Firehouse RMS Instructions October 2016 Fayetteville Fire/Emergency Management Department

The CAD transfers BASIC incident information into Firehouse and creates the initial skeleton report. The CAD response information includes:

1.) The incident number, alarm date and alarm time.

2.) The station number.

3.) The incident address and deposition code.

4.) An Occupancy ID if one is available.

5.) The responding units and times.

6.) The supplemental address.

7.) CAD/Pro QA Notes.

It is the incident report writer’s responsibility to check the accuracy of the imported CAD information. You must verify the information that was imported into Firehouse from CAD is accurate.

Do not take for granted the imported information is accurate.

Utilize the CAD sheet to verify response information if the Firehouse interface is inoperable. You can access CAD incident response reports through the OPS Center Website:

http://opscenter/opcenter/login.aspx username: FFDCAD password: password

Due to the fact the CAD creates an initial skeleton report for all dispatches; incidents that are created may be invalid. These reports should be deleted from Firehouse and the report listed as invalid in the CAD review file.

Notify the Data/Analytics & Research Office of the invalid reports by e-mail so the reports can be deleted from Firehouse.

Basic Page: 1.) Alarm Time:

A. The alarm time is listed as the 1ST Dispatch Time: on the CAD

sheet.

B. Document the times as they are listed on the CAD sheet.

C. If there is a discrepancy with the response times for a responding unit, document in the

NFIRS narrative under response problems. Include approximate times in the narrative.

2.) Incident number: A. The incident number is listed as the Rpt #: on the CAD sheet.

(ex. 16-007986) The first (2) numbers represent the current year. The remaining numbers reference the incident count for the year.

B. If the CAD sheet does not have a Rpt # listed, the officer in charge

must have one assigned by City Communications.

3.) Exposure: A. Exposure is defined as a fire resulting from another fire outside that building, structure,

or vehicle, or a fire that extends to an outside property from a building, structure, or vehicle. **For example, if the building fire ignites a truck parked outside, the truck fire is an exposure fire. Radiant/water damage does not constitute an exposure report the exposure must have direct flame impingement.

B. In the case of buildings with internal fire separations, treat the fire spread from one separation to another as an exposure.

4.) Station:

The station number represents the response location for the primary unit.

A. If Eng3 is at Station 4 running calls as a primary unit the station listed under

the report is Station 4.

B. If Eng16 is backfilling at Station 1 and responds as a primary unit the station

number listed is Station 1.

5.) District:

This field should indicate which district you actually responded into regardless of what unit is running the call as primary unit. Example: Engine 16 responds from Station 1 for a call in Engine 2’s area due to Engine 2 being out of service. Station=001, District=ENG2 Engine 19 responds from Station 19, automatic aid, with County 15 for a residential structure fire. Station=019, District=WA (Westarea Fire Department) **The Maps are provided on the Firehouse Toolbar

6.) Scene Address: A. The scene address is listed as the Location: on the CAD sheet. It

will be listed as a street address or intersection. The address

listed in Firehouse needs to match the CAD sheet in case the

report needs to be found at a later date.

B. If the incident is found to be at a location other than what was dispatched,

the officer in charge should utilize the city dispatcher to update the correct scene

location in the CAD before command termination.

7.) Aid given OR Received: List aid as: Received, Given or None.

A. Automatic Aid Given: City units are included in the initial dispatch to

assist an outside agency and arrive on scene with the requesting agency.

B. Automatic Aid Received: County units are included in the initial dispatch to

assist the City and arrive on scene. Includes contracted County units

C. Mutual Aid Given: City has been requested for additional resources by an outside

agency and arrive on scene.

D. Mutual Aid Received: City has requested additional resources from an outside agency

and they arrive on scene.

E. None: Listed when only City units responded to the incident.

8.) Specific Property Use: Choose the type of property that you responded to from the lookup table. Use the correct sub-category for the incident you responded too.

*Do Not Use None or Other. Choose a description that best fits the response. In the rare case that use of None or Other is needed, a description on the reason must be detailed in the main narrative.

9.) Incident Type: Choose the type of call you responded to from the lookup table.

A. EMS Calls: Use only codes 321, 3211, 322, 323, 324, 314 and

Group Lists: 33,34,35,36, and 37.

B. Fire Calls:

Choose the appropriate sub-category from the pull down list which best describes the most severe situation which you found upon arrival.

*Do Not Use None or Other. Choose a description that best fits the response. In the rare case that use of None or Other is needed, a description on the reason must be detailed in the main narrative.

C. Lock in Calls:

Use code 331, (person/animal locked in a vehicle or home.) Lock out kit or tools are used. The two forms of Documentation needs to be attached under the NFIRS Attachments and Signatures.

D. Lock out Calls:

Use code 511, (medications locked in a vehicle.) Lock out kit or tools are used.

The two forms of Documentation needs to be attached under the NFIRS Attachments and Signatures.

E. Alarm Activations: Do not use Code 700 (Other). a) Choose a description that best describes the type

of situation found. This code determines if the property owners will receive a charge for multiple alarm activations.

**If you have to use code 700 a description of the unique situation must be contained in the narrative.

10.) Incident Response Times:

A. These times are to be documented as they are

listed from CAD. Do not change the times listed from the CAD sheet.

B. Incidents with primary unit has an en-route time Greater than 1:30 will include a reason for the delay (emergency response) in BOTH incident main narrative (ex. Dispatcher did not answer when checking en-route). All units should strive to check enroute before 1:30.

C. Incidents with a primary unit response time is Greater than 5:12 will include a reason for the delay (emergency response) in Both incident main narrative (ex. Unit responded to another district, weather conditions, traffic problems etc,).

11.) Actions Taken:

List the type of action you provided on scene. List all actions that were performed.

**Do Not Use None or Other. Choose a description that best fits the action.

Use only these Action Taken codes for EMS responses. EMS Calls: 31: is to be used when you checked for injuries and find none. 311: use when cancelled by medic unit on scene. 312: use when cancelled by occupant on scene. 313: use when cancelled by PD on scene. 314: use when assisting medic unit already on scene. (This does not apply to cardiac arrest calls) 315: use when cancelled by dispatch before arrival. 32: use when basic patient care is performed; vitals were obtained, splinting, bandaging, etc. 33: use for all cardiac arrest where CPR and/or AED is performed by FFD personnel, KING AIRWAY Insertion or Attempted, and any EPIPEN use.

12.) Supplemental Address:

This is listed as the RA on the CAD sheet. This number should reflect the CAD sheet. Change if necessary in the Firehouse report to match the CAD sheet.

13.) Shift:

List your respective shift.

14.) 911 used:

List Code “T” for E911 changed 12/5/2014

15.) Type of Alarm: List as one of the following:

Still Alarm: Refers to a SINGLE Unit response.

Regular Alarm: Refers to a TWO Unit response OR any incident that starts out as a still alarm and additional units are requested.

First Alarm: Refers to an alarm where more than 2 units are

initially dispatched.

Second Alarm: Refers to a continuation of the first alarm assignment to an incident.

Units and Personnel Page:

1.) Response Code:

List EVERY unit that checked en-route to the scene and the personnel that was assigned to each unit. List all personnel under the unit they responded on.

If a unit was cancelled before or after they checked en-route, Do not delete any of the cancelled unit (s).

If a unit responded Emergency traffic to the scene and also arrived on scene it as Emergency (Code 1) in the response code window.

If a unit responded Non-Emergency to the scene and arrived on scene, list it as Non-Emergency (Code 2) in the response code window.

If your response type changed enroute, (upgraded or downgraded) list how the unit ultimately arrived on scene.

Firehouse Incident Type Default: (Check box) Firehouse will automatically check this box.

Firehouse Incident Type Default: (Check box) Firehouse will automatically check this box. Leave as

FIRE for ALL Fire response. MEDICAL for an EMS response RESCUE for extrication, victim rescue OTHER for all other responses such as Haz-Mat, water problems, ect

2.) Unit Response Times: Incident Response Times:

*The unit response times can be checked under the Response Time Analysis tab These times are to be documented as they are listed

on the CAD sheet. Document estimated response times if they are incorrect along with justification in the main narrative.

If a unit checked en-route and was cancelled before arriving on scene, the unit must be listed as Cancelled in the response code window. The unit must also be shown as cancelled in the response time’s section for that unit.

Calls with an EN-ROUTE time (dispatch to en route) of Greater than 1:30 will include a reason for the delay in the main narrative and

unit narrative and are subject to review by the BC. (Emergency Traffic Primary Unit Only)

Calls with a TOTAL response time (dispatch to on scene) of Greater than 5:12 will include a reason for the delay in the main narrative and unit narrative and are subject to a review by the BC. (Emergency Traffic Primary Unit Only)

**The unit response times can be checked under the Response Time Analysis tab

Invalid Reports: If you are cancelled before checking en-route to an incident, duplicate reports etc., you must list the calls in the Invalid reports folder on the R: Drive. List the Date, Unit, OCA #, and reason for the invalid report and EMAIL the Office of Strategic Planning and Accreditation.

Units and Personnel Page: Usage Page: The only equipment required to be listed is the amount of water used to

mitigate the incident. It shall be listed in gallons. This information is forwarded to PWC on a monthly basis to account for system water loss. Additional equipment may also be entered.

Additional equipment that is used on scene may also be documented in the NFIRS (main) narrative under the respective objective. Water usage still needs to be listed as stated above.

Incident Response Page:

1.) Detectors Alerted Occupants: It should be noted in this field whether or not a smoke detector alerted the occupants. This shall be listed for ALL fires.

Detector alerted the occupants

Detector did not alert the occupants

Unknown

2.) Casualties/Patients and Victims:

A person injured or killed either as a result of the incident or during the mitigation of the incident. An injury is physical damage to a person that requires either (1) treatment by a practitioner of medicine within 1 year of the incident, or (2) at least 1 day of restricted activity immediately following the incident. Deaths also include people who die within 1 year because of injuries sustained from the incident. Civilians include emergency personnel who are not members of the fire department, such as police officers or utility workers.

Identify and separately record the number of fire service personnel and the number of civilians or other non-fire department personnel killed or injured as a result of the incident.

Civilian Deaths: Enter the number of civilians or non-fire department personnel who died in connection with this incident. Enter only fire-related deaths here. For HazMat deaths, enter the number in Section P of the HazMat Module when that optional module is selected by your State reporting authority. A Civilian Casualty Module must be completed for each individual counted here.

Civilian Injuries: Enter the number of civilians or non-fire department personnel who were injured (but did not die) in connection with this incident. Enter only fire-related injuries here. For HazMat injuries, enter the number in the HazMat Module when that optional module is selected by your State reporting authority. The Civilian Casualty Module must be completed for each individual counted here.

3.) Fire Service Casualties:

Identify and separately record the number of fire service personnel and the number of civilians or other non-fire department personnel killed or injured as a result of the incident.

Fire Service Deaths: Enter the number of fire service personnel from your department who died in connection with this incident regardless of incident type. A Fire Service Casualty Module must be completed for each individual counted here.

Fire Service Injuries: Enter the number of fire service personnel from your department who were injured (but did not die) in connection with this incident regardless of incident type. A Fire Service Casualty Module must be completed for each individual counted here.

Include those people injured or killed while responding to or returning from the incident. If the injury or death occurred on fire department property after the apparatus was placed back in service, do not include it in this section.

On-duty firefighter injuries or deaths that did not occur during an incident may be collected using the Fire Service Casualty Module. Remember when reporting a firefighter casualty of this type, the Basic Module must still be filled out, complete with an incident number. In this event, create an EMS incident with the appropriate response information.

4). Estimated Dollar Loss:

This is only a required field for ALL Fires involving structures, property and/or vehicles. This information is extremely critical in incident reporting and is used by our department to maintain NFPA statistics each year. This information is also used each month for department response reports.

Property Value should reflect the Building known tax value. A determination of the tax value should be made through the Cumberland County’s Tax Assessors website. The website information is located on the main page of the Cumberland County Tax Administration home page. http://mainfr.co.cumberland.nc.us/

For property loss the percentage of loss should reflect the % of Fire

involvement listed under the Fire Investigation Tab. Ex. Given the above figure of $87,310 at 25% Fire Involvement is a property loss of $21,827.

Content Value can be assessed with the occupant to determine the Value.

Content Loss, if more than 50% of Fire Involvement the Content Loss should can be 100% of the Content Value.

Property and Involvement Page:

1.) Hazardous Materials Release: List the appropriate code in this window only if it applies to the incident.

This element provides information on whether or not hazardous materials were released at the incident, what the materials were, and whether the HazMat Module should be completed. This allows fire departments to document releases of hazardous materials as minor spills that occur in the everyday environment without the need to complete the HazMat Module.

Select the box best describing the type of spill or release that occurred at the incident. If no hazardous materials were involved or no HazMat release, check or mark the None box. Complete the HazMat Module if special HazMat actions were required, including the need for special protective clothing or equipment, or if the spill was equal to or greater than 55 gallons.

2.) Mixed Property Use: This data element captures the overall use of a property. If a property

has two or more uses, then the Mixed Use Property designation applies.

For example, a restaurant in an office building would be a structure with two or more property uses, assembly use and office use. The Mixed Use Property designation would be office use.

3.) THIS INFORMATION IS REQUIRED FOR ALL INCIDENT REPORTS.

Persons/Entities Involved: Business Name is the full name of the company or agency occupying,

managing, or leasing the property where the incident occurred.

List the name or names of each individual involved in the incident. It is extremely important to document accurate information in regards to persons involved. Include: Name, Address, Date of Birth, and Phone #. Every effort should be made to gather this information when a member of the FFD makes contact with persons involved in the incident.

*If you were unable to obtain information in regards to the persons involved, you must document and explain a valid reason for not obtaining the patient information in the NFIRS (main) incident narrative sectio

Additional Reports Page:

1.) Fire and Structure Fire page:

These fields are required when you respond to any type of fire. The information that is entered in this section is to mirror what is documented in the incident narrative. Enter all information accurately as it relates to your investigation of the fire.

Enter all information that you know to be factual and enter unknown if you do not have conclusive information.

Equipment & Mobile Property Page: Document the equipment that was involved in ignition. Examples of this include kitchen stoves or heating units. Document Make, Model and Serial numbers.

Number of Residential Living Units:

The estimated total number of residential living units in the building of origin, whether or not all of the units became involved in the fire. Example: For an apartment fire in a high-rise building with 100 total apartments, enter “100” for the number of residential living units.

Number of Buildings Involved

Enter the total number of buildings involved in the fire. Example: For a fire in a single-family house that extended to a neighboring house due to flame damage, enter “2”

Area of Fire Origin

The primary use of the area where the fire started within the property

Heat Source

The heat source that ignited the Item First Ignited to cause the fire.

Item First Ignited

Item or material first ignited by the heat source. (Form of Material Ignited)

Type of Material First Ignited

The composition of the material in the item first ignited by the heat source.

Factors Contributing to Ignition

Combined with Cause of Ignition and Factors Contributing to Ignition, this element explains how and why the fire started. It can also indicate whether a fire is potentially preventable through public education, code enforcement, or other strategies.

Human Factors Contributing to Ignition

Check or mark all applicable boxes. If age was a factor, enter the estimated age of the person involved in the space provided. If known, the gender of the person involved should also be checked or marked. If there were no known human factors contributing to ignition, check or mark the None box

Fire Suppression Factors

Factors that contributed to the growth, spread, or suppression of the fire. This is used to report incident information that directly impacted the ignition, spread of fire or smoke, incident complexity, or presence of hazardous conditions.

All Staff Activities:

Verify all staff members have been included in this section. Remember if all personnel made it to the scene, this number should match the RESPONSE page figures.

For fire investigations requesting Engine 2 or other staff members their activity code can be documented as (IF) Investigate Fire Cause.

List only “EC” for Emergency Medical Calls or “FC” for Fire calls. If you respond to an EMS call use “EC”. All other calls, list the code as “FC”. Unless it is an IF code for station 2.

Instructions for Entering EMS / ALS Incident Report Data into Firehouse RMS

2016 This is a SUPPLEMENT to be used in conjunction with the Firehouse RMS NFIRS Reporting Instructions

The CAD transfers basic incident information into Firehouse RMS and creates the initial skeleton report.

NFIRS Incident Report - Basic Tab Fill in all the required information on this page as you would for any other report. Incident Type will be 321 (EMS Call) for most of the EMS calls responded to by the Fayetteville Fire / Emergency Mgmt. Dept.

Actions Taken: 31: is to be used when you checked for injuries and find none. 311: use when cancelled by medic unit on scene. 312: use when cancelled by occupant on scene. 313: use when cancelled by PD on scene. 314: use when assisting medic unit already on scene. (This does not apply to cardiac arrest calls) 315: use when cancelled by dispatch before arrival. 32: use when basic patient care is performed; vitals were obtained, splinting, bandaging, etc. 33: use ANYTIME the AED pads are placed on a patient, King Airway is placed or attempted, CPR is performed.

**3211 Use when there is NO patient contact. If you speak to a subject, they have NO chief complaint, they do not wish any care and you do nothing for them; then it is No Patient Contact. If the subject expresses a chief complaint, even if they do not wish care and you do nothing for them, then it is considered Patient Contact and you MUST use a different code. **please note this code could change in the future.

NFIRS Incident Report - Property and Involvement Tab

Add the basic patient information along with any other persons involved, i.e.; bystanders, patient care provider, occupant, etc.

NFIRS Incident Report - Additional Reports Tab Click on the EMS / Search & Rescue tab, this will open the EMS / Search& Rescue Report

EMS / Search & Rescue Report Complete the EMS / Search & Rescue Report Basic

Complete the “Dispatched For” box with the EMD Code Determinant you were dispatched to even if different from what you actually found upon arrival.

Complete the Units & Personnel tab (if not already done by Firehouse RMS)

Click on Patient / Victim tab Select the number of Patients / Victims Treated or Transported

Click Add on the bottom of that page to open the Patient / Victim

Information page.

Click Add From Involvement on the bottom of the page to import the patient information from the NFIRS Basic Report.

On the Patient / Victim Information page Basic Tab, Complete unit information, fill in the residence address (or check same as scene address if applicable), fill in the Date of Birth, Gender, Race, Age & Phone Number

Fill in patient Disposition section as applicable The Patient / Victim Information Response tab will come up,

ensure it is completed with all applicable times.Click the Patient / Victim Information Scene tab.

Complete Initial Observed Condition and Injury or Illness dropdown boxes

Complete the Injury Intent / Other Factors with either

MEDICAL or TRAUMA – Do not select None

Click on the Patient / Victim Information Clinical tab Complete the Chief Complaint – This is what that patient tells you,

not necessarily what you were dispatched for Complete the Secondary Complaint, if applicable Click on the Patient / Victim Information Provider tab

Complete Provider Impression as applicable

Complete Treatment Authorization

Complete EMS Provider Level with EMT only per City Legal 2/13/2O13

Click on the Patient / Victim Information Injury / Illness Codes tab

Click add and complete the pop-up box with the appropriate

Injury / Illness code and click Save – If trauma related, the Injury Matrix tab with as much information as possible but not required.

If the call was a cardiac arrest, click on the Patient / Victim Information Cardiac Arrest & CPR tab

Patient / Victim Cardiac Arrest & CPR Basic Cardiac tab Click on Include Cardiac Arrest Record

Select Cardiac Arrest Type, If Pre-Arrival arrest; use plus signs (+) to add appropriate codes for witnessed arrest and/or bystander CPR

Complete Initial Arrest Rhythm box

Complete Cause of Arrest

Complete Resuscitation Attempted

Complete Spontaneous Circulation

Complete CPR discontinued

Patient / Victim Cardiac Arrest & CPR Times tab Complete all times that may be required

Click on the Patient / Victim Information Assessments &

Treatments tab Add Vitals – This should be your FIRST entry

Add ALL Procedure performed;

Any procedure done by FD personnel MUST be listed here and by who; be sure to change who did the procedure as it defaults to the member making report for all procedures

Common examples of procedures on Cardiac Arrest calls include; CPR, King Airway insertion (proper size), Defibrillation by AED (if shock delivered), AED Placement / No Shock Advised (if no shock delivered), Oxygen therapy, End-tidal CO2 Monitoring (EasyCap use with King Airway),etc.

Add Medication as applicable: Remember that Oxygen administration needs to be listed at the

flow, liters per minute, what delivery device used and route is inhalation – This is in ADDITION to Oxygen Therapy as a procedure performed

Remember that Epi-Pen administration needs to be listed as Epinephrine 1:1000, dosages are .3mg by auto injector for adult, and .15mg by auto injector for child

Click on Patient / Victim Information Status & Transport tab At a minimum, be sure to complete the Pulse on Transfer box in this

section

Click on the Patient / Victim Information Patient Narrative tab Enter a true and detailed patient care narrative using the CHART

format. This narrative contains private, HIPPA protected patient information such as medical history, medications, allergies, care rendered, etc. This is NOT the incident narrative and should NOT be cut and pasted from the incident narrative.

• C: Chief Complaint – What is the patient’s chief complaint AS THEY TELL YOU, in the event of a Cardiac Arrest – Chief Complaint will simply be Cardiac Arrest

• H: History of Pertinent Present Illness – What is going on right then that caused the patient to call 9-1-1, not a complete medical history

• A: Assessment – A complete and detailed account of everything you observed or are told by family / bystanders from time of arrival

• R: Rx (or Treatment rendered) – All care provided, including all procedures done and medications administered or assisted with and by whom. If any reaction, either positive or adverse, note them here and any additional care given for that reaction. This section needs to be detailed, chronological record of all patient care rendered. Statements such as “Squad 3 started CPR”, or “Squad 3 personnel started CPR” are not appropriate. Statements such as “Firefighter Jones and Firefighter Smith initiated CPR, Firefighter Jones began chest compressions while Firefighter Smith ventilated patient with BVM and 15 LPM oxygen” are the correct way to document in this section.

• T: Transport – If patient is being transported by EMS, note the name of the EMS provider(s) that care is transferred to, the medic unit number(s), and the name of the hospital that transport is initiated to by EMS. If patient refuses transport, note it here. If patient chooses to seek additional medical attention by private vehicle, note it here. If fire department personnel ride in with EMS to assist with patient care, list the name(s) of the personnel

Click on the Patient / Victim Information Other tab

Complete the Report Authorization section with member making report and officer in charge.

Complete the Special Studies section, if applicable At this point, you will be able to save the Patient / Victim Information Report and return to the EMS / Search & Rescue Report.

The Incident Narrative (of the EMS / Search & Rescue Report) tab is locked, and does not need to be completed – it will auto-generate from the NFIRS Incident Narrative

AED Report Download the ECG data using the DT Express program.

Select the proper report from the list

Right Click on it, Select Data Entry Highlight the information in the Incident ID box, replace

this information with the Incident OCA number

Place the Patient’s Last Name in the box titled Last Name

Click Finish, this will save the OCA number and patients last name on the AED report

Click the Print icon, then select Continuous ECG, then select

Complete.

From the copier SCAN the document as a PDF file only. A Tiff

file will not be accepted.

Once you have received your scanned copy of the AED save the

PDF to the R-Drive under Firehouse Attachments: Defib reports!

The next step is to attach the Defib report to Firehouse:

See How to embed files link below for those directions.

Incident Narrative Page

The NFIRS incident narrative should be the last section completed. This will insure the Auto Generate function will operate correctly and eliminate deleted

narratives.

The following incident narrative templates are required for all incident reports:

1.) STRUCTURE FIRE 2.) EMS/STILL ALARM 3.) ALARM ACTIVATION 4.) HAZ-MAT 5.) AIRPORT RESPONSE

To apply the templates to incident narratives, follow these steps:

On the Incident Narrative page of the NFIRS report (bottom right), you

will now see an icon labeled "Auto-Generate". Click this icon to access the Narrative Generation page.

At the top of the Narrative Generation page, select the appropriate narrative template depending on the type of response and then click "Generate Narrative". This will place the chosen template in the blank space for preview. Firehouse will default to the EMS narrative template because of the high number of medical responses.

Click "OK" and the narrative template will be placed in your incident report below the imported CAD notes ready for you to fill in the required information.

It is the responsibility of the report writer to insure that a detailed narrative of the incident is documented from beginning to end. The narratives are to describe in detail the events of the incident. All narratives are to be in capital letters, without the use of abbreviations.

Incident report narratives will be checked for spelling and grammatical errors upon completion. Always use “spell check” to correct spelling errors. If necessary, have someone check the narrative for you to correct any grammatical and spelling errors.

Narratives will be in complete sentences without the use of abbreviation.

The incident narrative shall NOT contain personal patient information. Personal patient information will be documented in the EMS report for

each person involved.

The incident narrative should include:

The type of call that was dispatched (ex. Engine1 responded to a subject with chest pains. Engine 1 responded to a house fire at 111 Person St.)

The conditions found upon unit arrival ex. (A) Engine1 arrived on scene and found the patient outside the home complaining of chest pains. (B) Engine1 arrived on scene with heavy fire showing from the Division B side of a

single family home. The command assignments and tactics that were assigned to each unit. Document and describe in detail all of the events of the incident

from beginning to end. Include documentation in regards to Rescue, Firefighting (Fire attack methods, Rapid Intervention Team, Ventilation),

Exposures, Salvage/Overhaul procedures etc. Document any problems or issues that may have impeded operations

(ex. power lines down, road/weather conditions, forced entry, etc.) Document other agencies such as PWC and The Red Cross when requested.

Document the cause and origin of the fire if known. If unknown, enter UNDETERMINED. This area can be updated if the cause and origin are determined at a later time.

Other Page: User Fields: List the actual number of personnel who arrived on scene. If a unit was

cancelled before arriving on scene, they should NOT be included in this section. If all dispatched units arrived on scene, the number of personnel should match

the number in the RESPONSE page.

Report Authorization:

The person who enters the report will be listed as MM (member making report.).

The person who was the incident commander shall be listed as OC (Officer in Charge) of the incident.

The on duty Company Officer, Lieutenant, or Acting Company Officer in charge shall be listed as the RA (Report Authorization).

All building fires or other significant events should be reviewed and quality controlled (BC) by the respective battalion chief after it has been QC’ed.

The same individual is discouraged from being listed in all parts of the Report Authorization Process including QC

Firehouse RMS

Monthly Equipment and Station Inspection Documentation 2016

SCBA (First of the Month) Entered individually

LADDERS (First of the Month) End of the Month

FIRE EXTINGUISHERS (End of the Month) STATION SMOKE and CO DETECTORS (End of the Month) EMERGENCY LIGHTING (End of the Month)

Weekly EYE WASH/SHOWER STATION *Monday’s (Weekly)

STATION: 1,5,8,10,12,14,17,ma and 19

STATION GENERATORS *Monday’s (Weekly) except station 16 STATION GENERATORS *Monday’s (Weekly) WEEKLY MCT UPDATE *Saturday’s (Weekly) EMS ALS EQUIPMENT *Saturday’s (Weekly)

Click “File” and select “Apparatus, Equipment and Inventory”

Select “Batch Maintenance/Test Entry”

Choose “List Inventory by Description (Non-Generic)” in the select a Query field or drop down menu for specific grouped items.

Double click “Stn” to sort the inventory by station

Select equipment *You may press and hold “Ctrl” on keyboard to select multiple items.

*****Exception of SCBA they must be entered individually*****

Make sure the number of selected records matches the number of units you have highlighted. *****Still proceed in the same fashion on entering SCBA but be aware that only one SCBA can be entered at a time. This is in an effort to provide better documentation of individual packs without inadvertently listing all the records with the same problem.****

Once you have highlighted the selected equipment, click “OK”.

Complete the Maintenance/Test Entry detail page with the following information:

Job Description (EX Code: EMLIGHTING, EYEWASH)

Priority

Change Station Number if applicable

Shift

Select “Completed”

Enter Start Date, Start Time and End Date, End Time

Notes are mandatory for all checks: Enter “Notes” a brief description of any actions taken, defects, and expiration dates for EMS ALS equipment***For eye wash station checks, include in the “Notes” whether or not it is a single unit eye wash station, separate eye wash station from shower, or combination eye wash/shower.***

Special Notes for EMS ALS Equipment: This is what instructions you need to add under Notes: You will add the equipment name i.e., Epi-pen, and expiration date (month and year – mm/yyyy) for each item you have on hand at each station.

Example:

• AED- Pads, Adult expires 09/2017

• Infant/Child expires, 08/2016

• King Airway-Size 3 expires, 05/2017

• -Size 4 expires, 06/2017

• Easy Cap ll CO2 Detector expires, 11/2017

• Epi-Pen, Adult expires, 08/2017

• Epi-Pen, Adult expires, 09/2017

• Epi-Pen, Jr expires, 09/2016

Special Notes for Smoke-CO Detectors:

Enter the same Inventory ID: Change the JOB CODE to whichever item you are accounting for.

Smoke or Carbon Monoxide

Firehouse RMS Hydrant Inspection Documentation

2016

A.) For Single Hydrant Entry:

Click the “Hydrant” Icon and open a blank hydrant page.

Enter the Hydrant ID # and press tab. This will bring up the hydrant page.

Make sure to verify the correct district and change if needed. (Ex. 1.1, 1.2)

The district shall no longer be listed as your unit assignment. In order to make sure the hydrants can be queried correctly, the district must be listed as the correct hydrant zone.

Under the “Activities” tab, click “ADD” and enter a hydrant service record.

Click “Save”. Firehouse will update all of the selected hydrants. The hydrant activities will

now show up in your Company Journal as a hydrant symbol.

B.) Batch Entry for Multiple Entries at one time:

Click File >Hydrant Management >Batch Flow Tests/ Activities.

Enter the Hydrant District number in the value field: (Ex. 1.1, 1.2, 1.3) Click “Run

Query”

Press and hold the “Ctrl” button while selecting your hydrants to update. Click

“OK” then complete Update Hydrant Activity required fields with notes.

Updating the Hydrant Activity Page:

Check “Completed and enter the “Start Date”

Enter the “Start time, End Date, and End Time.” Enter the Officer in Charge as

“Inspector.” Enter the “Station, Shift, and Unit.”

Check Appropriate Activity Type and note any defects if any. Enter Notes regarding the

hydrant activity

Click “Save”. Firehouse will update all of the selected hydrants. The hydrant activities

will now show up in your Company Journal as a hydrant symbol.

C.) Updating/renumbering Hydrant:

You can renumber a hydrant by selecting Form then Renumber Hydrant.

D.) Hydrant out of service:

You can show a hydrant out of service by selecting the check box on the right hand

side. A In/out Service History information should be completed.

Hose Documentation 2016 Hose reload and Annual Service Test documentation is located under:

Apparatus, equipment, and Inventory batch Maintenance/Test entry

2.)

3.)

4.) For Hose Reload Only, The First portion is required.

5.) Hose Annual Service Test- checklist is filled out the Test/Results will automatically fill-in. If any part of the checklist is unselected as a failed part of the test the reason for failure will automatically highlight for a brief description.

Instructions for Entering Training into Firehouse RMS 2016

After logging into Firehouse, click the TRAINING icon found on the tool bar located at the top of the screen.

Basic Page Tab

Ensure the start date is correct.

Then, click on category and select the correct category code for the training conducted.

The category code can be found on the Training Directory if entering monthly training. If entering outside or other training choose the category code that best applies.

After the training category is selected, it will ask if you want to create a new record, select yes.

Enter start time, end date, and end time.

Class description should be changed to reflect title of class. Use the title found on the Training Directory or the official class title if entering outside or other training. Enter the location, using the drop down box.

Enter Agency conducting or hosting the training, using the drop down box.

Enter instructor, by using the drop down box.

Under Default Values enter: Station Shift Unit (if applicable)

Under Training Type (Fire, Rescue, Medical, Other), see Training Directory for the appropriate code. For outside or other training, pick the training type best suited.

Payroll calculation is left blank.

Hours worked has to match the times and days entered previously.

Enter the appropriate Method of Instruction describing how the training was delivered.

In the attendee section, Select Add to enter individual personnel Select Add Group to enter personnel by staff group select or add from roster. If the instructor is also a member of the crew, include in this section also.

Rating Bureau Tab

Do not use this page

Notes Tab: Enter a detailed description of the training that took place and what JPRs were covered.

Other Tab Click on the User Field box to reveal I. S. O. Additional Training Categories. Select all categories that apply.

Staff Summary Tab Should match the Basic Page on Total Staff Attendees and Total Staff Hours Ensure all information entered is correct before selecting the SAVE button on the bottom of the page.

Please review the following small changes affecting the documentation of PFE

events. These changes are effective immediately.

Under Activity Description, please describe the Public Event. Examples of possible entries include: Autistic Society Outreach Program, FIRES

School presentation, Fire Extinguisher training, First Aid Training, Firefighters are Our

Friends, General Fire Safety Presentation, etc..

Complete the remaining fields as you normally would

Location or Target Group now required for all PFE entries.

After you have selected your category of Public Fire Education event,

you must select the group best represented that is attending the

presentation. For example; if an engine company hosts a meeting of the Autistic Society Outreach Program, the Default

Activity Code would now be FST – Fire Safety Presentation, with the Target Group

SPECINTER. These changes are required for annual reporting purposes.

Please select the age most reflective of the group in attendance:

The following PFE codes have been consolidated:

These codes should now be entered as:

By changing the manner in which we collect our data, we will improve the means of

identifying our impact on specific target audience

Instructions for Attachments & Signatures (NFIRS / EMS) 

 

MFD Scanning/Saving Instructions 

NFIRS – CO Alarms, Lockout, Lockin (For photos, please contact P&R) 

For Lockout/Lockin – The two forms of documentation required for this are the  

“Damaged Report and Forcible Entry Forms” saved under one file name 

EMS – Defib Reports, Patient Refusals 

1 – Place documents on MFD   

2 – Press/touch Scanner  

3 – Press/touch Send File Type / Name 

4 – Under “Select Item” make selection for Single Page or Multi‐page 

5 – Under “File Type” CHANGE TO PDF, click OK 

6 – Press/touch Manual Entry to add email address (Example:  jdoe@ci.fay.nc.us), click OK 

7 – Press Start 

8 – When email is received, save file(s) in the appropriate subfolder below re‐naming it only with the incident 

number 

  Example of naming (16‐6038816) 

 

  R:\Firehouse Attachments, then locate the appropriate subfolder to save in 

  CO Alarms, Defib Reports, Lockin & Lockout, or Patient Refusals 

 

 

Embedding and Attaching in Firehouse 

The file(s) need to be attached to appropriate side of the report (NFIRS or EMS) 

  NFIRS (CO Alarms, Lockout, Lockin)  

  EMS (Defib Reports, Patient Refusals) 

 

1 – Open the correct side of report based on the attachment 

  

2 – Navigate to the Other tab 

  

3 – Click on Attachments & Signatures 

  

4 – Click on “+ Add” 

  

5 – Under “Attachment Name” name the attachment in Firehouse based on document use  

(CO Alarm, Lockout, Lockin, Defib Report, Patient Refusal, etc.) 

  

6 – Under “Attachment Type” select Embed Copy of File, click on Embed File… 

  

7 – Change default selection to Create from File, click on Browse 

  

8 – Navigate to the appropriate document on the R: and the correct subfolder 

  

 

 

9 – Double click on document, the click OK.   

      Ensure file you are attaching in window is the correct file, then click X   

  

10 – Click on Save, then Close.  Confirm Name and Type (Embedded Copy of File) 

         Click Close again.  YOU ARE FINISHED