We Protect Fire and Rescue Departments!
MSFES' advisors and software enables a fire chief, along with his department, to confidently manage their organization with the necessary tools and support to get their work done.
From advisory services to software solutions, we are here to help tame the chaos and streamline your human resource management effort.
We offer advisory support services with HR experience in fire and rescue. You'll always get an expert that will guide you through the issue at hand. If the matter requires support from a legal expert, we have you covered.
Our software application complements many of the services we provide. Customized modules allow personnel to perform truck checks, conduct employee evaluations, and create and update employee records. There are even dashboards to quickly give chiefs the information necessary for a complete management overview.
Advisory Services
MSFES advisors are always a phone call or email away. You can ask management, HR, risk reduction, ISO, personnel, and anything related to emergency services. Many of our clients call us and describe an issue they are having with one of their personnel. We help them draft the needed documentation to document the issue correctly and have the ability to run it through an attorney for approval before presentation to their employee or volunteer.
Articles of Incorporation:
MSFES will facilitate, with a licensed attorney, the updating of your Articles of Incorporation. MSFES works with our attorneys to ensure they understand the unique needs of the nonprofit Fire department or rescue squad.
Corporate Bylaws:
MSFES will facilitate with a licensed attorney creating and updating a set of Corporate Non-Profit Bylaws that protect your Fire Department or Rescue Squad.
Wage and Hour Policies:
If the department has part-time, and/or full-time staff, then you need Wage and Hour policies that address how they are treated, receive benefits, how they are paid, and many more things. Not having this policy, or the policy being wrong, will cost you big time.
FYIs:
Did you know that our Handbooks provide the same points as a ladder truck, under the ISO system? Do you want to spend a million dollars on a ladder truck, or carry the protection of this program?
Did you know that some of those policies that MSFES would build and customize in accordance with your Fire department or rescue squad needs include, but are not limited to, the following:
Introduction, Change and Implementation of Department Policies, Equal Opportunity Employer Policy, Workplace Harassment Policy, Workplace Violence Policy, Open Door Policy, Firefighter Hotline Policy, Introductory Period Policy, Standards of Conduct Policy, Disciplinary Procedures Policy, Employee / Volunteer Termination Policy, Appeal of Disciplinary Action Policy, Resignation & Retirement Policy, Department Property Policy, Individual Disagreements Policy, Active Volunteer Status Policy, Safety Policy, Searches Policy, Personnel File Access Policy, Workplace Dating (Fraternization) Policy , Funeral Arrangements Policy, Emergency Scene Pictures Policy, Apparatus and Privately Owned Vehicle (POV) Operation Policy, Certification Level for Activity on Emergency Scenes and Live Fire Training Policy, Background Checks Policy, Drug and Alcohol Policy, Department Officer Appointments, Requirements & Dismissal Policy, Leave of Absence (Volunteers Only) Policy, Purchasing Policy, Dress Code/ Personal Appearance Policy, Weapons Policy, Civilian Ride-A-Long Policy, Chain of Command Policy, Department Equipment Policy, Use of Personal Cellular Phone or Personal Electronic Device (PED) Policy, Confidentiality and Dissemination of Patient Information Policy, Polygraph Testing Policy, North Carolina Firemen’s & Rescue Squad, Worker’s Pension Fund Policy, Personal Belongings Policy, Department Mail Supplies Policy, Receipt of Legal Process Policy, Visits by Investigators Policy, Firefighters Relief Fund Benefit Policy, Excessive Work Fatigue, Social Media Policy, Military Service (USERRA) Policy, Political Activity Policy and National Incident Management System Policy?
MSFES provides the fire department, or rescue squad, with telephone or email consultation with an MSFES HR Advisor. We assist by:
-Changing an existing policy/policies,
-Discussing a human resource issue,
-Helping the Board of Directors and/or the Fire Chief make the best decision possible.
MSFES has attorneys and staff that work together ensuring the HR advice given to our clients is the best possible solution. MSFES has also vetted multiple external attorneys who focus on Corporate Law, Non-Profit Law, Tax Law, Employment Law, and other specific areas of law. MSFES uses these attorneys when MSFES wants another point of view on a set of facts, to again, provide the best HR advice to its clients.
MSFES provides general information and education on current topics via webinars and newsletters. When MSFES sees issues arising in the emergency service field, laws being revised, laws being introduced, or how the courts are deciding issues, MSFES gets the facts, then releases those facts to its clients through webinars and newsletters to make sure our clients are informed.
MSFES provides a current State and Federal Labor Law Poster for each of its stations. We will update these posters when the state or federal laws change and a new poster is needed.
MSFES has full-time grant writers, that work with our clients to get FREE money. Our grant writers work with our office staff, and IT staff to complete federal grants, which allows for a better chance of being awarded.
FYIs:
Did you know that MSFES has written grants that were awarded over $10-million dollars?
Did you know that only 1,769 applications for AFG and SAFER were funded out of 8,376 that were submitted in FY 2019?
If a client merges with another fire department, or rescue squad, MSFES will work with our legal team to draft all needed documents in order to make the merger compliant and legal.
If an MSFES client is currently an IRS 501 (C)(4) and would like to convert to an IRS 501 (C)(3), MSFES would be glad to assist in that transition, as MSFES highly recommends it. MSFES works with its Certified Public Accountant (CPA) that specializes in the non-profit conversion, and MSFES helps the CPA with gathering information, and document preparation to achieve the conversion.
When personnel issues arise, both positive and negative, we are here to lead the charge. Our PR experts will help provide our chiefs the direction to follow ensuring the right messaging for the issue at hand.
HR Solutions
MSFES offers our customers a comprehensive software solution, Ember, to manage the many moving parts inside a fire and rescue department. Our software solution gives users the ability to oversee their programs from start to finish.
MSFES proprietary software allows for a chief to log in and pull a criminal history report on an applicant, or a current staff member. The turn-around time on the checks is no more than two days. The checks are extensive and blow most background checks out off the water. We work hard to leave no stone unturned.
FYIs:
1) Did you know that a criminal history report obtained from your county only checks the history from within that county and nothing beyond that county? Did you know that there is over 3,100 counties and county-equivalents in the 50 states? We make sure to check all counties and not just the one you are in?
2) if you are having a local police officer or communication employee pull a person’s record using the NCIC, you may be jeopardizing that person’s job. The FBI made it very clear that it is a violation of federal law for someone to do that and they will pull their rights to use the system. In the end, they will lose their job.
3) Under the FCRA, you must be the end-user of the information contained within the report. So you are violating the staff member's, or applicant's, legal rights.
Our proprietary software keeps your department in compliance with the Fair Credit Reporting Act (FCRA), as it sends over the release to the person to sign electronically, and then populates the report. It also helps the department by sending the person the two required notices, if you see something in the report you do not like, and don’t want to allow them to join your team.
FYIs:
Most people don't know that if you handle criminal checks improperly, you are creating a huge risk for your department. Did you know that someone in California could sue you (in a California court) if you did not have them sign the correct release before pulling their criminal history?
MSFES proprietary software watches your staff day and night to make sure they stay clean. VFIS recommends that their clients pull a criminal history check at least once a year. MSFES believes that someone that gets a DWI, domestic violence charge, or other bad deeds on January 2nd should not stay on your roster for 364 more days before you find out.
If firefighter Jones gets a DWI in Morehead City, you will be emailed within 24 to 72 hours by our system and your advisor on "next step" recommendations.
FYIs:
Did you know that MSFES has had over 800 criminal hits on emergency service personnel since the system started in 2013?
Did you know that MSFES has between 5 and 25 hits per week?
Did you know that MSFES has called three fire chiefs to advise them of one of their employees, or volunteers, had been charged with molesting children?
MSFES provides their clients with Oral Drug Testing Kits that not only check for the five-panel drugs, but the kit also tests for alcohol. With our HR – Risk Reduction Tool, your department has a way to protect itself from not only bad staff members that are under the influence of drugs or alcohol while on the job, but what about the person who said they smelled alcohol on them at the scene of a car accident?
FYIs:
Did you know that the Drug Testing Kits may be performed on a scene?
Did you know that our Drug Testing Kits can be deployed in front of other people since they are noninvasive?
Did you know that our Drug Testing Kits have a 24-72 turnaround?
Did you know that our Drug Testing Kits are tested by the largest accredited lab in the world?
Did you know that a Medical Review Officer (MRO) reviews every result to ensure they are 100% accurate and that it meets state laws?
MSFES' software notifies the chief via email notifying him/her that the test was either negative or positive. If the test is positive, an MSFES HR advisor will call to see if assistance is needed with the issue. The chief may also log into MSFES' software to see the report from the MRO identifying the drug or alcohol that was identified.
Our clients simply log into our software and print off documents that have been built by our HR experts and approved by legal counsel. These documents include everything from applications, releases, and acknowledgments.
FYIs:
Did you know that in a lot of states, or within areas of a state, you cannot ask an applicant if they have prior criminal charges on an Application?
Did you know asking for someone’s age on an application could be age discrimination?
Did you know that if you post an application online, and asked the wrong question, someone in Maine could sue you for it, and require you to defend yourself in that state?
Did you know how long federal law requires you to keep an application, even if you don’t accept the person?
MSFES has IT experts that build websites. We do this to ensure our clients have an affordable way to present their department online. This allows the citizens within your community to see your achievements. It also established a means of communication with the community. Our clients call our IT staff to request a change to the website or our IT staff will show your dedicated staff member(s) how to make necessary changes.
FYIs:
Did you know that our clients save hundreds of dollars on this service, as they end their current website provider?
MSFES provides our client's software that allows for bad deed reporting, through which employees, contractors, or volunteers are able to report concerns anonymously. Your staff may file reports twenty-four (24) hours a day, seven days a week. Information received through the web-based reporting system will be considered strictly proprietary and confidential information of the department or the squad.
This system allows your staff members a way to bring bad deeds to light, without calling the Department of Labor (DOL), or the Equal Opportunity Employment Commission (EEOC). Most firefighters simply want the problem fixed. They do not want to get the department or the squad in trouble.
When your staff member files the complaint, or as we like to say, "give a heads up of someone’s bad deed," MSFES turns it into a report, and forwards it to the chief, and Board Chairperson. At the same time, an MSFES HR expert will call the chief, and/or board chair to see if we can help you through the issue. This discussion is intended to make ensure your response is legal and correct.
FYIs:
Did you know that if you take federal funds, you must provide a way for your staff member to report waste, fraud, and abuse?
Did you know that a Hotline helps stop lawsuits? Examples of lawsuits that may be avoided using a hotline are discrimination and sexual harassment?
MSFES' data storage system meets commercial standards that have been approved for the housing of medical and federal data. This is developed to be FEDramp, Payment Card Industry Data Security Standard (PCI), and HIPAA compliant.
MSFES clients may use the data storage system to house their documents, so it is always accessible. MSFES has safety protocols in place. If someone were to leave the organization and deliberately delete their files we (MSFES) are able to recover those files never impacting the department.
FYIs:
Did you know that MSFES helped multiple an organization because a former chief burned all of the department's personnel files on his way out?
MSFES IT Staff built an apparatus check-off program, to help firefighters do an apparatus check right, and quicker. Our apparatus check system has passed ISO inspections, and was built to identify the risk of ensuring that your apparatus is in the correct working order, which is safe to drive.
FYIs:
Did you know that clients of ours have saved $2,800/yr because we provide this service in addition to everything else? They were able to cancel their previous service provider?
If a department or a squad provides federally funded health care services (medical transport), the organization must monitor their staff members to ensure that they are not excluded from doing business with the federal government or any state that maintains an exclusion list.
There are currently 41 states that have an exclusion list and multiple federal lists. The Affordable Cares Act (ACA) requires the above organizations check the list monthly, so that means that your organization must search everyone on your roster, on 41 different systems each month.
FYIs:
Did you know that MSFES software monitors OIG & State Exclusions for our clients each month?
Did you know that your organization will have to pay back federal issued funds if your department is audited and you find out that you are not compliant? Or, if you have someone on staff that is on one of the lists?
Did you know that MSFES has found fire departments listed on the exclusions list? FEMA would not issue them funding because of it? We helped them clear the list.
MSFES' software helps our clients bring on new employees, and/or volunteers into the department or squad which ensures that all needed documentation is completed. They enter the person's information, and the software sends all needed documents over for signature. After being signed by the applicant, the system files everything within the correct file to ensure compliance.
FYIs:
Did you know that I-9s should not be housed within personnel files?
Did you know that a doctor's release for an employee cannot be stored within a personnel folder?
Did you know that each staff member needs a medical file?
Perform employee evaluations within our system to manage your employees at a supervisory level. This gives you the oversight needed to get the most engagement from your personnel.
Track, by each employee, the exposure of carcinogens to maintain a history of events. These files are archived and may be transferred with the employee when/if needed. Find out more here.
Find Out More About MSFES
As you can see, MSFES has created an all-encompassing product that meets fire and rescue departments' needs, and we support our product 100%.
From your first phone call with us until long after you're up and running with our service, you will be impressed with our dedication to your department. Request a free assessment of your HR initiatives today by calling (803) 258 - 0660 or using our easy online form.
