Video Reading: Member Observation and Referral

👀 Member Observation and Referral

🎯 Learning Objectives:

• Learn how to observe signs of distress, trauma, or crisis

• Understand when and how to intervene and refer appropriately

• Build awareness of cultural, religious, and mental health dynamics

🌍 Cultural and Religious Awareness

"Recognize spiritual diversity in both responders and the community. Respect traditions, languages, and worldviews, knowing when to bring in culturally specific spiritual resources."

This is a significant area of sensitivity. We live in a complex, pluralistic society with diverse ethnicities, traditions, and languages. As chaplains, we must offer support to people who are hurting, even when we are in unfamiliar cultural territory.

In some departments, there may be no personnel who speak languages like Spanish—even when a significant portion of the surrounding community does. Ideally, support staff or chaplains would be equipped to bridge these language gaps.

Cultural issues also matter—such as whether it's appropriate to hug someone in crisis. A man hugging a woman from a conservative cultural background, like a Near Eastern or Muslim tradition, might unintentionally cause additional distress. Culturally aware chaplaincy requires sensitivity and adaptability.

Being "people smart" is vital. If you’re an introvert, that’s okay—it just means you may need to prepare differently. CLI offers tools for developing these soft skills, like the People Smart for Ministry and Influence Smart courses. You can also explore classics like Dale Carnegie’s How to Win Friends and Influence People. Much of this is rooted in common sense, but it is crucial to take seriously.

It takes cultural humility to admit, "I don’t understand your culture—can you help me understand so I can support you?"

🧠 Observing Mental Health and Stress

"Monitor for irritability, withdrawal, over-functioning, or disengagement. Watch for signs like fatigue, caffeine/alcohol overuse, illness, or sudden personality or relational changes."

This is part of the daily work of chaplaincy—like the Good Shepherd who knows their sheep. The more time you spend with the fire family, the more attuned you'll be to what’s normal versus what might be a sign of deeper trouble.

Sudden behavioral shifts—more talkative or unusually withdrawn—should prompt reflection and gentle inquiry. These signs can reveal emotional or mental health struggles.

⚠️ Suicide Awareness

"Look for warning signs: hopelessness, giving away possessions, isolation. Ask directly, ‘Are you thinking about hurting yourself?’ Always assume risk until ruled out."

People may offer subtle or flippant clues that warrant attention. Trust your intuition and monitor for patterns. If a comment stands out, tuck it away and continue observing. You might need to revisit it later with a caring, direct question: “Are you okay? Have you thought about hurting yourself?”

A chaplain handbook for responders might be a valuable tool here—something that offers quick reminders, guiding questions, and best practices for situational care.

👥 Referring to Qualified Counselors

"Know your limits. Refer when issues need professionals. Maintain a list of trauma-informed, culturally competent counselors. Partner with EAPs (Employee Assistance Programs)."

Many first responders are covered by EAPs through county or city employment. These programs offer counseling support—but not all counselors understand the unique stressors of EMS and fire service life.

Chaplains should build a trusted referral list of culturally competent professionals who grasp this world. You may even need to vet these counselors beforehand to ensure they won’t break down emotionally themselves in a session (as has happened!).

Referral resources vary greatly depending on where you serve. A fire chaplain in Botswana will have different supports than one in London or New York City. Rural communities may be especially limited. Regardless, building warm handoff pathways to the right professionals is key.

👥 Observation, Leadership, and Presence

Ministry Sciences Site Overview
Chaplains offer stable, licensed support — but healing always requires a team. The key takeaway: Don’t be a lone ranger in this observation role.

“Ministry involves triage, presence, bridge building. Credibility grows when you refer wisely and stay connected.”

🔎 The Chief's Role and the Chaplain’s Responsibility

Henry:
Let’s talk about the chief or command in connection with observation. Some firefighters or EMS might worry the chaplain is “telling on them,” but the truth is, the chaplain is called to observe for their good.

Chaplain:
That’s a real dilemma. What I’ve learned to do is speak with the individual first. I check:

• Is my observation correct?

• Is this just a bad day, or is something deeper going on — maybe unrelated to the job?

Chiefs often care deeply, but their administrative load is overwhelming. They handle:

• Vehicle readiness

• Training

• Fit tests

• Budget oversight

The psychosocial and spiritual care of the team is still technically their responsibility — but it can fall through the cracks. That’s where chaplains help.

“The chaplain becomes an independent, caring presence — a second set of eyes and ears — a true asset to leadership.”

🧯 Post-Incident Support and Informal Debriefs

Follow-up after difficult calls is essential:

• Be present during meals and downtime

• Let them talk about pressure informally

• Follow up with those most impacted

Chaplain:
After a traumatic call, a “hot wash” helps people vent and normalize their feelings.

“This was horrible. You’re upset — that’s a normal, human response.”

Then, ideally within 24 hours, do more formal or individual follow-ups. Keep in mind:

“Two firefighters can respond to the same scene and walk away with completely different emotional reactions.”

There’s not enough chaplains for the amount of trauma.

“Too many hours, too many calls… not enough chaplains. Volunteer to be a chaplain.”

🔥 Call to Action

Henry:
In the church, people ask, “How can I make an impact?”
Meanwhile, brave first responders face fires, crashes, trauma — and we have something to give them: care, presence, and prayer.

“I want to be a fire chaplain. This isn’t just playing golf — this is serious.”

❤️ The Ministry of Presence

Every company is different, but they share similar needs:

• Presence

• Listening

• Proper response

• Consistent care

“Through our presence, through our actions, our love — we serve.”

Biblical Foundations:

• Proverbs 27:23 – “Know well the state of your flocks.”

• Galatians 6:2 – “Bear one another’s burdens.”

• Isaiah 42:3 – “A bruised reed He will not break.”

📋 Documentation and Confidentiality

Keep basic, non-confidential notes only when appropriate.
Use proper reporting channels.
Avoid gossip.
Protect privacy — but don’t withhold care.

Henry:
What’s the chaplain version of HIPAA?

Chaplain:
Always ask permission. For example, when visiting a firefighter with cancer in the hospital, I asked if I could share the update. He said yes. So, I gave a respectful report at the next meeting.

“It’s better to ask than to guess.”

🗣️ Ask First: Permission-Based Ministry

Henry:
One of my early mistakes in ministry? Not asking permission. Unforced errors.

Chaplain:
Be in the habit of asking:

• “May I share this prayer request?”

• “Would you like me to pray for you?”

• “Would you like my take on that?”

“That’s non-directive ministry. They own the outcome. That’s love.”

People may assume everything is shared in a “fire family” or faith community — but not everyone wants their situation public. Some guard their struggles for many valid reasons.

🚫 Boundaries and Ethics in Chaplaincy

You are a spiritual peer, not:

• A therapist

• An enforcer

• “The answer man”

“Ask permission to speak into someone’s struggles.”
“Never over-promise. Never under-refer.”

⚠️ Overpromising and the Limits of Ministry

Chaplain: I’m not sure exactly what "never over promise or under refer" means in this context, but I think it speaks to recognizing your limits. You can’t always make something happen, even if you want to — so don’t promise what you can’t deliver.

“Respect the fact that you are limited. You can’t fix everything. You may not even be able to help — but you can offer your presence and willingness.”

Henry: Overpromising can be damaging. Even in theology circles, we’ve sometimes done this:

“Let’s pray, and God will heal you.”

That’s an overpromise. Instead:

• “May I pray for you?”

• “What would you like me to pray for?”

This posture respects the person’s agency and God’s will.

Henry (continued): I’ve even had guys ask me to pray they’d win at golf — and I won’t. But I do offer to pray for everyone to enjoy the moment, nature, and fellowship. Afterward, people respected that.

“As chaplains, we must resist the temptation to pull the ‘God card.’ We aren’t vending machines for divine outcomes.”

🏥 Subtle Forms of Overpromising

Chaplain: In hospital ministry, someone might say, “Pray for my child to be healed.” And you do — shaped around their request. But sometimes that healing doesn’t come, and that’s agonizing.

Still, the chaplain remains present:

“You stay. You love them. You don’t try to explain God’s actions. You join them in their pain.”

That shared grief — that helpless, hope-filled presence — becomes a vessel of healing.

🐑 Final Encouragement: Be the Watchful Shepherd

“A good shepherd watches — even when the sheep look fine.”

Chaplain: This is the message: keep watching. Keep caring. Keep loving.

Henry: Beautiful.