or diminish the quality of, interfere with the performance of, or impair the functionality of any other computer system inside or outside of the County’s network. 7) Malicious computer code, files, or programs, including but not limited to computer viruses and the like must be immediately reported to the Management Information Systems (MIS) Department. 8) Personnel having knowledge of security violations are responsible for immediately informing their supervisor and the MIS Department. 9) Users are responsible for the use and control of their accounts including but not limited to choosing and protecting passwords, file maintenance, etc. 10) Users are not permitted to intentionally modify files without permission from the owner of the file, regardless of the file’s system permissions. 11) Disclosure or transmission of propriety information, including but not limited to, hardware, network configuration, security or software products, by any means without the express authorization by the County Administrator or designee is prohibited. 12) All digital data such as files, records, and emails on County systems, which are not considered personal, are Revised: October 1, 2002 Revised: January 1, 2013 Revised: October 1, 2016 subject to F.S. Chapter 119. All email is journalized and available to the public. Internet Access from Home 13) Department Directors may authorize personnel who telecommute full time to be reimbursed (up to 100% of paid fees) for Internet access. Partial reimbursement for Internet access fees may be authorized by the Department Director based on the number of hours spent in a telecommuting status and the availability of funding. Hardware and Software 14) Authorization for the purchase of software or hardware will not be approved until it is reviewed by the MIS Department and Fire Rescue Chief or designee. 15) Personal software is prohibited on County computers. 16) Personal computer hardware is not permitted to be connected to or interfaced with County computers or equipment unless reviewed and approved by the MIS Department. A Waiver of Liability statement must be signed by the user if the exception is approved. 17) All authorized software obtained from other sources is required to be reviewed, tested, and have an approved anti-virus scan performed on it by the MIS Department prior to installation. 18) Personal work is not permitted on County computers except correspondence and postings for the County Message Board. 19) Copyrighted, licensed and County-owned software is not permitted to be copied unless authorized by MIS to conduct a system backup. 20) Software is not permitted to be installed or downloaded without authorization from the MIS Department Computer Problems 21) County computer equipment shall not be moved or relocated without the approval of the appropriate Section Chief and will be coordinated with the MIS Department. 22) Station officers are responsible for keeping informed, trained, and knowledgeable of Department computers and software. Determining if it is a “user” issue versus a “computer/software” issue starts at the station officer level. 23) Personnel shall not contact the MIS Department directly with any problem or request. Any problems encountered with computers/software that are vetted first at the station officer level will then be reported to the Battalion Chief’s office. The Battalion Chief will be responsible for keeping informed, trained, and knowledgeable of Department computers and software. Depending on the issue, the Battalion Chief may elect to contact MIS directly, or have a work order submitted. 24) Personnel are expected to follow any directives sent through Fire Rescue Administration relative to computers and software. St. Johns County Fire Rescue SOP Chapter 11 Computer Usage (2 pages) Computer Problems-Reporting Process 25) E-mail all work order requests to the “Fire-Rescue Computer Support” group. Work orders should be submitted by the Officer in Charge, as they need to be aware of any issues at the station. 26) Do not directly e-mail or call MIS technicians in regards to new work orders, as the other members of the “FireRescue Computer Support” group need to know the amount and scope of the work orders generated. 27) If you are experiencing a priority 1 (Hot) work stoppage, a call for assistance to the MIS technician will be made by the appropriate Battalion Chief or Deputy Chief. 28) The rationale for each priority: (1) Hot – Specific Building or Department wide issue; multiple individuals are affected (2) High - PC down; Single individual can't access network (3) Medium - Single individual is able to logon to network but can't access certain application(s) or printer(s) (4) Low - PC move, Equipment or Application installation (5) Routine - Scheduled maintenance 29) Once work orders are created, the MIS technician will address them in order of priority and then age. For example, if there are two or three priority 2 (High) work orders, which is not uncommon, then the oldest work order is addressed first. 30) When sending in an e-mail to “Fire-Rescue Computer Support” to have a work order created, include the DP sticker (County MIS barcode) of the piece of equipment that is not functioning correctly, or the DP sticker (County MIS barcode) of the PC you are working on. Include which station you are at. Please note that the more information you put into the email about the problem, the faster it can be resolved. This is especially true if it is a problem that can be addressed while you are not on shift. Revised: October 1, 2002 Revised: January 1, 2013 Revised: October 1, 2016 St. Johns County Fire Rescue SOP Chapter 12 General Communications/800MHz (4 pages) 1) Purpose: The purpose of this policy to provide a basic understanding and set of generalized procedures for fire rescue radio communications. St. Johns County Fire Rescue operates on a countywide 800MHz trunked radio system managed by a Radio Systems Manager. 2) Scope: All personnel who may be responsible for radio operations and/or communications. General Information 3) All radio communication will normally be achieved by means of central dispatching, coordinated through Fire Rescue Communications. 4) Clear text language will be used at all times. Law Enforcement signals and 10-codes are not permitted, except as noted in the section titled Emergency Communications-Violent Situations. 5) Control numbers (CR) will be issued for every call dispatched. Control numbers are also issued for Department Investigation Reports, special assignments, special events, etc. 6) For assignments other than dispatched calls, notify Fire Rescue Communications to assign a control number (CR) and explain detail. 7) Radios will be used for official purposes only. No personal messages should be delivered on any Talk Group. 8) Personnel are not to call into Communications out of curiosity or to complain or question established communications policies or procedures. Any problems or questions will be reported to and handled by the Battalion Chief’s office. 800MHz System 9) St. Johns County Fire Rescue utilizes an 800MHz radio system (primary communications) and UHF radio system (emergency department communication). VHF radio communications may also be used in marine rescue applications. 10) The 800MHz system is an eleven site trunked radio system that enables interoperable communications between participating agencies and those with compatible (P25 compliant) systems. 1) An 800MHz trunked radio's "channel selector" defines a grouping of persons, users, agencies or radios as a “Talk Group”. When directed to a talk group on SJCFR radios, the selector dials on the radio are used; the radio display will only identify the actual name of the talk group (i.e. radio dials on “A” and “1”; radio display is “Talk Group” FireDisp. 11) Example: Talk Group A-1 (displayed on the radio as FireDisp) is the initial Talk Group assignment for all Fire Rescue apparatus to monitor dispatched events. For most routine events, units will remain on Talk Group A-1 unless directed by Fire Rescue Communications move to an alternate Talk Group. Revised: July 1, 2006 Revised: January 1, 2013 Revised: March 1, 2013 Revised: June 1, 2015 12) The Talk Group listing/designations are on each apparatus and on Q-drive/Fire Rescue/SJFR Manuals. Fire Rescue Communications will refer to “Talk Groups” only by the radio selector dials when directing units (i.e. “St. Johns Engine 20 switch to C5). 13) Company officers will become completely familiar with Talk Group designations, descriptions and their purpose. Portable Radios 14) Portable radios are specifically assigned to apparatus. Do not move radios between apparatus unless approved by the Battalion Chief. 15) Portable radios are “issued” during the shift change. The radio number will correspond to the apparatus and seat “position” in Telestaff. ƒ Officer/Engineer-Radio 1 ƒ Firefighter (first listed)- Radio 2 ƒ Firefighter (second listed)- Radio 3 ƒ Firefighter (third listed) – Radio 4 16) During shift change and verbal pass down to the oncoming crews, portable radios will be physically exchanged (face to face) between off-going and oncoming personnel. On-coming personnel shall make visual confirmation that the radio is present, functioning and free of damage. 17) After shift exchange and acceptance by the current crew member, he/she becomes the sole responsible party for the presence, condition and operation of the assigned portable radio. The on-coming crew member should confirm that any abnormal findings have been appropriately reported to the Station Officer prior to acceptance. 18) When charging portable radios, make sure manufactures recommendations are followed to help ensure prolonged battery life. Failure to follow these instructions may damage the battery. 19) Required--For personnel on duty and assigned to suppression or rescue apparatus, the assigned portable radio will be housed in the supplied harness/strap with the remote speaker microphone (RSM) attached. 20) Required--The portable radio and RSM will be best protected by positioning the harness/strap under your bunker coat. The RSM should be positioned outside the neck closure. Remember---proper PPE usage to include utilization of closures, snaps, Velcro, etc. when involved in potential hazardous environments is mandatory. 21) Personnel are accountable for the proper handling and use of these radios throughout the shift. Missing and/or damaged radios will be immediately reported to the Battalion Chief’s office, who will initiate a Department Investigation Report. Radio harness straps have been provided at each station for personnel to utilize with the assigned portable. Using the St. Johns County Fire Rescue SOP Chapter 12 General Communications/800MHz (4 pages) harness/strap will greatly enhance the protection of the radio. 22) Missing and/or damaged radios outside of the direct performance of duty with a finding of gross misuse, neglect, abuse, and/or mishandling identified in the Department Investigation Report will be referred to the Fire Rescue Administration for formal review and disciplinary action. Actions may include written reprimand and/or suspension for first offense; further offenses will follow the progressive disciplinary policy up to and including termination. 23) Portables deemed out of service will be handled in accordance with SOP-Reporting Apparatus, Equipment and Station Needs. The portable will be delivered to the Fire Rescue Communications supervisor who will coordinate replacement and repair. 24) For “non-business” hours replacement of portable radios or RSM, the Battalion Chief can obtain immediate spares from the Communications Shift Leader. Damaged or non-functioning equipment will be turned over to the Shift Leader for processing. Portable Radio “Zones” 25) Additional Zones contain a multitude of Talk Groups which could be used in a support or mutual aid role. Selecting a new Zone is accomplished by using selector buttons on the back of the radio. 26) All portable radios will be set to SJCFR Zone A in order to access Fire Rescue primary Talk Groups. Dispatch Notification and Response 27) Radio transmissions will be short, concise and to the point. All radio transmissions should start with “St. Johns” and then your unit designation. By doing this, your unit designation number will be fully heard by Fire Rescue Communications. 28) Volume controls will be turned up sufficiently for personnel to hear any messages. 29) All radios will be on the primary Fire Talk Group A1 unless otherwise instructed by Fire Rescue Communications. Under normal circumstances, all fire rescue apparatus/personnel will be dispatched on this Talk Group. 30) Situations requiring response of more than two units (excluding Battalion Chief) will normally be moved to an appropriate working Talk Group upon dispatch, as assigned by Fire Rescue Communications. 31) Personnel will normally use radio headsets on the apparatus, if supplied. These headsets assist with both in and out of unit communications while responding to the emergency. Additionally, personnel assigned to the pump panel should use a radio headset. 32) All UHF radios will be on SJ Med 2, unless otherwise instructed by Fire Rescue Communications or Battalion Chief. Revised: July 1, 2006 Revised: January 1, 2013 Revised: March 1, 2013 Revised: June 1, 2015 33) All communication between apparatus and emergency departments will be on the hospital’s individually assigned UHF frequency (i.e. Flagler, MED 3-2), unless advised otherwise. Refer to the Emergency Department Notification section of this policy. 34) Units responding to emergency calls will notify Fire Rescue Communications when: ƒ Responding ƒ On scene ƒ Situation under control (or further information or requests) ƒ Preparing to transport (if applicable) ƒ Enroute/requesting radio notification to communicate with an E.D. (if applicable) ƒ Arrived at hospital (if applicable) ƒ Available/unavailable; returning to quarters Alert Tones 35) Units are alerted to pending calls using an alert tone (four short tones) automatically generated by the communications system on Talk Group A-1, which will be followed by identification of the units being dispatched. This transmission will also activate Station paging systems. Call specific information will be provided at that time. 36) It is imperative that each station ensures that their paging system is functioning correctly, reporting any problems immediately to the Battalion Chief’s office. 37) Portables 1 and 2 assigned to each unit will be enabled to receive alert tones; remaining portables will hear the information but will not alert. It is important when out of the station to monitor Talk Group A-1 for dispatch information. 38) Fire Rescue Communications also uses three distinct alert tones to “prepare” personnel for emergency and/or important radio traffic. 39) Alert Tone 1 ƒ Single long, high pitch sound ƒ Important message from Fire Rescue Communications ƒ Incident Command change 40) Alert Tone 2 ƒ Up and down, alternating pitch ƒ Mayday 41) Alert Tone 3 ƒ Rapid high pitch