HomeMy WebLinkAboutPolicy 803, 702, 612, 501, 401, 333, 327, 318, 102 Policy Jeffersonville Fire Department Policy Manual
803 Fire
Patient Medical Record Security and Privacy
803.1 PURPOSE AND SCOPE
The purpose of this policy is to establish appropriate administrative, technical, and physical safeguards for
patient medical records and to provide reasonable safeguards against prohibited uses and disclosures of
protected health information (PHI) in accordance with federal and state law, to include the following:
• Health Insurance Portability and Accountability Act (HIPAA) (42 USC § 201 et seq.)
• Indiana Access to Public Records Act (I.C. § 5-14-3-4(a)(9))
803.1.1 DEFINITIONS
Definitions related to this policy include:
Health information - Any information, whether oral or recorded in any form or medium, that is created or
received by the Department and relates to a person's past, present, or future physical or mental health or
condition, or past, present, or future payment for the provision of health care to a person (45 CFR
160.103).
Individually identifiable health information - Health information, including demographic information,
created or received by the Department that relates to an individual's past, present, or future physical or
mental health or condition, the provision of health care to the individual, or the past, present, or future
payment for the provision of health care to an individual, that can either identify the individual or provide a
reasonable basis to believe the information can be used to identify the individual (45 CFR 160.103).
Limited data set - PHI that excludes the following direct identifiers of an individual or of relatives,
employers, or household members of the individual (45 CFR 164.514(e)):
• Names
• Postal address information, other than town or city, state, and ZIP code
• Telephone or fax numbers
• Email addresses
• Social Security numbers
• Medical record numbers
• Health plan beneficiary numbers
• Account numbers
• Certificate or license numbers
• Vehicle identifiers and serial numbers, including license plate numbers
• Device identifiers and serial numbers
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• Web Universal Resource Locators (URLs)
• Internet Protocol (IP) address numbers
• Biometric identifiers, including finger and voice prints
• Full-face photographic images and/or any comparable images
Patient medical records - Department records or data containing any information identifying a patient.
However, media recorded by department body-worn cameras is for quality assessment and improvement
purposes, not patient care, and therefore is not part of a patient's medical records.
Protected Health Information (PHI) - Individually identifiable health information that is created or
received by the Department. Information is protected whether it is in writing, in an electronic form, or
communicated orally (45 CFR 160.103).
Protected Personal Information (PPI) - Information that includes but is not limited to PHI, pictures or
other forms of voice or image recording, patient address, telephone numbers, Social Security number,
date of birth, age, or any other information that could be reasonably used to uniquely identify the patient or
that could result in identity theft if released for unauthorized purposes or to unauthorized personnel.
803.2 POLICY
It is the policy of the Department to reasonably safeguard PHI and comply with HIPAA and the
implementing regulations through the use of policy and procedures, system access security and
passwords, and limited physical access to hard copy files (45 CFR 164.530(c)).
803.3 RESPONSIBILITIES
Members shall protect the security, confidentiality, and privacy of all patient medical records in their
custody at all times.
Possessing, releasing, or distributing PPI, including for unauthorized purposes, is prohibited and may
violate HIPAA and/or other applicable laws. Members who have not received department training on the
proper handling of these records shall not access patient medical records.
Members with occupational access to patient medical records shall be trained in the proper handling of
PHI in accordance with the Health Insurance Portability and Accountability Act (HIPAA) Training Policy
and shall reasonably ensure that no unauthorized person shall have access to PHI without the valid
authorization of the patient, except as provided by law (45 CFR 164.530(b); 45 CFR 164.512).
803.4 PRIVACY OFFICER
The Fire Chief shall designate a privacy officer who is responsible for all matters relating to the privacy of
patient medical information, including PHI. The privacy officer shall (45 CFR 164.530):
a. Identify who may have access to PPI and PHI.
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b. Resolve complaints under HIPAA.
c. Mitigate, to the extent practicable, any harmful effects known to the Department regarding any use
or disclosure of PHI in violation of this policy or the HIPAA regulations.
d. Ensure members are trained in the proper handling of PHI in accordance with the Health Insurance
Portability and Accountability Act (HIPAA) Training Policy.
e. Ensure technical and physical safeguards are implemented to maintain security and confidentiality
of PHI and to allow access to PHI only to those persons or software programs that have been
granted access rights.
803.5 PROCEDURE
Records containing PHI or PPI, including Patient Care Reports (PCRs), shall be kept out of view unless
the report is being completed during an incident, during input of information into the National Emergency
Response Information System (NERIS), or during processing or review at Jeffersonville Fire Department
facilities by authorized personnel (45 CFR 164.530(c)).
803.6 SECURITY
All patient records containing PHI or PPI shall be kept secure at all times whether the record is in written,
verbal, electronic, or any other visual or audible format (45 CFR 164.306(a)).
Documents provided by a patient or caregiver will receive the same level of confidentiality and security as
department records during the time department personnel retain possession of the documents.
No patient record, including documents and electronic images containing PHI, shall be visible to the public.
803.6.1 ELECTRONIC PHI SECURITY
All computer workstations and servers within the Department shall require appropriate security measures,
such as user identification and login passwords, to access electronic documents, including electronic PHI
(45 CFR 164.308(a)(5)).
Members with access to electronic data shall lock their workstations when left unattended and shall shut
down their workstations when leaving for the day to prevent unauthorized access to electronic PHI (45
CFR 164.310; 45 CFR 164.312).
Remote access to department computer workstations requires that appropriate security measures be
provided for access to PHI (45 CFR 164.312).
PHI may be transmitted electronically, provided the transmission occurs through a secure process that
allows end-to-end authentication and the recipient is authorized to receive the information. Electronic
transmission consists of email, file transfer protocol, internet web posting and any configurable data
stream. End-to-end authentication is accomplished when the electronic referral does not leave a secure
network environment and the recipient is known, or when encryption and authentication measures are
used between sender and recipient, thus verifying full receipt by the recipient. Any electronic PHI traveling
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outside a secure network environment, via the internet, requires encryption and authentication measures
(45 CFR 164.312(e)).
803.6.2 HARD COPIES
Hard copies of PCRs shall be kept in a secured area when unattended by authorized personnel. An area
of the Department is considered unattended when members are physically outside of the area and unable
to maintain record security. This includes but is not limited to breaks, lunch, or meetings outside the
Department.
Hard copies of PCRs should be stored in a locked area whenever practicable for ease of record retention
and retrieval.
Patient records shall not be removed from the Department without express authorization from the
Custodian of Records.
803.7 PHI RECORD REQUESTS
The following procedures apply to PHI record requests:
a. Requests and subpoenas for copies of patient records shall be processed by the Custodian of
Records.
b. The Custodian of Records or the authorized designee shall not release records containing PHI
without a properly completed authorization to release medical records that is signed by the patient
or legal representative of the patient.
1. Verification that the person completing the authorization is the patient or the legal
representative of the patient shall be made with government-issued identification and
documentation (45 CFR 164.508(c)).
c. Unless the request for records is from the patient or the parent of a minor patient, PHI shall be
redacted from the record. A photocopy of the record shall be distributed to the requestor.
d. Requests for records via a valid subpoena do not require that PHI be redacted.
e. Fulfilled records requests shall be placed in a sealed envelope for release to the requestor.
f. A full copy of the valid subpoena or authorization to release medical records form shall be
maintained in the file with the PCR.
803.7.1 PROHIBITED DISCLOSURES OF PHI AND PPI
The Department shall not use or disclose PHI or PPI without authorization. Prohibited disclosures include
any form of communication, except as permitted in this policy, including but not limited to (45 CFR
160.103):
a. PHI or PPI contained in email or other forms of written communication.
b. Sharing of PHI or PPI on any website, blog, or other form of social or public media.
c. Verbal discussions.
d. The use of any imaging device capable of capturing and storing still or moving images, such as
digital or other cameras, video cameras, cellular telephones with picture-taking or video-recording
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capability, or any other device with picture-taking or video-recording capability while engaged in
patient care, while at the scene of a medical emergency or hospital, or at any time when such use
could reasonably be expected to result in the inappropriate capture of PHI or PPI.
803.7.2 PERMITTED DISCLOSURES OF PHI AND PPI
The Custodian of Records may release records containing PHI or PPI without authorization from the
patient under any of the following circumstances:
a. For the department's use to carry out treatment, payment, or health care operations (45 CFR
164.506)
b. Where the PHI is requested pursuant to a valid subpoena or court order (45 CFR 164.512(e))
c. Where the PHI is part of a limited data set (45 CFR 164.514(e))
d. Where the PHI is used for public health activities authorized by law, including when the information
is necessary to report child abuse or neglect (45 CFR 164.512(b))
e. Where the PHI is disclosed to a government authority because the person is believed to be a victim
of abuse, neglect, or domestic violence (45 CFR 164.512(c))
f. To law enforcement as provided in this policy (45 CFR 164.512(f))
g. Where the Department believes that disclosure of the information is necessary to avert a serious
threat to the health or safety of a person or the public (45 CFR 164.512(j))
h. Where the PHI is required for worker's compensation purposes (45 CFR 164.512(I))
803.7.3 REQUIRED DISCLOSURES
The Department must disclose PHI when:
a. The PHI is requested by and provided to the individual to whom the PHI belongs (45 CFR 164.502
(a)(2)).
b. The information is required by the U.S. Secretary of Health and Human Services to investigate
compliance with HIPAA (45 CFR 164.502(a)(2)).
c. Complying with the reporting requirements of the Indiana Department of Homeland Security,
Emergency Medical Services Division (836 I.A.C. 1-1-5).
803.7.4 SUBPOENAS
Records containing PHI or PPI will be disclosed only if one of the following is present (45 CFR 164.512(e)
(1)):
a. A court order or subpoena signed (or stamped) by a judge that requires no additional assurances or
notification to the individual whose records are requested
b. A subpoena or discovery order signed by an attorney which requires additional proof of service that
written notification has been given to the individual whose records are requested. In such a case,
the subpoena or discovery order must be accompanied by a declaration by the requesting party
showing that reasonable efforts have been made to ensure that notice has been provided to the
individual whose records are being requested, or that there is a qualified protective order. No
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records relating to the person named in the notice will be produced until the time to respond to the
notice has lapsed and no objections to the production of the materials requested have been made.
If written notification to the individual is not provided, the declaration must establish all of the
following:
1. The requesting party has made a good faith effort to provide written notice to the individual.
2. The notice includes sufficient information about the litigation or proceeding for which the PHI
is requested to allow the individual to raise an objection.
3. The time for the individual to raise objections to the court or tribunal has elapsed.
4. No objections were filed or all objections have been resolved.
5. In lieu of a declaration, records may be released if there is a court order or a stipulation by
the parties to the litigation that both:
a. Prohibits the parties from using or disclosing the PHI for any purpose other than the
litigation or proceeding for which such information was requested.
b. Requires the return to the Department or destruction of the PHI (including all copies
made) at the end of the litigation or proceeding.
803.7.5 RELEASE OF PHI TO LAW ENFORCEMENT
The release of PHI to a law enforcement agency is permitted under the following circumstances:
a. In response to a law enforcement officer who completes the department's release of PHI to law
enforcement form and requires the PHI (45 CFR 164.512(f)(1)):
1. To report certain types of wounds or other physical injuries.
2. In compliance with a court order or court-ordered warrant, a subpoena or summons, a grand
jury subpoena, or an administrative request.
b. In response to a law enforcement officer who completes the department's release of PHI to law
enforcement form for the purpose of identifying or locating a suspect, fugitive, material witness, or
missing person. In such a case, the Department may only disclose the following PHI (45 CFR
164.512(f)):
1. Name and address
2. Date and place of birth
3. Social Security number
4. ABO blood type and Rh factor
5. The character and extent of injuries
6. Date and time of treatment
7. Date and time of death, if applicable
8. A description of distinguishing physical characteristics
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803.8 INDIVIDUAL RIGHTS
The privacy officer is responsible for ensuring the Department complies with all of the following rights of
patients:
a. The right to request restrictions on certain uses and disclosures of PHI (45 CFR 164.522(a))
b. The right to receive their PHI confidentially (45 CFR 164.522(b))
c. The right to inspect and copy their PHI (45 CFR 164.524)
d. The right to request amendments to their PHI (45 CFR 164.526)
e. The right to receive an account of disclosures of PHI (45 CFR 164.528)
803.8.1 PHI AMENDMENT REQUESTS
Patients have the right to review their PHI records and, if necessary, to request that amendments be
made. A patient must make a request in writing to have their medical record amended. Included in the
request must be the patient's account of the incident and what specific amendment is being requested (45
CFR 164.526(b)(1)).
The privacy officer has the authority to deny the request for amendment where the PHI (45 CFR 164.526
(a)(2)):
a. Was not created by the Department.
b. Is not part of the designated record.
c. Is not available for inspection by the requestor pursuant to 45 CFR 164.524.
d. Is accurate and complete.
Within 60 days of receipt of the request for amendment, the privacy officer must provide the basis for
denial in writing or, in the case that the request is approved, provide notice of approval (45 CFR 164.526
(b)(2)).
The time for response may be extended for up to 30 days with a written statement to the requestor
identifying the reasons for the delay and the date by which the action will be completed (45 CFR 164.526
(b)(2)).
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Attachments-8
Policy Jeffersonville Fire Department Policy Manual
702 Fire
Vehicle and Apparatus Inspections, Testing, Repair and Maintei
702.1 PURPOSE AND SCOPE
The purpose of this policy is to establish the testing, inspection, repair and maintenance responsibilities of
members with regard to department vehicles and apparatus. Vehicles and apparatus shall comply with all
regulations specified in the Indiana Motor Vehicle Code and/or the National Fire Protection
Association (NFPA) 1911. Inspections also ensure that vehicles and apparatus are properly equipped,
maintained and refueled and present a professional appearance.
702.1.1 DEFINITIONS
Definitions related to this policy include:
Apparatus - A vehicle designed to be used under emergency conditions to transport personnel and
equipment and to support the suppression of fires and mitigation of other hazardous situations (NFPA
1911).
In-reserve - Any vehicle or apparatus that, while not currently staffed, is ready for service or deployment
as needed, regardless of whether it is fully equipped with tools and equipment.
In-service - Any vehicle or apparatus that is either staffed or cross-staffed by members of the Fire
Suppression Division or that is pre-positioned to be readily available to on-duty Fire Suppression
personnel for calls for service (e.g., airport rescue, firefighting apparatus).
Staff vehicles - Passenger vehicles modified for emergency response or administrative use.
702.2 POLICY
It is the policy of the Jeffersonville Fire Department that all vehicles and apparatus comply with the
applicable federal and state vehicle operating and safety criteria. All in-service vehicles and apparatus
should be inspected daily. In-reserve apparatus shall be inspected weekly. Vehicles and apparatus that
are out of service for testing, maintenance or repair need not be inspected until they are returned to
service or released to in-reserve status. Members shall adhere to established cleaning and waxing
schedule
702.3 PROCEDURE
702.3.1 APPARATUS DAILY INSPECTIONS
Operators should be responsible for conducting a daily inspection of all apparatus that has been
established by the Department and includes all of the items and provisions identified to ensure safe
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Vehicle and Apparatus Inspections, Testing, Repair and Maintenance
operational status. An inspection list is detailed in the current version of the Indiana Commercial Driver's
License Manual or in the applicable sections of NFPA 1911. The department daily inspection list shall be
approved by the Fire Chief.
When an apparatus becomes inoperative or in need of a repair that affects safe operation, the Company
Officer shall be immediately notified. Based on the determination of the Company Officer, if the apparatus
cannot be used in a safe manner, it shall be immediately removed from service.
An apparatus shall be considered unsafe and placed out of service if deficiencies are detected in one or
more of the following areas:
• Brake system
• Cab and/or body mounting
• Steering
• Door latches
• Suspension
• Safety belts
• Wheels or tires
• Windshield, windshield wipers or defroster
• Throttle
• Transmission or driveline
Other deficiencies may or may not require an apparatus to be placed out of service. Any safety-related
deficiency that does not require the apparatus to be taken out of service shall be repaired as quickly as
possible.
702.3.2 WEEKLY INSPECTIONS
Members also are responsible for completing a weekly inspection and equipment inventory for each
assigned apparatus and vehicle and documenting it on the appropriate inspection form. When completed,
the form should be forwarded to the Division Chief in the member's chain of command.
702.3.3 TESTING AND REPAIR
Fire pumps on apparatus shall be tested as specified in NFPA 1911. Aerial devices shall be inspected and
service tested by a competent person as specified in NFPA 1911.
All repairs and preventive maintenance to apparatus shall be made by personnel deemed qualified by the
registered owner of the apparatus.
702.4 RECORDS
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The Department shall maintain a written record of inspections, testing, repairs, and maintenance for each
vehicle or apparatus using the appropriate forms for the vehicle type. Completed forms should be
forwarded to the Fire SuppressionDivision Chief and retained by the Department based on established
records retention schedules.
702.5 VEHICLE CLEANING
At the beginning of each shift, vehicles should be inspected for cleanliness. Patient and crew spaces
should be cleaned, including but not limited to:
a. Trash removed and disposed of properly.
b. Windows cleaned.
c. Interior surfaces wiped or sprayed with disinfectant, as appropriate.
d. Exterior of the vehicle washed, as appropriate.
702.5.1 VEHICLE CLEANING AFTER PATIENT TRANSPORT
After delivering a patient and prior to going back in service, areas of the ambulance that should be
decontaminated, cleaned, and disinfected with appropriate products include but are not limited to:
a. Patient stretcher.
b. Seats in the patient compartment.
c. Touch surfaces in the patient compartment.
d. Door handles.
e. Equipment mounted in the patient compartment.
f. All surfaces that have come in contact with the patient.
Ambulances that have transported a patient with a suspected or known communicable disease should be
disinfected according to standards set forth by the Exposure Control Officer (see the Communicable
Diseases Policy).
702.6 VEHICLE SECURITY
Ambulances, EMS first response vehicles, and staff vehicles shall be locked when not parked inside a
secure department facility or are otherwise unattended.
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Policy Jeffersonville Fire Department Policy Manual
612 Fire
Live-Fire Training
612.1 PURPOSE AND SCOPE
The purpose of this policy is to protect the health and safety of members by providing guidelines and
responsibilities for live-fire training.
612.2 POLICY
It is the policy of the Department to conduct live-fire training in a safe and effective manner that meets the
standards of NFPA 1403 and any applicable state or local law.
612.3 MEMBER PREREQUISITES
Before participating in any live-fire training exercise, members shall, at a minimum, have completed
training equivalent to the requirements of NFPA 1001, Firefighter I (655 I.A.C. 4-3-1).
612.4 TRAINING COORDINATOR RESPONSIBILITIES
The Training Coordinator shall be responsible for:
a. Scheduling live-fire training.
b. Confirming that the Division Chief Training Bureau is notified when live-fire training is scheduled.
c. Ensuring that all live-fire training provided by the agency is conducted in accordance with state and
local requirements (326 I.A.C. 4-1-3; I.C. § 13-17-9-3).
d. Providing a secure structure for the live-fire training consistent with the requirements of this policy.
e. Ensuring that all required permits and authorizations, if applicable, have been approved and
received before conducting any training exercises.
f. Confirming that a sufficient number of instructors will be present for the live-fire training.
1. In no event shall there be fewer than four instructors.
2. There shall be no more than a 5:1 student-to-instructor ratio at any time.
g. Confirming that the number of instructors and instructor assignments are detailed in the live-fire
training curriculum.
h. Designating a qualified safety officer for all live-fire training exercises.
i. Ensuring that all live-fire training is conducted using qualified instructors who meet the following
requirements:
1. For the lead instructor, NFPA and any applicable state requirements for Fire Instructor II
2. For all other instructors, NFPA and any applicable state requirements for Fire Instructor I
j. Ensuring all injuries sustained during live-fire training are documented.
612.5 SAFETY OFFICER
A safety officer shall be designated for all live-fire training exercises and shall have the same
qualifications as the lead instructor. The safety officer has the authority to intervene and control any
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aspect of the operations when a potential or actual danger, potential accident, or unsafe condition exists.
The safety officer may require additional safety personnel as deemed necessary.
The safety officer shall not be assigned duties that interfere with their safety responsibilities.
The safety officer shall be knowledgeable about all the safety features at the training location.
612.6 TRAINING REQUIREMENTS
Before beginning any live-fire training, the designated safety officer shall be responsible for:
a. Inspecting all burn locations.
b. Ensuring that all members participating in the training meet the prerequisites for participation.
c. Inspecting each participant's personal protective equipment (PPE) and SCBA.
d. Ensuring that a pre-burn walk-through and briefing for all members and instructors has been
conducted.
e. Ensuring an Emergency Medical Services (EMS) unit and advanced life support (ALS) crew
capable of transporting a patient are on location.
In no event shall a person be used as a simulated victim during live-fire training exercises.
All structures used for live-fire training shall be inspected after use.
612.7 USE OF ACQUIRED STRUCTURES
An acquired structure should not be used for live-fire training unless there is no equivalent purpose-built
structure or space for live-fire training (e.g., burn building) available.
Prior to using any acquired structure for live-fire training, the Training Coordinator shall:
a. Inspect the structure to determine whether it can be made sufficiently safe for live-fire training.
b. Facilitate the preparation of the structure for safe use (e.g., removal of all asbestos containing
materials).
c. Confirm that the live-fire training will comply with all local, state, and federal regulations applicable
to the open burning of buildings, including the Clean Air Act (42 U.S.C. § 7401 et seq.).
612.8 TRAINING RECORDS
The Training Coordinator shall be responsible for maintaining records of all live-fire training that is
provided to members. At a minimum, the Department should document:
a. The dates of the training sessions.
b. A list of the topics or a summary of the content of the training sessions.
c. The names or other identifiers and job titles of the members who received the training.
d. The names, certificate numbers, and qualifications of persons conducting the training.
e. Documentation of injuries sustained during training exercises.
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The Training Coordinator should maintain the training records in accordance with established records
retention schedules.
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Attachments-4
Policy Jeffersonville Fire Department Policy Manual
501 Fire
Patient Refusal of Pre-Hospital Care
501.1 PURPOSE AND SCOPE
This policy establishes guidelines to be followed any time a patient refuses pre-hospital emergency
medical evaluation, care, and/or transport.
501.2 POLICY
It is the policy of the Jeffersonville Fire Department that a Patient Care Report (PCR) and a patient
release form be completed any time a patient refuses emergency medical evaluation, care, and/or
transportation.
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Attachments-2
Policy Jeffersonville Fire Department Policy Manual
401 Fire
Fire Investigations
401.1 PURPOSE AND SCOPE
The purpose of this policy is to ensure that all fires and explosions responded to by the Jeffersonville Fire
Department and occurring within this jurisdiction are investigated and properly documented in accordance
with state and federal laws as well as national standards.
401.2 POLICY
It is the policy of the Jeffersonville Fire Department to promptly investigate the cause, origin, and
circumstances of fires and explosions occurring in this jurisdiction that involve the loss of life or injury to a
person, or the destruction of or damage to property.
401.3 RESPONSIBILITIES
The Fire Chief has overall responsibility for fire investigations. The Fire Marshal is responsible for
management of the fire investigations program. The Incident Commander (IC) of each incident is
responsible for ensuring that each fire is investigated for origin and cause.
401.4 PRELIMINARY INVESTIGATION
The first-in Company Officer should conduct a preliminary investigation of each fire or explosion to identify
the origin, cause, and circumstances. The Company Officer will notify the IC of the results of the
preliminary investigation.
If the origin of a fire or explosion appears to be suspicious, the IC should take immediate charge of all
physical evidence relating to the fire or explosion, coordinate with investigators, and contact local law
enforcement.
The IC is responsible for determining when fire investigators, fire investigators with arrest authority, or
sworn law enforcement investigators, from this or another agency, are appropriate to investigate an
incident.
The immediate response of an appropriate investigator should be requested when any of the following
circumstances exist:
a. Major or unusual fires that exceed the investigative abilities of a Company Officer
b. Any fire resulting in a major injury or death
c. Incidents involving special circumstances, such as an especially high dollar loss, extensive
damage, political sensitivity, or any other circumstance deemed appropriate by the Battalion Chief
d. Arson and/or incendiary devices are involved, or the origin of the fire is otherwise suspicious
e. There has been an explosion
f. There is evidence or suspicion that a crime has occurred in connection with a fire or explosion
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Fire Investigations
g. A fire has been started by a juvenile
h. Any illegal activity that potentially could cause a fire and/or explosion has occurred
401.5 FIRE INVESTIGATORS
Fire investigators assigned to an incident are responsible for pursuing the investigation through its
completion and providing complete written documentation.
In cases where a fire investigator reasonably believes that arson or an unlawful act may be involved in a
fire, the investigator should consult with the Fire Marshal and request the assistance of an investigator
with arrest authority, if appropriate.
401.5.1 FIRE INVESTIGATOR QUALIFICATIONS
Fire Investigators shall:
a. Meet the job performance requirements of the National Fire Protection Association's (NFPA)
standards for fire investigators.
b. Complete the certification requirements of the Indiana Department of Homeland Security, Board of
Firefighting Personnel Standards and Education (655 I.A.C. 4-3-40).
c. Comply with all federal and state statutory and constitutional investigatory requirements, including
limitations on searches and seizures.
401.6 FIRE INVESTIGATORS WITH ARREST AUTHORITY
Fire investigators with arrest authority assigned to an incident are responsible for conducting a thorough
investigation and providing complete written documentation.
Fire investigators who reasonably anticipate an arrest in connection with an investigation should arrange
to have a law enforcement officer from a law enforcement agency with jurisdiction present. If a law
enforcement officer is unavailable to assist with an arrest, investigators should consider delaying the
arrest until such time that law enforcement can be present.
In situations where a fire investigator finds it necessary to arrest a suspect without the assistance of local
law enforcement, the investigator should notify the local law enforcement agency that an arrest is being
made and, if possible, arrange to have another investigator from this department present on the scene at
the time of arrest.
401.6.1 FIRE INVESTIGATORS WITH ARREST AUTHORITY QUALIFICATIONS
In addition to the general qualifications for fire investigators required by this policy, fire investigators with
arrest authority shall (I.C. § 36-8-17-7.5):
a. Be authorized to exercise police powers by the Fire Chief and by the chief of police of the City.
b. Complete the pre-basic training course for law enforcement officers required by I.C. § 5-2-1-9(f).
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c. Complete the minimum basic training and educational requirements for law enforcement officers as
provided in I.C. § 5-2-1-9.
401.7 DUTY FIREARMS
Fire investigators with arrest authority who are authorized to carry firearms shall also comply with the Duty
Firearms and Use of Force Policy.
401.8 EQUIPMENT
The fire investigator's vehicle should be stocked with the following equipment to help investigate fire
cause, origin, and circumstance:
• Digital camera
• Spare batteries
• Voice recording device and spare media
• Fire investigator toolbox
• Shovels, rake, broom, and sifter
• Disposable latex evidence collection gloves
• Evidence collection markers and labels for canisters
401.8.1 USE OF PROTECTIVE GEAR
Fire investigators are responsible for using personal protective equipment (PPE) and respiratory
protection appropriate for the conditions present at an investigation scene.
When entering any fire scene during the fire, before or during overhaul, or when there is a chance of
reignition, fire investigators shall wear full structural PPE and self-contained breathing apparatus (SCBA).
See the Respiratory Protection Program Policy and the Personal Protective Equipment Policy for
additional guidance.
401.8.2 LOGBOOK
Each investigator should maintain a logbook of field training, continued professional training hours, and
investigative experience. The purpose of this log is to assist in establishing the member as an expert
witness in court appearances.
401.9 INCIDENT REPORTS
To ensure department incidents are documented in the National Emergency Response Information
System (NERIS), investigators should complete all required fields for each investigation conducted. For
additional information, see the National Emergency Response Information System (NERIS) Policy.
The Fire Marshal is responsible for reviewing and approving the investigative reports.
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401.9.1 REPORTS TO THE STATE FIRE MARSHAL
If the cause of a fire is determined to be suspicious or criminal in nature, the Fire Marshal shall
immediately notify the Indiana State Fire Marshal's Office (ISFMO) (I.C. § 36-8-17-7).
The Fire Marshal shall provide the ISFMO with a written or electronic report regarding all ongoing fire
investigations at the end of each month. Each report shall be on the form created by the ISFMO and shall
include a statement of facts regarding the fire, the extent of damages caused by the fire, the amount of
insurance on the affected property, and any other information required by the ISFMO (I.C. § 36-8-17-7).
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Policy Jeffersonville Fire Department Policy Manual
333 Fire
Unmanned Aerial System
333.1 PURPOSE AND SCOPE
The purpose of this policy is to establish guidelines for the use of an unmanned aerial system (UAS), and
for the storage, retrieval, and dissemination of images and data captured by the UAS.
333.1.1 DEFINITIONS
Definitions related to this policy include:
Unmanned aerial system (UAS) (I.C. § 35-31.5-2-342.3) - An unmanned aircraft of any type that is
capable of sustaining directed flight, whether preprogrammed or remotely controlled (commonly referred
to as an unmanned aerial vehicle (UAV)), and all the supporting or attached systems designed for
gathering information through imaging, recording, or any other means.
Visual observer - A designated person who is not located with the UAS operator but is in communication
with the pilot and can see the UAS in operation.
333.2 POLICY
A UAS may be utilized to enhance the department's mission of protecting lives and property when other
means and resources are not available or are less effective. Any use of a UAS will be in strict accordance
with constitutional and privacy rights and Federal Aviation Administration (FAA) regulations.
333.3 PRIVACY
The use of the UAS potentially involves privacy considerations. Absent an authorized reason, operators
and visual observers shall not intentionally record or transmit images of any location where a person
would have a reasonable expectation of privacy. Operators and visual observers shall take reasonable
precautions to avoid inadvertently recording or transmitting images of areas where there is a reasonable
expectation of privacy.
Locations where a person may have a reasonable expectation of privacy include:
• In a residence.
• In the enclosed yard of a residence.
• On private property where activity cannot be seen from the street or ground level.
Methods that may be used to avoid recording private activity include:
• Deactivating a recorder or imaging device until the UAS is away from the potentially private activity.
• Turning the recorder or imaging devices away from persons or locations during UAS operations.
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333.4 PROGRAM COORDINATOR
The Fire Chief shall appoint a program coordinator who will be responsible for the management of the
UAS program. The program coordinator will ensure that policies and procedures conform to current laws,
regulations, and best practices and will have the following additional responsibilities:
• Coordinating the FAA Certificate of Waiver or Authorization (COA) application process and
ensuring that the COA is current, and/or coordinating compliance with FAA Part 107 Remote Pilot
Certificate, as appropriate for agency operations.
• Ensuring that all authorized UAS pilots and visual observers have completed all required FAA and
department-approved training in the operation, applicable laws, policies, and procedures regarding
use of the UAS.
• Developing uniform protocols for submission and evaluation of requests to deploy a UAS, including
urgent requests made during ongoing or emerging events. Deployment of a UAS shall require
written authorization of the Fire Chief or the on-scene IC, depending on the type of mission.
• Coordinating the completion of the FAA Emergency Operation Request Form in emergency
situations, as applicable (e.g., natural disasters, search and rescue, emergency situations to
safeguard human life).
• Developing protocols for conducting criminal fire investigations involving a UAS, including
coordinating with local law enforcement.
• Implementing a system for public notification of UAS deployment.
• Developing operational protocols governing the deployment and operation of a UAS, including but
not limited to:
• Safety oversight.
• Use of visual observers.
• Establishment of lost link procedures and secure communication with air traffic control
facilities.
• Developing a protocol for fully documenting all missions.
• Developing a UAS inspection, maintenance, and record-keeping protocol to ensure continued
airworthiness of a UAS up to and including its overhaul or service life limitations.
• Developing protocols to ensure that all data intended to be used as evidence for fire investigations
are accessed, maintained, stored, and retrieved in a manner that ensures its integrity as evidence,
including chain-of-custody requirements. Electronic trails, including encryption, authenticity
certificates, and date and time stamping, shall be used as appropriate to preserve individual rights
and to ensure the authenticity and maintenance of a secure evidentiary chain of custody.
• Developing protocols that ensure retention and purge periods are maintained in accordance with
established records retention schedules.
• Recommending program enhancements, particularly regarding safety and information security.
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• Ensuring that established protocols are followed by monitoring and providing periodic reports on
the program to the Fire Chief.
• Maintaining familiarity with FAA regulatory standards, state laws and regulations, and local
ordinances regarding the operations of a UAS.
333.5 USE OF UAS
Only authorized operators who have completed the required training shall be permitted to operate the
UAS.
Use of vision enhancement technology (e.g., thermal and other imaging equipment not generally available
to the public) is permissible in viewing areas only where there is no protectable privacy interest or when
undertaken as part of a fire investigation in compliance with a search warrant or court order. In all other
instances, legal counsel should be consulted.
UAS operations should only be conducted consistent with FAA regulations.
333.5.1 PERMISSIBLE USES
Situations where a UAS may be considered for use include:
• Hazardous materials incidents.
• Structure fires.
• Mass casualty incidents.
• Search and rescue.
• Wildland fires.
• High-rise incidents.
• Natural and manmade disaster response.
• Video/photographs for investigative support.
• During training activities.
• Anytime an aerial view of the emergency scene is appropriate.
333.5.2 PROHIBITED USES
Department UAS shall not be used:
• To conduct random surveillance activities.
• To target a person based solely on actual or perceived characteristics, such as race, ethnicity,
national origin, religion, sex, sexual orientation, gender identity or expression, economic status,
age, cultural group, or disability.
• To harass, intimidate, or discriminate against any individual or group.
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• To conduct personal business of any type.
333.6 RETENTION OF DATA
Data collected by the UAS shall be retained as provided in the established records retention schedule.
333.7 OWNERSHIP AND USE OF DATA
The use of any photography or electronic imaging made by Department members while using a UAS shall
comply with the requirements of the Photography and Electronic Imaging Policy and the Patient Medical
Record Security and Privacy Policy.
333.8 REPORTING
The deployment of any UAS should be documented in the National Emergency Response Information
System (NERIS) report consistent with the requirements of NERIS.
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Policy Jeffersonville Fire Department Policy Manual
327 Fire
National Emergency Response Information System (NERIS)
327.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidance regarding National Emergency Response Information
System (NERIS) reporting to ensure department response information is properly reported to NERIS.
327.2 POLICY
The Jeffersonville Fire Department is committed to improving fire reporting and analysis capability both
locally and on the national level. Therefore, it is the policy of the Jeffersonville Fire Department to
participate in NERIS.
327.3 COORDINATOR RESPONSIBILITIES
The Administration Division Chief should designate a NERIS coordinator, who should develop and
maintain familiarity with NERIS resources and reporting requirements and ensure department information
is compliant with the NERIS reporting format.
327.4 STATE REQUIREMENTS
The NERIS coordinator shall report department emergency response data to the Indiana Department of
Homeland Security annually (I.C. 36-8-17-5).
327.5 COMPANY OFFICER RESPONSIBILITIES
The Company Officer should ensure a NERIS report is completed for each response as soon as
practicable, but no later than the end of the shift.
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Attachments-2
Policy Jeffersonville Fire Department Policy Manual
318 Fire
Safely Surrendered Baby Law
318.1 PURPOSE AND SCOPE
This policy establishes the guidelines to comply with the Indiana law related to certain abandoned children.
This policy addresses infants who are or appear to be not more than 60 days old and are placed in a
newborn safety device or surrendered to qualified personnel under the terms of I.C. § 31-34-2.5-1.
Abandonment of an infant not covered by this policy would be subject to the Child Abuse Policy.
318.1.1 DEFINITIONS
Definitions related to this policy include:
Newborn safety device means a baby box device located at a department site that is staffed by an
emergency medical services provider (I.C. § 31-34-2.5-1).
318.2 POLICY
It is the policy of the Jeffersonville Fire Department to provide an option to protect infants by allowing
parents or other persons to safely and confidentially leave an infant at any staffed fire station.
318.3 PROCEDURES
The Fire Chief shall identify qualified personnel to take custody of left infants. Qualified personnel shall be
limited to firefighters, paramedics, emergency medical technicians (EMTs), or others who provide
emergency medical services in the course of their employment (I.C. § 31-34-2.5-1; I.C. § 16-41-10-1).
The following guidelines will be used by personnel at all department stations:
a. Site preparation:
1. All stations should clearly display the appropriate safe haven signage identifying the station
as a drop-off location.
2. Newborn safety devices should be clearly marked, and an assigned member should test the
device at the beginning of each shift. Any device that does not reasonably appear to be in
working order should be taken out of service.
3. Stations should be appropriately staffed by an Emergency Medical Services provider on a 24-
hour, seven days a week basis or meet the minimum response, equipment, and staffing
guidelines for newborn safety devices set forth in I.C. § 31-34-2.5-1.
b. Accepting a surrendered or left infant:
1. Qualified personnel shall accept a surrendered or left infant, even if the infant appears older
than 60 days. If the infant appears to be older than 60 days, the receiving personnel should
immediately notify law enforcement and the Department of Child Services (DCS) as provided
in the Child Abuse Policy.
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2. If it appears that the infant has been the victim of child abuse or neglect, law enforcement
personnel should be requested as provided in the Child Abuse Policy.
3. An infant who is voluntarily left by a parent or surrendering person shall be accepted by
qualified personnel if the parent or surrendering person does not express an intent to return
for the infant (I.C. § 31-34-2.5-1).
a. Receiving personnel shall inform the parent or surrendering person of the ability to
remain anonymous. The infant shall be accepted regardless of whether the parent or
surrendering person provides a name or identifying information (I.C. § 31-34-2.5-1).
4. An infant left in a newborn safety device shall be taken into custody by qualified personnel (I.
C. § 31-34-2.5-1).
c. Following acceptance of an infant:
1. The receiving personnel shall perform any act necessary to protect the infant's physical
health or safety (I.C. § 31-34-2.5-1).
2. The receiving personnel shall notify DCS or a licensed child placing agency as soon as
reasonably practicable that the infant has been taken into custody as soon as reasonably
practicable (I.C. § 31-34-2.5-2).
3. The infant shall be turned over to the DCS or a licensed child placing agency representative
upon arrival (I.C. § 31-34-2.5-2).
4. The infant should be taken to a local medical facility, rather than turned over to DCS or a
child placing agency, in any of the following circumstances:
a. DCS cannot be contacted or a licensed child placing agency
b. A representative from DCS or a licensed child placing agency is unable to respond in a
timely manner
c. The infant appears to have a medical condition in need of immediate attention
d. Additional notifications and media concerns:
1. The receiving personnel shall notify Central Alarm and their appropriate supervisor as soon
as practicable.
2. The supervisor will notify the Battalion Chief, duty officer, and the Department PIO.
3. The PIO may, as circumstances dictate, provide the following limited facts to the media:
a. Date, time, and fire station where the infant was left.
b. Local DCS or licensed child placing agency representative's name and telephone
number.
c. Under no circumstances should the parent or surrendering person's name be released
to the public or media.
e. Individuals who return to claim an infant:
1. If a parent or surrendering person who voluntarily left an infant requests return of the infant,
the parent or surrendering person should be referred to DCS or the licensed child. placing
agency.
2. The identity of the parent or surrendering person should still be kept anonymous and
confidential.
3. Department members should not make any judgments about the individual's ability to care
for the infant.
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f. Community donations:
1. Community groups, volunteers, foundations, and individuals may express interest in helping
with this program. Some may want to donate baby supplies, such as baby food, diapers, or
blankets, directly to the fire station. The following guidelines are established:
a. Only new baby blankets in the original wrapper should be accepted.
b. Donors who wish to donate any other baby-related items, such as clothes, baby food,
or diapers, should be directed to a local social service agency and/or reputable
charities.
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Attachments-4
Policy Jeffersonville Fire Department Policy Manual
102 Fire
Policy Manual
102.1 PURPOSE AND SCOPE
The Policy Manual of the Jeffersonville Fire Department is hereby established and shall be referred to as
the Policy Manual or the manual. The manual is a statement of the current policies, rules and guidelines
of this department. All members are expected to conform to the provisions of this manual.
All prior and existing policies, manuals, orders and regulations that are in conflict with this manual are
revoked, except to the extent that portions of the existing manuals, procedures, orders and other
regulations that have not been included herein shall remain in effect where they do not conflict with the
provisions of this manual.
102.2 POLICY
Except where otherwise expressly stated, the provisions of this manual shall be considered as guidelines.
It is recognized that fire and rescue work is not always predictable and circumstances may arise that
warrant departure from these guidelines. It is the intent of this manual to be viewed using an objective
standard, taking into consideration the sound discretion entrusted to the members of this department
under the circumstances reasonably available at the time of any incident.
102.2.1 DISCLAIMER
The provisions contained in the Policy Manual are not intended to create an employment contract nor any
employment rights or entitlements. The policies contained within this manual are for the internal use of the
Jeffersonville Fire Department and shall not be construed to create a higher standard or duty of care for
civil or criminal liability against the City, its officials or members. Violations of any provision of any policy
contained within this manual shall only form the basis for department administrative action, training or
discipline. The Jeffersonville Fire Department reserves the right to revise any policy content, in whole or in
part.
102.2.2 SEVERABILITY
In the event that any term or provision of this Policy Manual is declared illegal, invalid or unenforceable by
any court or any federal or state government agency, the remaining terms and provisions that are not
affected shall remain in full force and effect. If any provision of the Policy Manual is found to be in conflict
with a local, state or federal law, City policy or collective bargaining agreement, such law, City policy or
collective bargaining agreement shall take precedence over that provision of the Policy Manual.
In the event that any of the terms or provisions of the Policy Manual are determined to conflict with any
portion of a collective bargaining agreement, the Department will seek to resolve the conflict.
4 102.3 AUTHORITY
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The Fire Chief shall be considered the ultimate authority for the content and adoption of the provisions of
this manual and shall ensure compliance with all applicable federal, state and local laws. The Fire Chief or
the authorized designee is authorized to issue General Orders, which shall modify those provisions of the
manual to which they pertain. General Orders shall remain in effect until such time as they may be
permanently incorporated into the manual.
102.4 DEFINITIONS
The following words and terms shall have these assigned meanings throughout the Policy Manual, unless
it is apparent from the content that they have a different meaning:
Adult - Any person 18 years of age or older.
City - The City of Jeffersonville.
Civilian - Employees and volunteers who are not engaged in fire suppression as part of their primary
duties.
Department/JFD - The Jeffersonville Fire Department.
Employee -Any person employed by the Department.
Fire Code - 2012 Edition of the International Fire Code as adopted with revisions by the State of Indiana
and known as the 2014 Indiana Fire Code (675 I.A.C. 22-2.5-1; 675 I.A.C. 22-2.5-2).
Firefighter/Appointed - Those members, regardless of rank, who perform fire suppression duties as part
of their primary duties as appointed members of the Jeffersonville Fire Department.
Health and Safety Officer - Members designated by the Fire Chief as responsible for the administration
of health and safety-related programs and policies for the Jeffersonville Fire Department. The Fire Chief
shall assume responsibility for health and safety-related policy and program administration if there is no
designee.
Manual - The Jeffersonville Fire Department Policy Manual.
May - Indicates a permissive, discretionary or conditional action.
Member - The Fire Chief or any firefighter appointed by the Jeffersonville Fire Department (I.C. § 36-8-1-
8).
On-duty - Member status during the period when he/she is actually engaged in the performance of his/her
assigned duties.
Order- A written or verbal instruction issued by a superior.
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Rank -The title of the classification held by a firefighter.
Shall or will - Indicates a mandatory action.
Should - Indicates a generally required or expected action, absent a rational basis for failing to conform.
Supervisor - A person in a position of authority regarding hiring, transfer, suspension, promotion,
discharge, assignment, reward or discipline of other department members, directing the work of other
members or having the authority to adjust grievances. The supervisory exercise of authority may not be
merely routine or clerical in nature but requires the use of independent judgment.
The term "supervisor" may also include any person (e.g., firefighter-in-charge, lead or senior worker) given
responsibility for the direction of the work of others without regard to a formal job title, rank or
compensation.
102.5 DISTRIBUTION OF THE POLICY MANUAL
An electronic version of the Policy Manual will be made available to all members on the department
network for viewing and printing. No changes shall be made to the manual without authorization from the
Fire Chief or the authorized designee.
Each member shall acknowledge that he/she has been provided access to, and has had the opportunity
to review, the Policy Manual and General Orders. Members shall seek clarification as needed from an
appropriate supervisor for any provisions that they do not fully understand.
102.6 PERIODIC REVIEW OF THE POLICY MANUAL
The Fire Chief will ensure that the Policy Manual is periodically reviewed and updated as necessary.
102.6.1 LEGAL REVIEW
The Fire Chief will coordinate with the department's legal counsel to conduct a legal review for compliance
with federal, state, and local requirements at least every three years.
102.7 REVISIONS TO POLICIES
All revisions to the Policy Manual will be provided to each member on or before the date the policy
becomes effective. Each member will be required to acknowledge that he/she has reviewed the revisions
and shall seek clarification from an appropriate supervisor as needed.
Members are responsible for keeping informed of all Policy Manual revisions.
Each Battalion Chief will ensure that members under his/her command are aware of any Policy Manual
revision.
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All department members suggesting revision of the contents of the Policy Manual shall forward their
written suggestions to their supervisors, who will consider the recommendations and forward them to the
command staff as appropriate.
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