Chicago Police DepartmentEmployee Resource E06-01
Professional Counseling Division /Employee Assistance Program
Issue Date:09 February 2018Effective Date:09 February 2018
Rescinds:21 February 2012 Version; 17 November 2004 Version of E06-01-02
Index Category:Personnel Support
I.Purpose
This directive:
  • A.states Department policy regarding members who may seek counseling assistance.
  • B.outlines:
    • 1.the scope of the Professional Counseling Division/Employee Assistance Program (EAP).
    • 2.the policy regarding confidentiality, as it applies to the Chicago Police Department’s Professional Counseling Division/Employee Assistance Program (EAP).
  • C.provides:
    • 1.information for general counseling and referral services.
    • 2.procedures for crisis intervention.
  • D.introduces the Employee Assistance Program Authorization for Release of Information form (CPD-62.482).
  • E.describes the services available to Department members and their families.
  • F.satisfies CALEA Law Enforcement Standard Chapter 22, 33, and 35.
II.Policy
  • A.The Department is committed to ensuring the safety and well-being of all members and their families whenever possible. The Department recognizes that members may experience personal difficulties which may impact their personal and professional lives. The Department supports and encourages members in securing quality, confidential assistance. In keeping with this commitment, the Department has established the Professional Counseling Division/EAP, staffed with clinical professionals and trained peer counselors who provide confidential counseling and consultation.
  • B.The Professional Counseling Division/EAP is structured around a concept of confidentiality which mandates that no information, including identifying factors, identifying biographical material, clinical notes, or therapy issues, be reported to or requested by the Department, except where required by law. Individual members may expect, and will be granted, complete privacy when voluntarily seeking counseling assistance through the Professional Counseling Division/EAP consistent with the Mental Health and Development Disabilities Confidentiality Act and the City of Chicago Health Insurance Portability and Accountability Act (HIPPA) Privacy Policies and Procedures, which are designed to comply with the Health Insurance Portability and Accountability Act of 1996, the Health Information Technology for Economic and Clinical Health Act of 2009, and their implementing regulations. Refer to Item IV of this directive for a full explanation of the confidentiality policy, including exceptions.
III.General Information
  • A.The Professional Counseling Division/EAP unit of the Chicago Police Department is staffed by sworn and civilian counselors and requires the voluntary involvement of Department members or their families who are seeking counseling. The Professional Counseling Division is not located in a police facility.
  • B.To request counseling services, the Professional Counseling Division/ EAP may be contacted 24 hours a day, 7 days a week.
  • C.All of the services offered by the Professional Counseling Division/EAP are available to Department members, a member’s spouse or children and retired sworn members.
  • D.All counseling services provided by the Professional Counseling Division/EAP are free of charge. Referrals to a private therapist, specialist, outside agency, or hospital, however, are for profit, non-Department providers which may charge a fee. Information regarding referral sources, credentials, programs, and the level of care provided may be obtained by the Professional Counseling Division/EAP.
  • E.The  Professional Counseling Division/EAP can be contacted by letter, telephone, or in person for information regarding a counseling appointment.
  • F.Communications between the Professional Counseling Division/EAP and the counseled member will be confidential. The Professional Counseling Division/EAP may not use or disclose protected health information, except as permitted or required by law, including the Mental Health and Developmental Disabilities Confidentiality Act, and when consistent with the City of Chicago HIPPA Privacy Policies and Procedures.
  • G.Consistent with 740ILCS 110/3, a therapist is not required to maintain personal notes, but any such notes are the personal property of the therapist and are not subject to discovery in any proceeding.
IV.Professional Counseling Confidentiality
  • A.Any active Department member (sworn or civilian), their spouse or children, or retired Department individuals can avail themselves of the services of the Professional Counseling Division/EAP. The services provided by the Professional Counseling Division are covered by the confidentiality policy unless exceptions are imposed by law or by ethical constraints mandated in the regulations of professional counseling organizations.
  • B.The four exceptions to confidentiality policy imposed on all therapists are:
    • 1.Threats of physical harm - If any individual in counseling threatens to harm another person, the counselor is required by law and professional regulation to notify the person threatened and the local police department.
    • 2.Suicide - Any counselor who reasonably believes that a client is seriously contemplating suicide is required by law and professional regulation to do everything possible to prevent such an attempt, including making whatever notifications necessary to stop the attempted suicide.
    • 3.Child abuse - If a client discloses participation in abusing a child, the therapist must notify the appropriate agency of such abuse.
    • 4.Malpractice - A therapist may use counseling material in defense to malpractice allegations.
      NOTE:
      The exceptions to confidentiality as outlined in Item II-B of this directive for the Professional Counseling Division/EAP are imposed by law or by professional regulation on all psychologists, psychiatrists, family therapists, and psychotherapists.
  • C.The Professional Counseling Division/EAP may not use or disclose protected health information, except as permitted or required by law, including the Mental Health and Developmental Disabilities Confidentiality Act, and when consistent with the City of Chicago HIPPA Privacy Policies and Procedures, which are designed to comply with the Health Insurance Portability and Accountability Act of 1996, the Health Information Technology for Economic and Clinical Health Act of 2009, and their implementing regulations. Consistent with the City of Chicago HIPPA Privacy Policies and Procedures, the Professional Counseling Division/EAP:
    • 1. will make their client(s) aware of the uses and disclosures of their protected health information that may be made by the Professional Counseling Division/EAP, and of the client's rights and the Professional Counseling Division/EAP's legal duties with respect to their protected health information via a Notice of Privacy Practices.
    • 2.may disclose a client's participation in the Professional Counseling Division/EAP after the client has first signed a written authorization (CPD-62.482) to release that information.
    • 3.may require a member to sign a written authorization (CPD-62.482) permitting disclosure for a limited stated time period of the member's participation in CPD Professional Counseling Division/EAP PRIOR to providing services as a condition of participation in the Professional Counseling Division/EAP.
      NOTE:
      It is the right of the member to keep this information confidential and a release authorizing disclosure of any protected information must be executed voluntarily and without duress.
  • D.If a child of a Department member is in counseling with the Professional Counseling Division/EAP, the member is advised to discuss any limitations to confidentiality with the counselor prior to the start of counseling.
  • E.Counseling notes will not be maintained on any employee in counseling unless prior approval, in writing, has been obtained from the employee.
  • F.No auditing can be conducted by the Chicago Police Department, or any other entities, such as Civilian Office Police Accountability or Office of the Inspector General, of the counseling documents maintained by the Professional Counseling Division/EAP.
V.Services Available
  • A.The Professional Counseling Division/EAP has been established to provide confidential supportive assistance, including peer counseling and referral services, for all Department members. Comprehensive services include:
    • 1.24-Hour Crisis Intervention Services,
    • 2.Stress Management and/or other training,
    • 3.Alcohol and Substance Abuse, Support Service and Prevention Training,
    • 4.Peer Support,
    • 5.Couples Counseling,
    • 6.Individuals Counseling,
    • 7.Family Crisis Intervention,
    • 8.Grief Counseling,
    • 9.Gambling Addiction Counseling,
    • 10.Group Counseling,
    • 11.Communication Skills,
    • 12.Anger Management and Conflict Resolution,
    • 13.Traumatic Incident Stress Management.
  • B.The services provided by the Professional Counseling Division/EAP Unit are designed and tailored to meet the unique needs of each and every Department member, members of their family, or retired members seeking assistance. This is accomplished by maintaining a network of quality resources (i.e., treatment facilities, self-help and support groups, and stress management training) which allows the unit to respond promptly to the needs of individuals.
  • C.Alcoholism and Other Addictions Services Unit
    This Unit is managed by a sworn supervisor who reports to the Director, Professional Counseling Division. The Unit is staffed by certified alcoholism and other drug abuse counselors who are specially selected and trained Department members.
    • 1.The Alcoholism and Other Addictions Unit will:
      • a.provide services to Department members and/or their families who may be experiencing difficulty with problems related to alcoholism or other addictions. In an emergency, the unit can be contacted 24 hours a day, 7 days a week.
      • b.serve as a resource to command and supervisory personnel and other Department units whose function involves interaction with employees experiencing impairment due to alcoholism or other addictions.
      • c.be responsible for that portion of supervisory training that focuses upon employee impairment due to alcoholism or other addictions.
    • 2.When an employee is identified by Department supervisory personnel as possibly having problems related to alcoholism and/or other addictions, a counselor will be available to evaluate and provide appropriate support services and/or guidance.
    • 3.When a disciplinary action / investigation has been initiated against a member impaired by alcoholism or other addiction(s), involvement in an Alcoholism and Other Addictions Services Unit program will not delay the disciplinary or investigative processes.
  • D.Traumatic Incident Stress Management Program
    This program provides Department members the opportunity to understand and put into perspective the emotional and/or psychological impact of a traumatic incident. The debriefing process is not a critique of any assignment or action taken by the member.
VI.Department Referrals to the Professional Counseling Division
  • A.Department command and supervisory personnel have the authority and the responsibility to make members under their supervision aware of the Professional Counseling Division/EAP when appropriate.
  • B.Department members will be assured that any consultation at the Professional Counseling Division/EAP will be confidential consistent with the Mental Health and Developmental Disabilities Act and the City of Chicago HIPPA Privacy Policies and Procedures.
  • C.In a crisis or emergency situation, supervisors will recommend immediate intervention by the Professional Counseling Division/ EAP 24 hours a day, 7 days a week.
  • D.Recommendations or referrals to the Professional Counseling Division/EAP will not be used as a substitute for the disciplinary process.
  • E.Unit commanding officers and/or supervisors may contact the Professional Counseling Division for information about the counseling program or the referral process.
  • F.The procedures contained in this directive do not relieve unit commanding officers of their responsibility to counsel members as set forth in existing Department directives.
(Items indicated by italics/double underline were revised)
Eddie T. Johnson
Superintendent of Police
T17-038 KT/RCL
PHONE BOOK:
1.
Professional Counseling Division
312-743-0378
PAX 0578
ADDENDA:
1.E06-01-01 - Crisis Intervention